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InfoFlex Data Entry User Guide

1. Username jsmith Password If a new user logs in and has the same permissions the screen will be displayed exactly as the original user left it If the new user doesn t have access to the module that was locked the new user will see the module select screen or go straight into their module if they only have permission to one module Select Module i x O nf 324 ets Design Management Data Analysis Reporting Scheduler User Management May 2014 113 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide If the new user doesn t have access to the data view that was displayed the Data View selection and all other boxes will be blank ff InfoFlex 5 Data Entry InfoFlex Module View Subject Event Help elol tA BS ile Oa O w B xX Data i Tf EES x Subject 1D Screens Grid Iq 4 Unlocking Data Entry or Work List when there are unsaved changes If the application is locked when the user is using Data Entry or the Work List module and the user has made some changes which have not been saved then the application can only be unlocked by the same user or a system manager Note that in this case the original user remains logged in and their permissions applied even if the application is unlocked by a different user If the new user saves the changes the audit trail will still attribute the changes to the original user The following messag
2. 8 8 Event report The Event Report function displays a report listing the data in all or selected events To generate an event report press the Generate event report button on the toolbar Sumame Generate event report reer Choose whether the report should contain All events Selected event s or All events of selected type s _ oo x Events to include in report Ly Li c fe Hi All everits Generate Save Print Previa Eopy Close Selected event s All events of selected tupels If you choose Selected event s then the patient s subject overview is displayed and you should select which events to include in the report Use the control key to select multiple events Events to imclude in report Ly Ld Selected event s bi Generate Save Prin ations Surgical 0206 2000 as 4 Referral 22 06 2010 En g Referral 2970672010 E Admission amp Surgical E vent 0770772010 m 4 Death Details May 2014 AA Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide B InfoFlex Event Report Events to include in report ki Li If you choose All events of selected type s all events of selected type s Generate Save then the data view design is displayed and you Events should select which events to include in the BP atient Registration report Use the control key to select multiple Sn events Events which have the Hide in Subject a qo Adm
3. Copy SP Print H Width ij Chart lt Admission and Surgery r 2 Complications surgical Query Pts without a Source of Referral X Parent Event Patient Registration fee L Drug Therapy r zz Da Radiotherapy tn E 17 01 2001 10 01 2002 717171 17171 14 12 2000 12 12 2001 Fortesque Fortesque Florence Florence E Ora Patient Registration 2 Referral NEW Referral 02 02 2000 g Radiotherapy 01 01 2000 QO Admission and Surgery 23 04 2000 Data Entry Referral NEW a k4 Referral 17 01 2001 New child event of event Patient Registration on Radiotherapy 01 01 2001 QB Admission and Surgery 23 03 2001 Referral 10 01 72002 fo ZB Radiotherapy 01 01 2002 Admission and Surgery 20 04 2002 Admission SUNNE Admission and Surgery 3 lt GP Referral Summary Referral 3 r My Admissions Summary Admission and Surgery 3 May 2014 66 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide 12 6 Exercise Select the Training data view and find patient 123 Switch on Summary views by pressing the Show summary views button on the toolbar or go to the View menu and switch on Summary Views Data View Desig xj Ea Patient Registration aj a Referral r B A A Admission and Surgery r 4229 Complications surgical zee A Drug Therapy r ae eis Radiotherapy r B ese Ch
4. E E Referral i H Admission amp Surgical Evert fr H go Drug Therapy Event r ET Follow Up 1 jae ie Radiotherapy r oa ae Chemotherapy r SEP stent Registratior Referral 01701 2000 ga Drug Therapy Event 0170172000 g Admission amp Surgical Event 0102 2000 Ga Drug Therapy Event 0170372000 gA Admission amp Surgical E vent 0104 2000 2 Ifthe subject overview has several non repeat events but only one repeat event at any level the events are displayed in design order MEER Design nnnnunnnannnENNNANNNNMNNNNNNNMNNNNNNANNNNNNANNENNNNENN ER Patient Demographics l S Referal a rita Attendance r a Out Patient Attendance fr nice Diagnosis A Investigations r ese Treatment Plan oe Oncology fr E H In Patient Attendance r nie Outcome a g i 2 ay Filter none Patient Demographics l Dn Referral a Initial Attendance 01 01 2000 E Diagnosis Af Treatment Plan oe ln Patient Attendance 07 02 2000 na oe Outcome If there is more than one occurrence of the repeat event the subject overview still displays in design order Repeat events are displayed next to each other in date order B Data Yiew Design nnonnnnnnnaNNNNNNNNNNNNMNNENNNANENNNNNNNNNNNNNNNNANENN EE Patient Demographics Or Referral aa rita Attendance r oie Out Patient Attendance r an nf Diagnosis ri Investigations r ese Treatment Plan et oe Oncology r H A0 In
5. IMS Chameleon Information Management Services Limited INFOFLEX v5 DATA ENTRY USER GUIDE Chameleon Information Management Services Ltd 2014 All rights reserved No reproduction copy or transmission of this publication or any part of or excerpt therefrom may be made in any form or by any means including but not limited to photocopying recording storing in any medium or retrieval system by electronic means whether or not incidentally to some other use of this publication or transiently without the written permission of Chameleon Information Management Services Limited or in accordance with the provisions of the Copyright Designs and Patents Act 1994 as amended Any person who does an unauthorised act in relation to this copyright work may be liable to criminal prosecution and or civil claims for damages Document control Document name InfoFlex v5 Data Entry User Guide Confidentiality C JW 60 W POW Version OD Chameleon Information Management Services Ltd Aug 2010 Nov 2010 Aug 2012 Oct 20121 66 IW Jan2013 66a JW Mar 2013 Jan 2014 May 2014 May 2014 Doc version 6 3 6 5 6 7 JW JW JW JW JW JW InfoFlex Data Entry User Guide Document history Editor InfoFlex Change version 5 40 0100 5 50 0200 5 50 0200 5 50 0200 5 50 0400 5 60 0100 5 60 0200 Document properties create new on save lock historic show latest as parent marking protect
6. 4 Secretary May 2014 5 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide 3 DESIGN SELECTION 3 1 Selecting a Data view The Data View selection box displays those data views that are unarchived and that have been made available in User Management to the current user Select Clinical Data view from the dropdown list of data views ES Data View I Clinical Data view pE Cli When you select a data view the data view design of your selected data view is then displayed in the Data View Design box The data view design shows the structure of events that can occur for a patient in this data view EI Data View Design i Patient Registration te H Patient Summary EEA Referral r EEA Admission amp Surgical Event r mii Admission Summary oe ii Complications Surgical r EEA Drug Therapy Event r ll Complications treatment r EA Follow Up r eo Radiotherapy r AE Chemotherapy r 2 Death Details May 2014 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide 3 2 Selecting Dictionary Data views Use the dropdown toggle to switch to dictionary selection PEERI w Data Views Open the dropdown list of dictionaries to review the dictionaries that exist in this database Doctors ETHNIC GAOUP GP DETAILS GP dictionary Switch back to Data view selection and select the Clinical Data view ES Data View May 2014 7 Chameleon In
7. 7 44 Displaying Subject Overview Data View design and Event History To display the Data View Design go to the View menu and select Data View Design then show You can also switch the Data View Design on and off by using the Show data view design button Show data view design To display the Subject Overview go to the View menu and select Subject Overview You can also switch the Subject Overview design on and off by using the Show subject overview button Show subject overview To display the Event History go to the View menu and select Event History then Show You can also switch the Event History on and off by using the Show event history button Show event history May 2014 29 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide 7 5 Open web page events Sometimes when you select a particular event in the patient s subject overview the Open web page button on the toolbar will be enabled This means there is a webpage available to be viewed It might be a page that exists on your PC or on a server or on the internet open CHinFoflex vo help Welcome to InfoFlex When you press the button the web page will be displayed on the screen in your web browser O e 8 xX lo B Gy Ei Data View I Colonoscopy TEST B Data View Design J E26 Data Entry Biopsy amp Cytology Date of Biopsy 12708 2003 o4 Fatient Demographics x Hospital No TEST B amp O
8. 9870014 Green DA THE MEDICAL CENTRE 14 The Street l qp New 9870015 Smythe THE VILLAGE PRACTICE 15 The Street FS 5870016 Smith Cs ae Find ar 89870017 EE T THE SURGERY 17 The Street 7 X9870018 Brown DR THE GROUP PRACTICE 18TheStreet p Group By 89870019 Green DA THE HEALTH CENTRE 19 The Street oak 9870020 Smythe DA THE MEDICAL CENTRE 20 TheStreet OT Jw Find Bar Ensure the Find Bar is displayed Y Group By B In the Search Field box choose a field that you would like to search by Dictionary List GP dictionary Search Field GPS Sur Anam ame Contains Text Find Now Clear x TGP Code 2 GP Title GP Address GPaAddess GF Surname EEn 6 tial DR THE MEDICAL CENTRE 2 The Street 987000 GFP Title DR THE HEALTH CENTRE 7 The Street o 987001 GP Address DR THE GROUP PRACTICE 12 The Street o 98700 GP Adcress3 DF THE SURGERY 17 The Street nA THE MI IRI 72 The kast In the Contains Text field type the text that you wish to search for then press Find Now Note that you can type in just part of a name and the search will return all those records which contain the search text somewhere within the field you have selected Dictionary List GP dictionary Search Field GP Sumame ki Contains Text lions Find Nor GF Code GP Sumame GF Initial GF Title GP Address GP Address May 2014 81 Chameleon Information Management Services Ltd InfoFlex Data En
9. Note that the bottom right hand corner of the Data Entry screen shows a count indicating which patient is selected and the total number of patients currently listed in the subject listbar Data Entry Mode isis 4 May 2014 19 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide 5 6 Auto select Subject Event Normally when you select a new patient no data items are displayed for that patient and a message is displayed in the centre of the Screens tab No subject event s selected In order to see the data items an event needs to be selected on the patient s subject overview However if you switch on the Auto select Subject Event function when you select the next patient you wish to view the event that you were viewing for the last patient will automatically be selected for the next patient you choose and the data items will be displayed as long as that event exists for the next patient If no patient was previously selected the root event will be displayed Go to the Subject menu and ensure that Auto select Subject Event is switched on Subject Event Help Find Subjects F Reload Subject New Subject F9 Delete Subject Ctrl First subject atri Previous subject Ctrl F Next Subject Ctrl M Last Subject Ctrl L List Subjects Fz Clear Subjects FF Show Quick Search Keep Subject Between Data Views Aubo select Subject Event Ti ies mkl l Mim F sil Select patient 123456 Green from the
10. a S e calculations made with mathematical formulae using dates or values entered in other items ef fOr 2000 31707 2000 O04 days e derived dictionary items where the derived item is looked up from a dictionary based on data entered in various contributory items pT 16 O 5er BAO Mo regional kmph node metastasis pMO No distant metastasis Stage 15 Marking data Missing or Unknown If data for a particular item is not applicable or unknown F11 can be used instead of leaving it empty The field will be marked with a green background and in data analysis will be shown by the code 88888 AE lets TUAZ NNN Similarly if you want an item to be marked as missing rather than unknown or leaving it empty press F12 The field will be marked with a purple background and in data analysis will be shown by the code 99999 zilele Fd A RIATFRAL ASFA TANSI FETAY These keys are useful in data analysis and data housekeeping May 2014 97 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide 16 Help auto prompt and tooltips In some items help text will automatically appear when you put the cursor in the item This is known as autoprompt CO99 Malignant neoplasm of tonsil unepecihier 3170772000 ii m This records the patient s initial diagnosis using ICO10 codes CO oe m M I In the CIMS training database you can see auto prompt text in t
11. for all dictionary entries where the selected dictionary item matches the value specified in the search criteria field Note that the search criteria field will be labelled Matches Code for single select coded items Matches Date for date items and Matches Value for value and boolean items Group by You can choose to group the dictionary list by one of the items eg you could group the Consultant dictionary by specialty Dictionaries can be defined so that they are already grouped to allow you to apply groups yourself or not to allow grouping To group by an item ensure the Group By Box check box is ticked then drag a column heading into the Group by area Note that the Group by function is only available if it has been enabled in Design Management 4 Dictionary List Consultant loj x Search Field Consultant code ki Contains T ext at Find Now Clear X m 7 7 ae o group by that column ps ee All Collapse All XX 3 Cancel m CO300 21230002 Jones 501 AB100 cp New 21230003 s Davies a BC200 F Find Bar gt eae a eT E 1330005 Clark BC200 ra Group By 71230006 Adams BC200 Box Note that where dictionary entries have no value entered in the item being grouped by then a group called None is displayed Depending on how the dictionary has been defined this group may be expanded by default when grouping is applied O x Search Field iiaae lt aerate ae Contains T
12. you wish the text to be El Infoflex Image Viewer File Edit View Image AAU t gt xX sQQR Image kN OOO A ia x 12 B JZ Solid O Oy Z eB XN ne b Annotation Toolbar Quinn Gr RE oS i a F RA n When finished press F5 to save the annotation or select Save and Close from the File menu The panel item now displays the image with the annotations added CAlnfoFles vo imagessM20E 124 1 bronchoscopy brip gy Bae k N eS ololA D P t E H 4 2 of 2 images Note that the panel item has turned red because you have made a change to it Save the change to the database by select the Save button on the Data Entry screen or pressing F5 or saving from the toolbar May 2014 92 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide 11 2 Audio and Video items Media items that have been configured to store audio or video files have the same controls in Data Entry If you are using the InfoF lex Digital Dictation Add In you should ie bation aeeheciic refer to the separate document full screen InfoFlex Media application Videoclipsare ClnfoFles vo Data Di TESTS M29E 4168 6420 42344CFA wma SS displayed here i Tr Controls for audio 0 00 00 Slow Nomal Fast 0 00 19 oo and video playback y l gt i j 5 j H 1 of 2 sounds gt pL Allows navigation thr
13. 01 1945 789012 Parisien 01 01 1925 690123 Johnston 01 01 1935 May 2014 8 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide 4 2 Search results Ordering the search grid On the InfoFlex subject search window click the Surname column heading to order the grid by that column Click the column heading again to reverse the order of the sort A small arrow will appear next to the heading An up arrow indicates ascending order and a down arrow indicates descending order Subjects 79 Hospital Humber Date of Birth 555555 Forbes 01701 1975 456709 0170171355 123456 0 Green TREE errer Griffiths 0170171320 mtaa islam Hughes 01 01 1990 Gate Show selected subject details Single click the patient Clarke and tick the Show Selected Subject Details box ddddda Davies 0170171935 5b foo Clarke 01701 1960 All of the patient demographic items for the selected patient are displayed in the lower section of the window Subjects 19 Hospital Number Sumame Date of Bith O O O O OZ oO y y 456789 Gate 0170171955 555555 Forbes 01701 1975 0170171935 01 01 1960 0170171345 444444 eeeeee Sumame Davies Remove the tick from the Show Selected Subject Details box May 2014 9 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide Show subject summary details Tick the Show
14. 0872 000 g Admission amp Surgical E vent 10 10 2000 HEF adiotherapy 06 11 2000 g Radiotherapy 11 12 2000 g Follow Up 15701 2001 g Radiotherapy 15 01 2001 Both selected events are displayed in the grid Screens Gnd __ Radiotherapy TN TONZO0 06 11 2000 H Details no EJ Date of this radiotherapy 1171072000 0611 2000 Ta Type of radiotherapy Type B 1 Type B n a IF other please specity a Planned number of courses 4 oe 1 Dose at this appointment apg apg pe Tas Complications O None 0 None ab Uther complications please specity con 4 Next session ir 05 weeks 05 weeks Choose Select Similar events on the Event menu All Radiotherapy events displayed Screens anid Radiotherapy OOD 06711 2000 1171272000 15 01 2001 Details Date of this radiotherapy 1171072000 WARAN Hl 11 72 2000 15 01 2001 i Type of radiotherapy 1 Type B 1 Type B 1 Type B ab IF other please epecity ab Planned number of courses 4 1 Doge at this appointment 200g 2000 2000 Fa Complications O None O None F ab Other complications please specify 13 Next session iri 05 weeks 05 weeks 05 weeks May 2014 26 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide Right click the grid and use the Column width menu to resize the columns Note that if you wish to switch between Grid and Screens view for data entry you must save any data that y
15. 111111 Smith 01701 1950 2 Cancel Double click one of the patients to display the details 6 2 Adding additional search criteria Press F6 or click the Find button on the toolbar 4 Press the Pad button Expand the Patient Demographics panel then select Forename and click OK a4 Address 3 a Address 4 al Postcode TF Marital Status Fy Ethnic Origin a Occupation FE GP Details ff OK P Cance Forename is now temporarily added to the available search criteria May 2014 24 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide Search for patients with the forename John Infoflex Subject Search E E _ Oo x MHo Criteria Cancel Hospital Humber Test Sumame Date of Birth al Ly New Subject John Forename Select the patient John Jones Subjects 2 Hospital Number Sumame Date of Birth a AARC Jones 07 01 1965 333333 Joseph 01 01 1995 May 2014 25 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide 7 MORE VIEWING FEATURES 7 1 Grid view Select the Grid tab to view the patient in grid view Screens IN M 4 Select a Radiotherapy event in the subject overview then hold down the ctrl button on the keyboard and select another radiotherapy event x oy ga 2 4 ZJ Filter none z Patient Registration Referral 01 07 2000 ae Chemotherapy 05 07 2000 a Follow Up 05
16. Fatient Attendance r nie Outcome May 2014 Ka g HE Al a Filter none ER Patient Demographics E On Referral ae initia Attendance 01 01 2000 ie Diagnosis AF Treatment Plan a A n Patient Attendance 01 02 2000 AF ln Patient Attendance 0170372000 oe AGE Outcome 107 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide 3 If the subject overview has several non repeat events and more than one repeat event If the repeat events alternate with the non repeat events then the subject overview displays in strict design order the repeat events being displayed together in date order Ea Data View Design fe g E ap P Filter none a es Diagnosis gt Investigations 1 s Investigations 01 01 2000 m Treatment Plan m Investigations 01 02 2000 0 Uncology y g Treatment Plan HEI In Patient Attendance 1 A In Patient Attendance 01 03 2000 a Outcome ae In Fatient Attendance 017042000 A Outcome If any repeat events occur together in the data view design then the subject overview displays them in date order Otherwise events are displayed in design order i qo i ai Ad Filter none Bi Data View Design nnannnnnnnAnREANNNNNNNNMNNENNNNNENNMNNNNNNANNNNENNANENN Patient Demographics EE Referal and Initial Sttendance r g Diagnosis 2 Dut Patient Attendance r Investigations 01701 2000 Repeat events together E Diagnosis AE Investigations 01 0342
17. G A ld 4 o Hospital Number o Sune oe 234567 Jones Data Entry Referral Appointment date 01 07 2000 Last changed by system on 13 08 2008 at 17 29 36 x oF Surmame Jones a Find Screens Grid Save ld 4 Details gt bl Oooo om po Click the Open web page button nC InFoFles sivas Helse ee to_InfoFlex je ga gt Pl dd 0170171565 234567 x Data Entry Referral Appointment date 01 07 2000 Last changed by system on 13 08 7008 at 17 29 36 x oF Surname Jones 2 Find Screens Grid m Save lq 4 Details r gt H Ale File Edit View Favorites Tools Help zig Google C sf co to ET 7 Bookmarks G5 blacked a _ Settings ca he Welcome to InfoFlex5 en a sb Page I Tools Ti T E The web browser opens displaying the web page Close the web page May 2014 31 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide 7 6 Open web page items Web pages can also be assigned to individual items If a URL has been set for an item then a link button gt is now displayed at the right hand side of the field s label in both screen and grid mode The link button is an arrow symbol in the inverse of the background colour of the label Hovering over the button displays the URL for the button Clicking the button opens the URL in the default internet browser The keyboard shortcut Ctrl A can be used to
18. Guide 8 4 Adding events 4 drag and drop In the Subject Overview select the Referral event From the Data View Design drag the Drug Therapy Event and drop it on the Referral Event in the Subject Overview A plus symbol appears when the mouse is over an event which Drug Therapy can be attached to SEA Complications Surgical r SEA Drug Therapy rA ge Complications treatment r ra Follow Up r aS Gf Radiotherapy r drag amp drop Ga Chemotherapy r ig g jA l Filter 4 ne Patient Registration a7 SER eteral 17 01 2003 Admission amp a Hizal Event 17 01 2003 Release the mouse when Referral is highlighted in the Subject Overview and there is a plus symbol Click OK to the confirmation message The event appears in the Subject Overview with NEW in brackets to indicate that it is a new event that has not yet been saved e 2 4 Fy Filter none z 7 Patient Registration Referral 17 01 2003 qe Drug Therapy NE Admission amp Surgical Event 1707 2003 The data entry screens appear on the main screen and you can now start entering data Enter data in all the items in the Drug Therapy event See Appendix A for details of how to enter data in each item Press the Save button P F5 to save the data See Appendix B for more information about the Save function When you save the data the subject overview displays the date entered in the
19. Radiotherapy 01 01 2001 Referral 01201 2002 49 Admission and Surgery 0170172002 T Radiotherapy 01 01 2002 In design management Admission and Surgery events have been set to display with a green folder and Radiotherapy events have been set to display with a pink folder aa E al zll Filter none Other images can be defined For example SEAP atient Registration Referral 01 01 2000 E Admission amp Surgical Event 0101 2000 3 Radiotherapy 0101 2000 Radiotherapy 0170272000 Referral 01 01 2001 Chemotherapy 01 012001 Chemotherapy 01 70272001 4 Referral 01 01 2002 kd Drug Therapy 01 ed Drug Therapy 02 May 2014 33 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide 7 8 Panel layouts All the screen shots in the manual use the default style of panel layout which is one column of items The screen background is grey the item labels are green Data Entry Referral Appointment date 31 0772000 Last changed by system on 01 09 2010 at 17 43 54 x Hospital Number 123456 A Find Screens Grid 10087 2 i Save ld 4 Details b h 41 07 72000 AAT EPSOM HEALTH CARE NHS TRUST a 1230004 Brown amp 4 General Physician in O AWHS ef fl 2000 2r 07r 200i E 3170772000 E O04 days However it is possible for panel layouts to be customised The size and layout of the items can be adjusted
20. Retresh A Screen BF New Copy amp Print Query Pts without a Source of Refer cfs ste new summarised ewent lE _ HospNo lAppointment date NHS No For o 171717 1770172001 rizr Flor On pressing the New button the Add New Event window is displayed If there are several possible parents for the event you should choose which parent to add the new event to Add New Summary Event d x gt 4 Add new summary ewent Ws ga Admission and Surgery as a child of the Referal event selected below Bj g Patient Registration 7 Referral 02 02 2000 gee iP eferal 17 01 2001 Click OF to add the new summary event Cancel If there is only one possible parent simply click Yes to the confirmation message Add New Summary Event X gt Add a new event rd Referral as a child of ewent 1 Patient Registration Click OF to add the new event Pa Cancel May 2014 65 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide The data entry section of the screen displays the new event and the event is also displayed in the Subject Overview tree Enter data and save the event as usual On saving the event will be displayed in the Subject Overview as usual and it will be displayed in the grid if it meets the query criteria IEA Data View Design j B Er Patient Registration x v Hospital Number fir 717 al a Find E142 Referral i T Refresh Ia Screen Y New B
21. S New B3 Co Print CO width Chart i E Admission and Aurgery r 2 sun WD 8 Eo ula iit fb Ewa Complicalfons surgical Quen Admissions List ka Parent Event g Patient Registration m Cave i Drug Thera rug Theran t E Date of Admission Sumame Forename Surgeon Treatment hospital Main Surgical Procedure Date of Discharge from Hospital Subject Overview x 23 04 2000 Fortesque Florence 41230017 2370372001 Fortesque Florence 41230018 200422002 Fortesque Florence 21230018 a El Ea Patient Registratyin aj Referral 02 02 2000 a A Radioierapy 01012000 oe Admigsion and Surgery 23 0477 Eh Referal 1 7 01 2001 Lohe p Fapiotherapy 01701 2001 fe A Admission and Surgery 23 030 El Refefral 10 01 2002 BP AE Madiotherapy 01 01 2002 Data Entry Admission and Surgery 20 04 2002 7 Admission and Surgery 20 04 Last changed by system on 14 08 2008 at 18 41 00 gt ld 4 Surgery Details Summary jews St DateofAdmission evoa t Ilx i g Y Admission Summary Admission and Surgery 3 Operation date o powa p GF Referal Summary l Referal 3 REE 21230018 Hughes z My Admissions Summary Admission and Surgery 3 m l Anonymitation 4 ww LP Training Data view Data Entry Mode 171 4A List of available summary views Data Entry screen When a summary view is displayed and a row is selected di
22. VIEWS IN THE DATA ENTRY MODULE Summary views display a grid of selected data items from repeated instances of a particular event view Queries control which instances of the event view and which items are displayed Summary views in the Data Entry module are generally useful where events are repeated several times for the same patient eg Pathology Test results 12 1 Displaying a summary view in the Data Entry module To display a summary view first select a subject Ensure that Summary Views are displayed by pressing the Show summary views button on the toolbar tf InfoFlex 5 Data Entry Training Data view InfoFlex Module View Subject Event Summary Help Sl Fe A z obp a Data View ag El IRE 4 FS Data View Design be L A Patient Registration Cad Referral r E gA E The available summary views and groups of summary views are displayed in the Summary ees Views box below the Subject Overview oq lt 2 at x J Patient Registration Referral 02 02 2000 go Radiotherapy 0101 2000 4 Admission and Surgery 23 0400 Referral 17 01 2001 g Radiotherapy 01701 2001 ra Radiotherapy 0207 2007 a Radiotherapy 0301 2007 al Radiotherapy 0407 2007 qa Radiotherapy 0501 2001 49 Admission and Sungery 2 03 2007 Referral 10 01 2002 Subject Overview In the Summary Views box the name of the summary view is followe
23. View Design double click the Admission amp Surgical Event FS Data View Design x J A Patient Registration P erral r JAA Ref Admission amp Surgical Event r a Complication Surgical fr Drug Therapy r gea Complications treatment r Sai x 4 g B iE lg Ej Filter none i Patient Registration 49 Referral 17 01 2003 Click OK to the confirmation message The event appears in the Subject Overview with NEW in brackets to indicate that it is a new event that has not yet been saved x a e 2 4 F Filter none E E Patient Registration Referral 17 01 2003 GA Admission amp Surgical Event NEW The data entry screens appear on the main screen and you can now start entering data Enter data in all the items in the Admission amp Surgical Event event See Appendix A for details of how to enter data in each item Add a new entry to the dictionary in the Surgeon item Press the Save button P F5 to save the data See Appendix B for more information about the Save function When you save the data the subject overview displays the date entered in the identifier item next to the name of the event May 2014 38 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide 8 3 Adding events 3 right click Data View design Select the Admission amp Surgical Event in the Subject Overview In the Data View design right click the Complication
24. and the colours and fonts can also be adjusted Buttons frames and pictures can all be added Items from parent events can be displayed for reference Below are some examples of customised panel layouts Screens Grd ld 4 Referral amp Date First Seen Details Souce of Reterel forduPaterns fo e a Dury Retera Reaves Recened RelsnaHasGeenRevewed Ceneo OOOO Pe SSS e S dSS S e SSSSS S onres OO OOOO Decision to Refer to Receipt of Referral o May 2014 34 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide Here is another example of a customised panel layout S Cheers Grid ld 4 Cancer Monitoring details Referral summary details Ref Request Patient Pathway Identifier Priority T ype Received Date 03708 2009 12 25 Referal Tye 22 Original Ref Req Source of Ref oF Rec Date Decision to Refer ta Receipt of Referral Age at Referral 029 Predicted Cancer Decision to Treat Earliest Clinicially Cancer Treatment Treatment Target Treatment Start Date Date Surgery Appropriate Date Feriod Start Date Date Lancer 0370872009 i 03708 2009 Organization Code Provider Decision to Treat Cancer amp Cancer Treatment Modality Date patient declined the treatment m Surgery l Start Date Surgery Hospital Provider Spell Organisation Code Provider Treatment Start Date Cancer Fa e Cancer Treatment Event T yep Cancer Care Setting Treatme
25. be displayed on the item May 2014 71 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide 6 Restrictions and validations It is possible to set up restriction or validation criteria to check that the data you enter meets certain rules Messages are displayed if the data you enter does not meet the criteria There are several types of restrictions and validations see below When a validation or restriction is not met a prompt message is displayed usually when exiting the item the rule has been defined against Messages arising from Item Validations can be defined to display either on exiting the item or on saving the event All types of restriction and validation will either be warning or mandatory Warning messages T A yellow triangle on a prompt message indicates a warning message data you have entered does not meet the specified restriction or validation but you can save this data Mandatory messages A white cross in a red circle on a prompt message indicates a mandatory message data x you have entered does not meet the specified restriction or validation and you cannot continue and save the event with this data You must re enter the data in order to continue Messages displayed on savin On saving the event if there are still items whose restrictions or validations have not been met a message is displayed If there is only one item affected the message displays details of that
26. database Usemame CIMS Design Import training database LIMS General traning datagase 000000 Eogena CIMS Studies training databhice CIMS Work List and Pathway Viewer traning 1 3 Logging in Type training in the Username box then press the tab key or use the mouse to move to the Password box Type training in the Password box then press return or click the Login button Username training Password e Login Exit toon E 1 4 Selecting the Data Entry module Select Module Click the Data Entry picture to open the Data Entry module If Data Entry is the only 1 F module you have access to RER the Data Entry module will open automatically Design Management Data Analysis May 2014 4 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide 2 SCREEN LAYOUT Subject Listbar e Section 5 4 Event History InfoHex v5 Data Entry Clinical Data view Section 7 2 nffler Module View Subject Event Help a Data View selection Section 3 1 a ey SY AUB E ld 4 Hospital Number ee eee ee Date of Birth 123456 0170171965 x aut ea augue 000 Mon 31 Tue 0i Wed02 Thu03 Fia Bun 0S MonO fue wedos Thut0 Rit Satt2 Sunts E El Patient Registration oon E a Patient Summary Data View design S g Referral r te 2 Patient T r Radiotherapy m 05 A Section 3 1 Sj P Admission amp Su
27. have been deleted using the Delete Unselected toolbar button the Remove Last Image button is disabled Itis possible to capture further images and the Remove Last Image button is re enabled 1f further images are captured The Capture Remove Last Image Save and Close and Close buttons are unchanged If the Capture Multiselect property is not set in Design Management the behaviour of the image capture dialog is unchanged The Delete Unselected toolbar button is disabled and captured images cannot be multiselected May 2014 88 Chameleon Information Management Services Ltd Printing images InfoFlex Data Entry User Guide The InfoFlex image viewer includes a Print option to allow the printing of images This can be found as a toolbar button and as a menu item on the File menu Ey Infoflex Image iewe File Edit View Image E Infoflex Image iewer File Edit View Image Open p Gapture oa Save and Close Ctrl 5 i Close Ctrl O A e it ah DY ANIA Sot c 2 oe D ye y Tei v2 5 ey FJ oe l m Image Only ae Annotations Only The user has the option to print both the image and annotations All or just the image or just the annotations Copying images In the Image Viewer window the selected image can be copied to the clipboard by pressing the toolbar button The keyboard Ctrl C can also be used Further functionality is provided under t
28. identifier item next to the name of the event May 2014 40 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide 8 5 Adding events 5 button view Select the Referral Event in the Subject overview Use the dropdown toggle on the Data View design titlebar to select Event Buttons EI Data View The design tree is displayed as buttons rather than as a tree Only those events which can be added to the highlighted parent event in the Subject Overview are displayed In the Data View design single click the Follow Up event Ef Data View Design x 0 Drug Therapy r 3 Follow Up r xl S2 Radiotherapy r Ed a 42 Z Filter none Patient Registration Referral 17 01 2003 Admission amp Surgical Evert 1170172003 Ga Complications Surgical 28 05 2014 go Drug Therapy 287 057201 4 Click OK to the confirmation message The event appears in the Subject Overview with NEW in brackets to indicate that it is a new event that has not yet been saved E i Al al Filter Patient Registration Referral 17 01 2003 GA Follow Up NEW Admission amp Surgical Ev ii g Complications Sure The data entry screens appear on the main screen and you can now start entering data Enter data in all the items in the Follow Up event See Appendix A for details of how to enter data in each item Press the Save button F5 to save the data See Ap
29. open the web browser if the cursor is in the field that has the URL Screens Grid J00 wI m Gave Id 4 Patient Demographics gt gt Pl Green ne ee Uk i if o Ads E ee H Patient Demographics al Hospital Number ad NHS Number 123456 ow aB Sumame n a Forename k reta EJ Date of Birth 0170171970 May 2014 32 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide 7 7 Event images x sa gA HE al Hal Filter none The standard image for an event in the 5 44 Patient Aeoistration subject overview is a yellow folder Patient Summary 31 07 2000 1247 40 ee Referral 31 07 20005 Admission amp Surgical Event 31707 2000 qf Complications Surgical 02 08 2000 Drug Therapy Event 3170772000 ga Complications treatment 02 06 2000 However some events may have been set to be displayed in a different coloured folder or an image Different images can be assigned to each different type of event zl Data View Select the Training data view Search Level Data View Search E P Cancel LINK TEST ayan 1A New Search Subject Overview E Ei The subject overview looks like this Sal El 12 3 Ay Filter none SEAP atient Registratori Referral 01201 2000 49 Admission and Surgery 0170172000 a Radiotherapy 01 01 2000 Referral 01201 2001 49 Admission and Surgery 0170172001 A
30. single validation that has not been met InfoFlex Data Entry Mo value has been specified for the mandatory item lst available appointment Please confirm that the data should be saved Click OF to continue saving Click Cancel to re enter data before sawing i Cancel May 2014 72 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide If multiple items are affected a general message is displayed and a More button allows you to view the details of all the validations that have not been met fuel nae TEL i Warning symbol is displayed and saving is allowed if none of the Multiple items failed validation please click the More button to see the list a validations are mandatory Click OF to re enter data before saving Multiple items failed validation please click the More Button to see the list Click OF to continue saving Click Cancel to re enter data before saving Mandatory symbol is displayed and saving is not allowed if one or more validations is mandatory I ea hiore InfoFlex Data Entry On pressing More a further message xX Errors 1 amungs 3 displays details of all the validations earn etre ieee S Tic Errors tab displays Mandatory ltem validation enter a surgeon if an operation code has been entered Warming limit low value 17 2070 No value has been specified for the mandatory tem Complications Please confirm that the restrictions a
31. subject listbar Select the Referral event so that the data items are displayed z Hospital Number Sumame Date of Birth Id 4 123456 Green 07 01 1965 gt il i Data Entry Referral Appointment date 31 07 2000 Last changed by system on 02 06 2014 at 16 54 15 Screens Grid vr 1002 Details gt gt H Appointment date May 2014 20 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide Now select patient 234567 Jones from the subject listbar Note that the Referral event is also displayed for this patient aNu O Swane o O pa Hospital Number Surname O O Date of Birth Id 4 234567 Jones 01701 1965 gt Dl i Data Entry Referral Appointment date 01 0772000 Last changed by system on 02 06 2014 at 16 55 42 Screens Grid amp 100x 2 ig Save ld 4 Details gt Pl Notes If the last event viewed does not exist for the next patient chosen then the root event will be selected on the subject overview for the next patient If no subject was previously selected the root event will be displayed for the next patient chosen When the Keep Subject Between Data Views option is also enabled an event will be automatically selected when changing data views in Data Entry May 2014 21 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide 5 7 Keep subject between data views Normally selecting a data view would clear
32. that is outside of the current filter setting the event continues to allow editing even though after saving it is not visible in the subject overview May 2014 16 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide 5 3 Displaying data items To display the data that has been entered in an event single click that event in the patient s Subject Overview Single click the Referral event in the subject overview to display the data items in the Referral event Subject Overview x aa lE 7 Patient Registration Patient Summary 31 07 2000 12 47 40 EEA eferal 31 07 2000 B E Admission h rgical Event 31707720 The data items on the first screen of the Referral event are displayed on the Screens tab Data Entry Referral Appointment date 31 70772000 Last changed by system on 0170972010 at 17 43 54 xX F Hospital Number 123456 A Find Screens Grid 100 2 f Save lq 4 Details gt b H ii eff OF 2000 ef r07 2000 3170772000 004 days E E You can zoom in and out using the zoom controls next to the save button May 2014 17 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide 5 4 Screen bar Click the screenbar heading to display a list of screens Use the screen bar to select the Assessment details screen Screens Grid ld 4 Details Use the arrows to the left and right of the
33. the selected patient and require a fresh patient search to be carried out before any patients can be viewed However if the Keep subject between data views function is switched on then the last patient viewed in a data view will automatically be displayed on selecting a new data view as long as that patient exists in the new data view and the data views belong to the same domain In the clinical data view select patient 123456 Green Data Entry Patient Registration Last changed by system on 13 08 2008 at 18 12 53 Screens Grid 100z cave lq 4 Patient Demographics gt b Pl I Clinical Data AAE Note that the patient 123456 Green is automatically selected when the Audit Data view is displayed Data Entry Patient Registration Last changed by system on 1370872008 at 18 12 53 Screens Grid 1007 Save ld 4 Patient Demographics b Pl 123456 May 2014 22 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide 6 MORE SEARCHING FUNCTIONS 6 1 Quick Search Switch on Show Quick Search on the Subject menu to display the Quick Search Quick Search displays one search criteria item allowing you to quickly search the data view by that item without having to use F6 or the find button to display the whole Subject Search window You can select which item is the search criteria by using the dropdown list The dropdown list contains the pr
34. 0 Address 1 High Street Any Town Some Place Press the Save button or F5 to save the document The date the document was generated is displayed in the Subject overview x cy 2 Gl 4 Fy Filter none Patient Registration Patient Summary 31 0F 72000 12 47 40 To print the document press the Print button So To edit the document type into straight into the document or use any of the standard editing functions on the document toolbar Document Patient summary HE File Edit View Insert Format Table Normal TimesNewRoman 12 B I U E S S S A Rt E aE 8 fh EE coe LQ amp Ba By Bh 100 a A i e a e If you wish to edit the document using Word press the Word button m 10 2 Other methods of adding documents Documents can be attached to patients using all of the methods that events can be attached to patients See Appendix D for examples of the other methods of adding documents to a subject overview May 2014 49 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide 10 3 Document properties Properties can be set in design management which alter the behaviour of documents The data entry user cannot switch these settings on or off but the behaviour of documents in the subject Overview will vary according to the settings that have been made These are described below 10 3 1 Show only most recent documents If the document is set to
35. 000 in the design are in Investigations r AF Treatment Plan date order not design nis Treatment Plan ae In Patient Attendance 0101 42000 order es Oncology r eo Oneology 01 02 2000 H In Patient Attendance r a In Fatient Attendance 01703 2000 nie Outcome mA Oncology 0170472000 4 Outcome May 2014 108 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide APPENDIX F SEARCH LEVELS Data view search On the InfoFlex Subject Search window the Search Level box defaults to Data View Search This indicates that the search will look only for patients registered in studies that are represented in the data view Infoflex Subject Search E ox Search level box Criteria Cancel Hospital Number Test E Sumame Date of Birth l If a data view level search finds patients in the data view that meet the criteria these patients are displayed in the subjects list i Infoflex Subject Search joj x search Level Data View search P gt f OK Cancel 123456 s 01701 1965 pete Jones 01701 1965 E New Search 345678 Fose 01701 1925 456789 Gate 01701 1955 EE 567890 Clarke 01 01 1960 67890 Mount 01 01 1945 789012 Parisien 01 01 1925 690123 Johnston 01 01 1935 If a data view level search finds only one patient that meets the search criteria the Subjects list is not displayed but the patient s subject overview is displayed straight away
36. 12 47 40 p Sa Complications Surgical 02 08 2000 p Za Complications treatment 02 05 2000 i ie Radiotherapy 0870872000 p a Radiotherapy 097 0972000 i 7 Death Details If you want to see the hierarchy of a particular event you can press the dropdown arrow next to the Data Entry Screen caption to view the parents of the currently selected event ld 4 Hospital Number 2345670 Da a Entry Radiotherapy Date Las changed by system on O02 1 Patient Registration a A lt q Patient Summary ent Registration ka Referral r 4 Referral 02 02 2005 m E Patient printout g Radiotherapy 11 12 2000 T E Referral Letter E Admission amp Surgical Event r oo El a Admission Summary o AZ Complications Surgical r Drug Therapy Event r LD Complications treatment r a e Gl 42 4 2 Filter none 2i Patient Registration fe oe Chemotherapy 06072000 I Follow Up 05 06 2000 pets ae Admission amp Surgical Event 10 1 YF 2000 a ae Radiotherapy 17 10 2000 pene Af Radiotherapy 0611 2000 fe Sa Radiotherapy 1171272000 I Follow Up 15 07 2007 pe ae Radiotherapy 15 07 2007 an a Patient Summary 03706 2003 15 11 33 m Referral 02 02 2005 a a Patient printout 02 02 2005 09 19 42 May 2014 13 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide Notes about flattening Events that have a sort date
37. 88 Tooltips A 16 Summary view groups 12 2 Updates for 5 60 0100 A 17 Spell checking A6 new message wording for multiple validation failures 10 3 6 Document Behaviour after viewing with Word and Autosave after Word policy 11 1 Deleting images Capture Multiselect property Appendix H Key strip Subject overview toolbar Flattening the subject overview Event hierarchy dropdown Zooming panel layouts Dictionary group by screenshots Chameleon Information Management Services Ltd CONTENTS InfoFlex Data Entry User Guide 1 Getin STALE oss ceccsenite devia seeeseates devs a 4 1 1 SUES MORIE 0s hata eater a E acetates 4 1 2 SCICCU MC a Database aioe eased AE E E N 4 1 3 Loss meiiens E A ener Omron eee 4 1 4 Selectins the Data Entry mod le szere e oe ees 4 2 Sereen Way OU sesssicccceccetecassedesecececteeicecvessceces Seuessucsvecncacbuniecccesuseceaseesete 5 3 Design Selection ccna cereale acess 6 3 1 DelCCU Mra Data VEN eur O taevateeaa Municmaeuesies 6 32 Sclectine Dictionary Data Vie WS eaoin ri aT T E ARTE 7 4 SOA CIN sbestevetissiieecscslincesestenectecsiseiaceteudusnelentasesteuecdesitedtecetasdeseslictens 8 4 1 Search TOM All SUBIC COS ecne a a a es 8 4 2 BS AC ie SU a esl cree at es ete ceitese cg ales EEAO nated ou neat aad 9 4 3 Searchin mino Guere S s cccssek cts oss cece a E on 10 5 VIEWING SUD CCUS E A E E A E 11 5 1 Display Sse patent eneee ER 11 5 2 Displaying events and COCUMEMNLMS
38. EEEetereee e n a aa Memo tems After choosing an event the Memo Items list displays all the memo items in the selected event xl S Fle Everts kE Admission and Surgery 0101 2000 vAemo item 1 E d ETN o item ii oe J Memo item 2 w Memo item 3 After selecting an item the viewer displays all the text that has been entered in the item and saved x e F Events eR eferral 01 01 2000 Memo Items pE Motes gt This te the text entered in the Motes feld in the Referral event The pin button P keeps the viewer open while you select events and items in Data Entry The F button allows you to adjust the font that is used in the viewer The Wrap button wraps the text within the viewer The exclamation mark button refreshes the text Only saved data is displayed in the viewer May 2014 78 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide 9 Boolean items A Boolean item displays a pair of options represented by a tick and a cross The actual text can vary It can be yes no true false on off or any other text that has been defined in Design Management You can either use the dropdown list to display the values to choose from ajx Ott or you can use the tick and cross buttons The tick would enter True Yes or On x The cross would enter False No or Off Boolean items can also be represented by a check box style of Data Entry For examp
39. OTAL THYROIDECTOMY BOs 3 HEMITHYAOIDECTOM BOd 34 SUB TOTAL LOBECTOMY BOe 4 LOBECTOMY OF THYROID GLANDO NEC BU6 5 ISTHMUSECTOMY OF THYROID GLAND B06 6 PARTIAL THYROIDECTOMY NEC 508 8 OTHER SPECIFIED EXCISION OF THYACL May 2014 84 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide Adding new data to dictionaries Press New if you wish to add a new code to the dictionary Ioj x Note that some users may not be granted permission to add data to dictionaries jf Find Bar Group By a Bo A data entry window containing all the items for the dictionary opens Add new entry to Dictionary GP dictionary rf Cancel Enter data in all of the items then press F5 or the Save button The new entry is included in the Dictionary List and can be selected for use in the dictionary item as described above Note when adding data in a dictionary you should not use a dash with a space either side in the code item The dash with space either side is used as the delimiter between code and meaning so if you put a dash in the code item the text after the dash will be lost and there is a risk of the wrong code being entered in the data item You can use a dash in the code text so long as there are other characters before and after it A warning is displayed if you enter a dash with a space either side in the dictionary code item May 2014 85 Chameleon Information Management Services Ltd In
40. Show latest as parent then initially only the latest document is displayed in the tree If there are any other instances of the document a plus symbol is displayed xl ie Bl al Filter none Eig Patient Registration oa Te aa 13 01 201 a Click the to show the historical instances of the document a mall Filter none z EF ka Patient Registration D ael aM 3017201 agi Discharge summary 13 01 220101 5 1 1b HEj Discharge ZUMA a ne ZET 15 rel 36 oa E a Discharge summary 11 01 2010 15 11 43 jaen E Discharge summary 12 01 2010 15 11 48 The documents attached to the parent are shown in either ascending or descending order according to the Sort Order that has been set for the subject overview When a new document is generated and historical instances exist the tree is collapsed and before the new document is saved it is shown in the tree at the same level as the parent document i ag g j a Filter none Ee Patient Registration Referral 12 01 2010 a Discharge summary 1370172010 15 11 56 ne a a Discharge summary NEW On saving the new document becomes the parent document and all previous versions are attached to it a 2 A 2 4 F Filter none H ka Patient Registration oO Referral 13 07 2010 ce H T Discharge summary 14 01 2010 15 27 27 May 2014 50 Chameleon Information Management Services Ltd InfoFlex Data Entr
41. Subject Summary Details box Further items from the patient demographics event are displayed for all the patients in the Subjects list Subjects 19 f Hospital Number NHS Number Sumame Forename Date of Bith Address 1 111111 111111 Smith Susie 01701 19550 1 The Way 123456 123456 Green Greta 01701 19565 1 High Street Joanda effec Brown Bill 01701 1945 234567 234567 Jones Jahn 01701 1965 Teszt J333 333333 Jozeph John 01701 1985 345678 345678 Rose Richard 01701 1925 Teszt 444444 444444 Davies Diane 01701 1935 456789 456709 Gate Gardenia 01701 1955 Test 555555 n55555 Forbes Francis 01701 1975 M Show Subject Summary Details Show Selected Subject Details 4 3 Searching using queries Some data views may have subject search queries defined These allow you to search for subjects using a broader query eg all the patients for an MDT meeting all the patients belonging to a particular consultant the patient list for a clinic all patients that have no decision to treat date all females between 18 and 65 who have had a referral in the last year etc If any subject search queries have been defined they will be available on the Queries tab To search for subjects using a query simply select the query on the Queries tab then press the Find button in the usual way The subjects found are displayed as normal _ 5 x Search Level Data View Search 4 Eind How Cancel Test Ly New Subje
42. TENS pirine i ce Ss E EE TE E ENER 86 12 Brame ensesine a e a a arses seametay 96 13 itemavyalabiit yen a OA E A O RS 96 14 Derived ems veps heck sends iirin a RA A A R A T 97 15 Marking data Missing or Unknown cccsssesssssseeecceeeececeeeaaeaeeseeeeeeeeeeeeeees 97 16 Help auto prompt and tooltips iais a 98 17 SPee blaze ei beam rre reas r tpn ere Or mmamonr eee Teter 99 Appendix B Savila sisiscnsccecccdisssticcoucstectacssessascacssdcdawastecsonesiestscesecsescectaaebe 102 Appendix C Generating DoCuMente ccccccsssssssssscsccccssssssssssssseees 104 Appendix D Navigation in Data Entry cccccccccccssccssssssssssssssscsecees 106 Appendix E Event ordering in the subject Overview sssssssssees 107 Appendix F Search levels ssssssssssssssssscscsccccscccsccccccccsccsccsccscssscscsscssee 109 Appendix G Locking the Application ccccccsssssssssssssssssssssssssccees 113 Appendix H InfoFlex Key Strip ssssssssssssssssssssscsssscccccscccescscsscscsscsesee 116 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide 1 GETTING STARTED 1 1 Starting InfoFlex 5 Start InfoFlex 5 by double clicking the icon on the desktop InfoFlexS 1 2 Selecting a Database Select the CIMS General training database from the dropdown list InfoFlex Database cms General training database CIMS Data Import training database CIMS Design Export training
43. ained in the spell check dialog If text is changed manually in the dialog only 255 characters are allowed If a word is changed using the Change button and its number of characters increase such that the total characters in the item would be more than 255 the last word in the item is cropped until the total number of characters is 255 If the last word therefore becomes misspelt it will be identified by the spell check but otherwise no warning is made that text is being cropped Closing the spell check dialog Although words are corrected in the spell check dialog the text in the InfoFlex item is not updated until the user presses the OK button to close the dialog If the user presses Cancel to close the dialog the text in the InfoFlex item is not updated even though changes may have been made in the dialog itself It is possible to close the dialog before all the misspelt words have been dealt with If the user presses OK all changes made so far will be updated into the InfoFlex item If the user re opens the spell check dialog the remaining misspelt words will be handled Handling Punctuation and Numbers In line with the behaviour in Word words starting or ending with the following characters will not be flagged as misspelled amp 3 6 lt gt Misspelled words starting or ending with punctuation will be squiggled or highlighted but the squiggle or highlight will not extend to the punctuation symbol Wor
44. arch Level Data View Search Criteria Hospital No TEST then InfoFlex would automatically carry out a domain level search If the domain level search found no patients then the following message would be displayed InfoFlex Subject Search x AN ERROR C3000 No subjects matching search criteria were found in Domain More May 2014 112 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide APPENDIX G LOCKING THE APPLICATION InfoFlex can be locked by using a new Lock Application button or Ctrl F12 The Lock Application button can be found on the toolbar between the Change Database and module buttons Once locked a password is required in order to unlock the application TE InfoFlex v5 User Manag InfoFlex Module Users Se amp Bl Pb A Lock application Unlocking Data Entry or Work List If the application is locked when the user is using Data Entry or the Work List module and there are no unsaved changes then any user can now unlock the application In this case the user who unlocks the application will be logged in and the audit trail will attribute any changes made to this new user The following message is displayed when the application is locked Unlock InfoFlex 5 f FA InfoFles v5 was locked at 25 03 2008 13 06 Enter your credentials then click on the Unlock Button to return to InfoFles v5 InfoFlex Database Live Database
45. aviour so that when you select a text item the cursor instead goes to the end of the text Contact your system administrator if you wish to change this behaviour NHS numbers Text items can be configured to allow entry of the NHS number in the 3 3 4 format When the user types in the field in Data Entry InfoFlex does not allow any characters other than numbers It automatically formats the digits with the spaces in the correct place The user can type the spaces or not type the spaces as desired Note that the user should always type in any required leading zeros NHS Number i 23 456 7890 May 2014 76 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide 8 Memo items A memo item has no symbol in data entry and is displayed with double depth fe Memo items can contain any free text and are used when a large volume of text needs to be entered Memo items can store 2Gb of data in SQLServer databases and 1Gb of data in Access databases To enter data in a memo item simply type in the item You can also paste text from the clipboard using ctrl v It is possible to enter a carriage return in memo items By default the keyboard shortcut Ctrl Enter will enter a carriage return However it 1s possible for memo items to be defined so that simply pressing Enter will enter a carriage return In this case Ctrl Enter moves the cursor to the next field Your system administrator will be able to tell you how
46. ayout mode Events to inclide in report Gi m E eh Selected event s z Generate Save Print Preview Copy gA Patient Registration w Portrait Referal 31 07 21 o Aaina Page Layout Drug Therap go Comp lic Ga Radiotherapy Ga Chemotherar el Subject Report Clinical Data view Radiotherapy TA Death Details Date of Report 13 08 2012 11 28 Data View Clinical Data view Domain Clinical Domain Hos pital Number 123456 You can also generate reports by going to the Event menu and choosing Report and one of the options Event Summary Help Add Mew Ewent Add Document Reload Event Refresh Calculated Items Delete Event Copy Event w Screen Edit Ckrl 5 Grid Edit Chrl 6 w Sort Events Ascending w Initially Expand All Events Selected eventis Pathway Viewer Chrl yy 4llevents of selected type Memo Viewer Custom Ctrl B When you choose Selected event s or All events of selected type from the menu if an event is selected in the subject overview or if a summarised event is selected in the Summary View grid then that event will automatically be generated in the report May 2014 46 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide 9 ADDING NEW PATIENTS Press F9 or click the New Subject L button on the toolbar The Patient Registration event appears in the Subject Overview with NEW in brackets to indicate that it is a new subject which has not
47. but it is not changed Add to Dictionary the word is added to the InfoFlex custom dictionary and subsequently to the Word custom dictionary Itis no longer included in the count of misspelt words and any further occurrences of the word are not identified as misspelt Change changes the word to whichever word is selected in the Suggestions box Change All changes all instances of that word in the current spell check dialog to whichever word is selected in the Suggestions box Editing the text in the It is possible to type in the spell check dialog to correct spellings or to spell check dialog edit and add to the existing text When you have finished editing press the Re check button in order to resume the spell check Al the edited text and any remaining text will be checked Notes May 2014 100 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide 1 Changes made in the dialog are not reflected in the InfoFlex item until the user closes the dialog using OK InfoF lex Spell Checking 2 The spell check dialog will only display if there are misspelt words If the user tries to open the dialog and there are no misspelt words the following message is av EAEE RENREN displayed 3 Changes made in the dialog apply to the text in the current item Ifthe same misspelt words occur in other InfoFlex items they will need to be checked separately 4 Text items have a limit of 255 characters This limit is maint
48. cccccccssessesssseeeccceeceeeeeesseaeeseeeeeeeeeeeseess 12 5 2 1 Displaying events and documents ccecseeseeeceeeeeeeeeeaaeeseeseseeeees 12 5 22 Displayine a flattened Meb scenei e a a 13 DA AVC ORAS o maana a E ete ssuoies aca 14 S24 Fiere evens eo a E a E E a ea 16 5 3 Display modata Ite MS eer n a a 17 5 4 STEEN DAN KE a EAE EE N EEA 18 JO SUD SC EEDA Se e A eekretta asa 19 5 6 Anto sclect subject Eye Niere a E e 20 5 7 Keep subject between data VIEWS iseimiciiariseoiirineii niiin iaiia 22 6 More Searching Functions ssseceeccccsssssssscccececccccccsscsssssecccccceeeoosoo 23 6 1 Quick Sear Merer nE TARET EROE R diaktweass 23 6 2 Adding additional search Criteria ccccccccccssssssssssssecccececceeseeeaaasseseeeeeeeeeeeees 24 7 Moore Viewing Features cccccccsscsssssssssssssssssssssssssssssssccsssess 26 7 1 VOW cornine i ea ince be Cele a ete Selenide E OT NA 26 Ted Event Histo aa e a neato 27 F3 Hiding Subject Overview Data View design and Event History 29 7 4 Displaying Subject Overview Data View design and Event History 29 7 5 Open web pase tevent H esdieui irr RE 30 7 6 Open web paee Emis aeien i A 32 7 7 EVN IAO aaa aa a isw ire tree Te 33 7 8 Panne LAY OCS ea cu crash E E anleniceas Ceeceu eae 34 8 Addin EY COINS asii E 36 8 1 Adding events right click Subject Overview cccccccsssseeeeeeeeeeeeeeeeeees 36 8 2 Adding events 2 d
49. cific data entry functions see above F5 Save F6 Search for a subject F7 Clears subject list F9 Add new subject F11 Mark an item as Unknown green background F12 Mark an item as Missing blue background Ctrl D Show documents Ctrl F First subject Ctrl P Previous subject Ctrl N Next subject Ctrl L Last subject Ctrl E Add selected event in Data View design to selected parent in subject overview Ctrl S Screen edit Ctrl G Grid edit A key strip is available to keep by the keyboard as a reminder of the functions assigned to the Fl F12 keys See Appendix H May 2014 106 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide APPENDIX E EVENT ORDERING IN THE SUBJECT OVERVIEW The illustrations below assume that the value shown next to the event name in the subject overview is the event identifier and that the event identifier is configured to be the item the events are sorted by In Design Management it is possible to define multiple item values to be shown next to the event name and to configure which item the subject overview is ordered by The item ordered by can be any of the items displayed or can be an item that is not displayed 1 In the subject overview 1f there are several repeat events at the same level but no non repeat events the events at that level are displayed in date order not design order x alga E 4E A Z Filter none 7 Ea Data View Desni EE Patient Registration
50. ct Infoflex Subject Search rl May 2014 10 Chameleon Information Management Services Ltd 5S VIEWING SUBJECTS 5 1 Displaying a patient Double click patient 123456 Green in the subjects list to select the patient and display the patient s subject overview in the Subject Overview box E Data View Design q Ed El ka Patient Registration ze Ea Patient Summary 2 E Reterral r a g Admission amp Surgical Event r eo Ea Admission Summary g Complications Surgical r ka Drug Therapy Event r Ph Comnlications treatment rl x x gt i lH E ka Patient Registration m HJ a Patient Summary 31 07 2000 12 47 40 Ey aa Referral 3170772000 ka Admission amp Surgical Event 31 07 20 ce AE Complications Surgical 02 08 21 T E Drug Therapy Event 31 0 2000 AE Complications treatment 02 08 ie E Radiotherapy 31 07 2000 ie ae Chemotherapy 41 07 2000 p Sa Radiotherapy 08708 2000 E Radiotherapy 0970972000 a 4 Death Details May 2014 InfoFlex Data Entry User Guide 1 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide 5 2 Displaying events and documents 5 2 1 Displaying events and documents You can choose whether to display both events and documents events only or document only In the Subject Overview press a to display both events and documents qe 2 Z Filter none z Show all events and d
51. cument Discharge summary Create date 13 01 2010 16 08 27 Last changed by system on 13 01 2010 at 18 08 77 x oF Hospital Number 111111 A Find File Edit View Insert Format Table Mormal Times Mew Roman 12 EHZ U Ci ce i S BS c g 10 x toi Mle LE toa ee pooebaoee boone bana dane L L L val brann L L Discharge summary A checkbox is displayed if marking is switched on Hospital Number 111111 Name Susie SMITH Final version Tooltip indicates what Date of Birth 01 01 1950 the mark represents To mark a document click in the check box To clear a mark click in the check box again Note that settings in design management control whether the user can clear a mark If you mark or clear a mark the document will need to be saved If you mark a document and the Create new on save function is switched on a new instance of the document will be created The tooltip indicates what the mark represents Documents that have been marked are indicated with a red tick in the subject overview 4 EA S Filter none This document o Patient Registration is marked a Patient Summary 03 06 2003 15 11 33 a Discharge summary 18 01 2070 17 16 59 bce Discharge summary 1870172010 17 79 05 Discharge summary 1870172010 17 19 09 B 42 Referral 22 07 2009 May 2014 52 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide Users can be requi
52. d Jg Admission amp Surgical ga Drug Therapy Evert Eepand Branch J8 Radiotherapy 31 07 Expand Tree Chemotherapy 31 0 add Wew Event r A Radiotherapy 08 08 Add Document 9 Radiotherapy 09 09 J Death Details a ol Click OK to the confirmation messages or cancel to abort the deletion 11 2 Deleting multiple events and documents If you choose to delete an event which has other events and documents attached to it all its child events and documents will be deleted Right click the Admission amp Surgical Event and choose delete ea E Y lA Fy Filter none z Patient Registration EEA Reteral 3170772000 See Admission amp Surgical Pagala ne Complications Si Collapse a g Drug Therapy Event Expand Branch wE Complications tre Expand Tree ff Radiotherapy 31 07 b lt Radiotherapy 08 087 SE new Event 2 Radiotherapy 09 09 oli A Death Details Edit Reload Copy Event A confirmation message is displayed Delete Events gt 4 Delete the following events and documents t Baa qo Admission amp Surgical Event 317 0772000 onl Complications Surgical 02 08 2000 This message illustrates all the events and documents that will be deleted 1f you continue All of the events displayed in the message will be deleted If you wish to change which events you have chosen to delete click cancel and start the deletion process again Click OK to continue with the deleti
53. d by the name of its Summarised event view The number of occurrences of an event view 1s indicated in brackets Summary group Admission Summary mn Admission and Surgery 3 Radiotherapy UMMA Radiotherapy 20 Number of instances of m Referal Summary the event view gt Referral 3 Summary views May 2014 59 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide The usual data entry part of the screen is divided into the grid displaying the query results and the data entry screen The data entry screen can be shown and hidden using the Screen button The grid displays instances of the summarised event A query controls which data items and which instances displayed If you wish to view information relating to a different patient you should carry out a search in the usual way then re select the summary view See below for the layout of summary views in the Data Entry module Button shows and hides the New Summarised Event Summary Views box bottom left button see 12 4 ON toolbar Summary grid TE InfoFlex Y5 Data 1 EL Traind Data view O x elg bs g lS ipa 6A S AGUAS H eA BED Parent event selection SS eS Ei Data View Besta Trg see 12 2 Ei Data View Design E38 Summary My Admissions 5 ummary El AE Patient Registration a x Hospital Number 171 14 a Find EEA Referral r F i Refresh 4
54. don t wish to keep select another event or patient without saving and choose no when you are asked if you wish to save If you try to leave the event or the patient without having saved some data that you have changed you will be asked if you wish to save the data before continuing InfoF lex Data Entry P Save changes to Event Fatient Registration 7 Details gt gt May 2014 102 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide The Details button allows you to view which items have changed Note this list includes all items that have been changed even if they have then been changed back to their original value InfoF lex Data Entry Save changes to Event Patent Registration PSA Changed Items her Old Value Hew Yale Pa Sumame Green Jones J Date of Birth 07011965 3171271964 GF Code Ador O004 Green ge F0014 Green GP Telephone number 01234 567691 01234 56799 The list also includes any dictionary linked items that have been refreshed May 2014 103 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide APPENDIX C GENERATING DOCUMENTS The following examples are the different methods of attaching a document to a subject overview Note that for methods 2 5 below the appropriate parent must first be selected in the subject overview Adding document 1 right click parent event in the subject overview x ETE 4 E Filt
55. ds containing these characters will be flagged as misspelt Words containing any numbers eg 7seven se7en will not be flagged as misspelt May 2014 101 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide APPENDIX B SAVING The Save button il Save becomes highlighted in red as soon as a new event is generated or any changes are made to any existing data This indicates that there is unsaved data on the screen Any items which have had data entered or changed will also have their item names displayed in red The item name remains red even if you change the data back to its original value Main Surgical Procedure Uther Surgical Procedure Date of Discharge from Hospital Number of In patient days To save data at any time press F5 or the Save button After saving the save button is disabled lel This indicates that all the data on the screen is saved When you reach the end of an event you are entering data in on pressing return after entering data in the last item you will be asked if you want to save the data See above section on Warnings and Restrictions Warnings and Restrictions If any of the data you have entered does not meet any mandatory restrictions which have been set up you will not be allowed to save the event and you will be asked to re enter the data If this is the case prompt messages will be displayed Safeguards If you have entered some data that you subsequently
56. e group is none Find Now Clear X Hospital Code Expand All Collapse All X 3 Cancel amp Dictionary List Consultant Caption of blank _ Consultant code Sumamg Tnitial Title Specialty Code Hospital Code none cp New 21230001 Smith A 100 Blank group 1230008 Green H 21230053 Green A ee eee 21230069 Adams Q 300 automatically p Group By o 21230106 Evans B 500 Box Hospital Code A8100 Hospital Code BC200 Hospital Code C300 Hospital Code DE4O0 May 2014 83 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide Sorting Dictionary records can be ordered ascending or descending by clicking on a column heading Click a column once to order it in ascending order and click a second time to order it in descending order An up or down arrow indicates that a column has been ordered ascending or descending respectively Dictionary List Hospital Search Field Address ki Contains Text Hospital CROYDON COMMUNITY NHS TRUST EPSUM HEALTH CARE NHS TRUST Code 4 rao be Conditional dictionaries Sometimes the available records in a dictionary will already have been filtered when you display the dictionary The records can be filtered using a query defined in Design Management Sometimes the filtering is dependent on values entered elsewhere in the current patient s record eg the values available in the ICD10 dictionary ma
57. e is displayed when the application is locked I FA InfoFles v5 was locked at 25 03 2008 13 16 amith iz logged on and there are data changes to be saved Only amith or an administrator can unlock ntoFles w5 Enter your credentials then click on the Unlock button to return bo IntoFles wD IntoFles Databaze Live Database Username jismith Password May 2014 114 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide Unlocking other modules If the application is locked when the user is using any module apart from Data Entry or Work List then the application can only be unlocked by the same user or a system manager Note that even if the application is unlocked by a different user it is still the original user who is actually logged in and whose permissions are applied Therefore if the user who unlocks the application makes any changes that would be logged by the audit trail these changes will be attributed to the original user not the user who has unlocked the application The following message is displayed when the application is locked Unlock InfoFlex 5 fA InfoFles v5 was locked at 25 03 2008 13 16 Only emith or an administrator can unlock IntoFles 5 Enter your credentials then click on the Unlock button to retur to IntoFles 5 InfoFle Database Live Database Username jsmith Password May 2014 115 Chameleon Information Management Services Ltd Inf
58. e set on any date item to force the date to be earlier later than or equal to a date in the same or a parent event The restrictions can be mandatory or warning InfoFlex Data Entry i a X The date of tem Date of Discharge from Hospital should be later than or egual to the date of item Date of Admission InfoFlex Data Entry a E l x amp The date of item Date of Discharge from Hospital must be later than or egual to the date of tem Date of Admission Click OF to re enter data If a date item is invalid due to this restriction the item will be marked with a red background in data entry o1 70172002 ii To look up the event identifier restriction that has been set for an event press Shift F1 in the identifier item alidation Details x P _l Value of item Operation date should be later than the value of item Date of Admission Item validations Item validations can be defined on any item type and can use any mathematical formula or comparison and can relate to any other item in the same or a parent event The person who set the restriction up will have entered their own message describing why the restriction has not been met The check to see if the item meets the validation criteria can be carried out either on leaving an item or on saving the event The validation can be either warning or mandatory InfoFlex Data Entry E x AN The age you have e
59. ed to type the slashes Press return to move to the next item when you have entered the date Or Press t to enter today s date then use the following shortcut keys d Addday sd shift d Removeday _ m y Add second m fy Press return to move to the next item or Click the calendar symbol or press F4 to pop up the date picker Use the left and right arrows to scroll through months and use the and signs to scroll through years Click the date you wish to enter As soon as you click a date on the calendar it will be entered in the item Press return to move to the next item 2003 eet January 4 Su Mo Tuwe Th Fr Sa 1 2 4 4 5 6 7 8 9 1011 12QE i4 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 40 31 Mone Today May 2014 69 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide 4 Date time items An item with a calendar and a clock symbol is a date time field To enter the current date and time press the t shortcut key To enter the current date with a 00 00 time press the T shortcut key To enter your own date time type directly into the field Note that as you type the time defaults to 00 00 until you type something different over it To update the time either type straight over it you do not need to type the colon Or use the following shortcut keys in addition to those listed above for dates Add hour Add minute Add second Press return to m
60. em Another emar There are pling mistakess in this item errors Errar F The data view 1s set to Prompt Another error o FFO Erroneous The spell check dialog won t open on leaving l this item since spell checking is switched off erring errata The spell check dialog can still be opened usina the toolbar button or ctrl F7 Spelling May 2014 99 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide If the data view Spell Check Behaviour option is set to None no squiggles are shown and the right click menu is not available even if individual items have spell checking switched on However the spell check dialog can still be opened from text and memo items by pressing the new toolbar button or ctrl F7 The spell check dialog Whenever the spell check dialog is displayed a count of the misspelt words is shown and the first misspelt word is highlighted in red Once the first word is dealt with the next misspelt word is highlighted Spelling Corrections d words nottound in dictionary Max Characters 255 here are spilling mistakess in this item Ignore he data view is set to Indicate Anotherr errarr Add to Dictionary suggestions spelling Change All There are several ways of dealing with misspelt words Ignore the word is left as itis It remains in the count of misspelt words and it is still identified by squiggles
61. emotherapy r Select the Radiotherapy summary view YG iE 2 4 El Ea Fatent Registration Referral 07 05 2005 o 0 Radiotherapy 02 05 2005 Se Radiotherapy 03 05 2005 ae a Radiotherapy 0405 2005 z 4 Radiotherapy 05 05 2005 z 4 Radiotherapy 06 05 2005 a 40 Radiotherapy 07 05 2005 4 Radiotherapy 0805 2005 ab p Radiotherapy 09 05 2005 E Drug therapy Drug Therapy 5 f H q d i ot h erapy S aE adiotherapy 1 E Review the data that is displayed in the grid Select a row in the grid and check that the Data Entry screen for the corresponding event is displayed Try entering data in the grid and in the data entry screen Select different queries in the Query dropdown list and see how the data displayed is affected Select different Parent Events and see how the data displayed is affected May 2014 67 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide APPENDIX A ENTERING DATA These methods of entering data apply to both Screen data entry and Grid data entry 1 Coded items An item with a drop down arrow is a coded item You may enter only one code from the list in the item GF AE Dentist General Surgeon General Physician 9 Other 0 2 3 4 4 To enter a code in the item either Click the dropdown arrow then use the mouse to select a code then press return or use the mouse to move to
62. ents and documents nnseesssssseoooeeeeressssssssssseeeereeess 57 11 3 Deleting multiple events and documents where child events and documents are Niddeikveesi e e E N ET 58 BLA Delete patients sissie E O EE N cSetouteece deeds 58 12 Summary Views in the Data Entry modulle ccccccccccscccsseees 59 12 1 Displaying a summary view in the Data Entry module eee 59 12 2 Summary VIEW Props sasit eE EE EA E 61 PEAS E Ae OU VC a AE EE A Puce A eae eee AN A E OA A 62 LA Efm Dilain remy mine mete ree ture re ment nye Mere we tr vem ener me nn 63 P24 Editing data iit the Std ie dees sa dictsscasesnen catiavedeaseivencatwndedcatedvensstuantcacdaits 63 12 4 2 Editing data in the data entry screen cccceccccceeecceeeeeeeeeseeeeeeeees 64 E225 Addn CA Me WEVCIl Anaa Gein aa a a 65 UG Exe Senio hae coic ose dannc sue ctaece ss dates succes exe denied O T E O 67 Appendix A Entering Data crccccsssssssesssessooscsscccccesccssssssssessssssones 68 l Coded tem Sienan a a e E a a ss Voniecateaneeds 68 2 Multiple Response coded Items okice i 68 3 B 2 ez 0 See mr rear er nee reer eae oer rego ter ee 69 4 Batey umete Msense ova a EEE EVEN EE EEEE 70 5 V alg Ate MS oree ei eriein aE EAEE EEE REEE AEE E AEE 71 6 ReSMICUOMs aid VACATIONS srera 12 7 Toxt emsa E A E E E EN ess 76 8 Momo tems eoet erea A EE E EOE 71 9 Boolean Tems seenen a E E E ENSE 79 10 Dictionary LOOKUP MEMS enretan aa a 80 11 Media
63. er none Expand Expand Branch Expand Tree Add New Event Add Document Adding document 2 double click Data View design o a Patient Registration Referral r Sie Admission amp Surgical Event r fo pe Admission Summary r ooo g C nrantlic stices C ran al rl CEE RSET a Adding document 3 right click Data View design E Data View Design x D 4 Patient Registration Patent Spmomarn Expand Expand Branch Expand Tree May 2014 104 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide Adding document 4 drag and drop FS Data View Design x E E Patient ee SA Referral r I Admission amp Surgical E vent ats i pe El a Admission Summary Ir l ee Carnlinatiane Ciais a BJ En zd Filter Gees susie g FPatient Regis tT atic iF Adding document 5 button view FS Data View Design 1 Referral fr 1 Death Details E Patient Summary a e E TE 24 Z Filter none Adding document 6 right click parent event in timeline Display the Event History from the View menu choose Event History Ea Event History k January 2003 Orientation Frequency Sf 48 Patient Reais trati a Referral 13 01 2 Y Show Names g Death Details w Show Dates Admission amp Taka Saleceed 03 Add Mew Ewent May 2014 105 Chameleon Information Manage
64. er Guide InfoFlex Media application Press the e button to open the InfoFlex Media application This application allows audio and video files to be played and shows video files in full size The playback controls are the same as described above The application also allows files to be added and deleted Infoflex Media File Edit gt Aa x te TESTS Me3E 4168 6420 42344CF A w TESTS_M29E 4168 6420 M29E4168_4 Slow Normal Fast OWO aE STATUS Selected file C MnfoFles vo Data Dictatons4TESTI M29E4168_6420_M 29E 468_4515_HFCE755 wma playing Changes made in the InfoFlex Media application should be saved before closing the window Note that you also need to press Save on the Data Entry screen in order to save the changes May 2014 95 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide 12 Branching items A branching item is any item which when certain criteria are fulfilled will immediately call up an item or screen of items to be completed This mechanism is used either to save the data entry user having to skip past items which are not relevant or to force the user to enter data in items which are immediately relevant An item which branches in this way is indicated by a chevron symbol to the left of the item name Test Adm amp Sura event Comment field a When you press return after entering data in a branching item 1f the criteria have been fulfilled you will automatica
65. f how to enter data in each item Press the Save button R F5 to save the data See Appendix B for more information about the Save function When you save the data the subject overview displays the date entered in the identifier item next to the name of the event May 2014 42 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide 8 7 Event protection Event protection settings can be made so that the user is prevented from doing any or all of the following create the event modify the event delete the event When the event cannot be created it is disabled in the design tree FS Data View Design Patient Registration This event can not ini Reterral r escrowed E Referral letter r a Discharge letter r When the event cannot be modified the title bar of the letter shows that it is Protected Data Entry Referral Appointment date 0670772000 PROTECTED Last changed by system on 13 08 2008 at 17 45 09 x Hospital Number 456 709 Screens Grid lq 4 This indicates that the event can not be modified When the event cannot be deleted a prompt message is displayed if you try to delete it InfoFlex Data Entry A ERROR 130027 Can not delete the curently selected event as their deletion i protected within the current D ata View i More May 2014 43 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide
66. flex Image Yiewer File Edit View Image S Yaua amp amp x 2Oo Image kN YOO O A Aral 20 B Z O Solid 1 O xi DA STATUS Selected Image C InfoFlex v5 lmages lung ipg Changes made in the Image Viewer application should be saved before closing the window Note that you also need to press Save on the Data Entry screen in order to save the changes May 2014 87 Chameleon Information Management Services Ltd Deleting Images InfoFlex Data Entry User Guide Images can be deleted from the Image Viewer application The user can select the image and press the delete button or use the toolbar button marked ra If the Capture Multiselect property is set to Yes in Design Management the Delete Unselected toolbar button is available in the InfoFlex Image Capture dialog In addition captured images can be multi selected by single clicking each image When the user presses the Delete Unselected toolbar button any captured images that are not selected are deleted Once some images have been deleted the remaining images are still selected Images can be deselected by a single click and the Delete Unselected button can be used again as necessary E Infoflex Image Capture File Edit Options Bam Ho S Captured Image Items Liles Lire arks e Picture From Camera Mot available E Infoflex Image Capture File Edit Options Ba amp ral Captured Image Items Live Picture Once images
67. foFlex Data Entry User Guide 11 Media Items Media items can contain image audio or video files The item is configured to store one type of media only Items that are configured to store images behave slightly differently from items that are configured to store audio or video files 11 1 Image items Image items allow you attach view and annotate images or to view and annotate a default image The user can browse for images or use image capture to add new images depending on how the item has been configured If you are using Image Capture you should refer to the separate This button 1 h Images in InfoFlex document Ee the full screen InfoFlex Image E SS Viewer application Annotation Enabl Toolbar Capture button Enables linking to the InfoFlex Image Capture application gt Pl 2 of 2 images Allows the user to browse Allows navigation Allows the user to order and add images This through images images and to select button may be disabled which images should depending on how the item appear in documents has been configured When browsing for images files with extensions bmp jpg and wmf are searched for Images saved as progressive jpgs cannot be used More than one image can be saved in a media item if the Multiple Select property has been set Once the event is saved the images are stored in the specified folder The images can be annotated in the Data Entry Screen or Grid o
68. formation Management Services Ltd InfoFlex Data Entry User Guide 4 SEARCHING 4 1 Search for all subjects Press F6 or click the Find button on the toolbar 4 The InfoFlex Subject Search window is displayed Infoflex Subject Search e Ioj x Search level box Criteria Cancel Hospital Number Test 7 Sumname Date of Birth l The search criteria available on the Criteria tab are the items that have been set as the primary and secondary identifiers in the domain Note that the Search Level box indicates that the data view is being searched This indicates that the search is looking only for patients registered in studies that are represented in the data view Data View search is the default search level See Appendix F for more details about search levels ae Find H l bk Leave the search criteria empty and press the A Eronow button Leaving the search criteria blank will carry out a search for all subjects in the data view Click OK to the message This will return all subjects in Data View Click OK on the message 19 subject s matching search criteria found in Data View The 19 subjects found are displayed in the Subjects box Infoflex Subject Search _ oO x search Level Data View Search f OK Cancel 7 c 010771965 aay Jones 0170171965 1a New Search 345670 Rose 01701 1925 456789 Gate 01 01 1955 b ilsen Subject 567890 Clake 01 01 1960 678901 Mount 01
69. grid simply click in a cell If you have permission to edit the cell will display the usual data entry controls anged by system o ery Details l None Today As you move between cells any cell you have edited turns pink in the gridt and the ttem marne shown in red in the data entry screen The A button is enabled to indicate that changes have been made If you move to edit a cell in a different row without having saved you will be prompted to save because you are moving to a different event However if you move from one cell to another in the same row you will not be prompted to save because all the items are in the same event These items belong do not belong to the Referral event and can not Parent Qareri r a Te SOMssior Pet Patten h egerat A Te Save H Hospital Number Ref Appt Date F Date of Admission F Surname Date of Birth Cae Bl Tlf 02702 2000 23r 4r 2000 Fortesque Florence 017011919 21230017 0170572008 00 00 g rarer 17 01 42001 ea 03 2001 Fortesque Florence 01701199 41250004 OOOO02 P E 171717 1070172002 2070472002 Fortesque Florence 0170171919 41230008 14 06 2070 00 00 Aoo OE Ei Data Entry Admission and Surgery 23 03 2001 Last changed by system on 14 06 2010 at 15 25 46 if ld 4 Surgery Details b H When you have finished editing press the Save button and the data entry screen will be updated with the edited data May 2014 63 Chameleo
70. he Edit Menu The user can copy both the selected image and its annotations All or just the image or just the annotations May 2014 El Infoflex Image Viewer File Edit View Image eT SHm 240 R Image Spy to clipboard kN OOO A ara El Infoflex Image Viewer File Edit view Image rs al rh Order Images Image Only mache Pai Remove fa mm o t ram t j Ons C ni r 89 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide Order Images dialog The Order Images dialog allows images to be re ordered and to be flagged as suitable for printing Press the button to display the Order Images dialog Order Images Oo x test contains 2 images Filename C SlnfoFles vo imagessbronchoscopy bmp Create Date 00 00 00 W Select for Printing Move Down Event Nane Referral Use the Move Up and Move Down buttons to reorder the images Tick the Select for Printing check box against any images you wish to appear in documents Press the OK button to save the changes May 2014 90 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide Data Entry Grid The Data Entry Grid displays the currently selected image in the grid cell along with the selected image file name The selected image is resized to fit the height of the grid cell although the aspect ratio of the image is maintained El Data View 44 Hospita
71. he Initial Diagnosis item in the Referral event There may be help text available even if auto prompt text doesn t appear automatically To see if help text is available press F1 x Jo 4 vomiting 6 depression Fa G This is the age of the patient at their first clinic visit ve ignant neoplasm of tonsil unspecified In the CIMS training database you can see help text in the Age item in the Referral event Shift F1 can be used to look up the rules that have been set for warning and mandatory limits on date and value items and event and item restrictions alidation Details J Value of identifier item Dake of Admission must be later than the value of identifier item Appointment date in the parent event Referral Some items have tooltips defined which are displayed when hovering over the item name Example tooltip May 2014 98 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide 17 Spell checking Text in text or memo fields can be checked at any time by selecting the item then pressing the toolbar button or ctrl F7 These actions display the spell check dialog regardless of whether there is any configuration in Design Management Spellcheck currently selected item Individual text and memo items can have additional functionality switched on When individual items have spell checking switched on a data view setting cont
72. imary and secondary identifiers of the domain f Hospital Number Sumame Date of Birth hih 123456 Green 01701 1565 gt gt i Data Entry Referral Aco oon ude Jor uu vast Changed by system on 02 06 2014 a at 16 54 15 x Hospital Number 123456 A Find Screen None Details gt Pl A ar 07720A Bf Close button to hide E rondowi list to Ouick Search switch search item Current ach item Current search criteria Click the dropdown arrow against Hospital Number and select to search by Surname Surname Hospital Number Date of Birth N Type Jones in the Surname box then press return Sumame Hospital Number 234967 lq 4 Data Entry Admission amp Surgical Event Date of Admission 10 Last changed by system on 13 08 2008 at 13 15 40 x oF Surname f Ones The patient Jones is displayed Type Smith in the Surname box then press return Data Entry Admission amp Surgical Event Date o Last changed by system on 13 08 2008 at 13 15 x oF Surname Srnith ON EEN i May 2014 23 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide Since there are several patients with the surname Smith each of them is displayed in the Matching Subjects window Matching Subjects x gt Select subject to load from list of matching subjects i Hospital Number Date of Birth BEEBBE Smith 01701 1940
73. ion App A 10 Note about dash in dictionary code item Update for 5 40 0100 and general review New URLs in items section 7 6 Panel layouts 7 8 Event report 8 8 Delete multiple events where children are hidden section 11 3 Summary views in data entry section 12 Memo viewer AppA8 Item availability AppA12 Locking the application AppG Updates p13 indicates subject count in bottom right of screen Indication of DB name Event colours updated to event images section 7 7 Data entry navigation key strip remove CtrlX shortcut AppD Item types Updates to Value items for NHS number format AppA5 Revision of to Restrictions and validations section AppA6 Updates to Text items for NHS number format amp carriage return behaviour AppA7 Updates to Memo items for Advanced properties AppA8 Updates to Boolean items for check box entry AppA9 Updates to dictionary items find bar expand blank groups group by None dictionaries as dropdown AppA10 Updates to Help and Auto prompt shift F1 AppA15 Updates to Image items printing and copying AppA16 Summary views exercise Screenshot section 2 for username in status bar AppA16 Update to image items for Default images Update for 5 50 0200 Media items Change to event report Event ordering App E Tidying up for pdf Regenerated the contents page No change to the pdf Updates for 5 50 0400 Changes to Event report section 8 HV 14
74. ission amp Surgical Event r Overview property set to Yes in Design an Management are available in addition to the existing events in the data view ene gI Radiotherapy r mE Chemotherapy r A Death Details Events to include in report Selected event s i When you have made your selections press the Generate button to generate the report aa gI Chemotherapy 317 0772000 The report is displayed in the Report window You can now save print preview or copy the report Press the Close button to exit the Event Report ajx 3 E 8 R o y Generate Save Frint Preview Copy Close El Patient FRegistration 4 E E Referal 31 07 21 EF Admission amp 1 Complic A q Drug Therap InfoFlex Event Report 123456 Green 01 0171 965 Complic nif Radiotherapy 2 Chemotherar 2 Radiotherapy Subject Report Clinical Data view 1 Radiotherapy E 2 Death Details Date of Report 13 08 2012 11 28 Data View Clinical Data view Domain Clinical Domain Hos pital Number 123456 Surname Green Date of Birth 010171965 Patient Registration Patient Demographics Hos pital Number 123456 NHS Number 123456 Surname Green Forename Greta Date of Birth 014011965 May 2014 45 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide The dropdown arrow next to the Report titlebar allows you to switch between portrait and landscape and to view the report in Page L
75. itted value 120 Please re enter the value Click OF to re enter data If you accept a warning message ie continue to save without correcting the data the item poaa a will be marked with a red background in data entry Validation Details A o x os 5 Value of item Date of Birth should be later than or egual to 01 01 1680 To look up the limits that have been set for an item press Shift F1 Event identifier date restrictions Restrictions can be set on event identifiers to force the identifier to be later than a parent event identifier This restriction is always mandatory You will not be allowed to continue entering data until the restriction is met InfoFlex Data Entry E x The date of tem Date of Admission must be later than the date of item Sppontment date in the parent Aeterral event If an Event identifier is invalid due to this restriction the item will be marked with a red background in data entry Jor 01 2002 l To look up the event identifier restriction that has been set for an event press Shift F1 in the identifier item alidation Details 7 x Laj 4 L Value of identifier item Date of Admission must be later than the value of identifier item Appointment date in the parent event Referral May 2014 74 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide Date restrictions Restrictions can b
76. l Number Sumame Clinical Data view M 123456 Green El Data View Design 46 Data Entry Referral Appointment date 06 09 2009 77 Last changed by system on 01 10 2009 at 10 29 20 4c Patient Registration Z i Patient Summary x v Hospital Number 123456 Referral r TA Screens Grid 2 Admission amp Surgical Event r i H Admission ummary p Referral i 7 G3 Complications Surgical r ol Details ew Drug Therapy Event r j a E Appointment date a 23 Complications treatment r a E Date of Referral 06 03 2006 ZI Follow Up r H 13 Age 28 years 2 Radiotherapy r ab Hospital Name I Chemotherapy r ae a Consultant iL Death Details A Source of Referral EB Category E Date referral received jen EJ 1st available appointment ene 13 Days from referral to appointment xd Patient Registration E Patient Summary 31 07 2000 12 47 41 OF 06 09 2009 Referral 20 09 2035 Drug Therapy Event 31 07 2000 a Image item M20E2187_83_lung jpa E Complications treatment 02 0 Assessment details F Ea Radiotherapy 31 07 2000 a Surgery Details 3 Chemotherapy 31 07 2000 a Complications post Surgery If you select the image item you can increase the size of the image by pressing F4 C infoFlex v5 Images M20E 2187_83_lung ipq H Assessment details HFA A Surgery Details HA a Complications post Surgery HA A Other
77. l the studies in the data view and the subject overview will be displayed May 2014 110 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide Forced Domain search If a data view level search finds no patients in any studies represented in the data view that meet the search criteria E Infoflex Subject Search a x Search Level Data View Search i Criteria Hospital No TEST then InfoFlex automatically carries out a domain level search Any patients then found in the domain that meet the search criteria are displayed in the Subjects list If only one patient is found then it is still displayed in the Subjects list This is because the patient is not yet registered in any studies in the current data view and you should check that this is the correct patient before continuing Infoflex Subject Search re Search Level Domain Search L 1 If you decide to select this patient for data entry a message will be displayed confirming that you wish to register the patient InfoFlex Subject Search 3 E x 2 Update subjects in local Data view adding new subjects as reguired Cancel May 2014 111 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide No patients found If you carried out a data view level search and no patients were found in any studies represented in the data view Infoflex Subject Search ir se
78. le Smoker e Smoker x When using the Check Box style the value of the boolean item check box can be changed by clicking in the box or by pressing the space or F4 keys when the check box has focus The check box will display nothing when the boolean item value is blank a tick when the boolean item value is true and a cross when the boolean item value is false x meaning false meaning true meaning blank The tick or cross can be removed by pressing the delete key If the value of the Boolean item is missing or unknown then no tick or cross will be displayed and the background colour of the checkbox will be set to the appropriate marker colour Smoker Smoker E May 2014 79 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide 10 Dictionary Lookup items An item with a dictionary symbol is a dictionary item A dictionary is a look up table It can be used just to look up a meaning or to bring back additional items of data relating to that code eg a GP code could be used to look up a GP name and address To enter data in a dictionary item either Type in the code if you know it then press return Rall e InfoFlex will put in the meaning populate any linked items and move to the next item as you press return RAI EPSOM HEALTH CARE NHS TRUST a mo gt or Click the dictionary symbol or press F4 to bring up the dictionary list Using the dictionary list When you press F4 o
79. lly be taken straight to the branching items and on completion will return to where you were in data entry Note that you must press return out of the branching item in order to call up the branching screen Using the mouse to move to the next item will not cause the branching screen to be displayed 13 Item availability In Data Entry it is possible for some items to become available only when certain conditions are met An item can be either hidden or disabled until the condition has been met In this example Boolean item 3 controls whether the Hidden Item is displayed and Boolean item 4 controls whether the Disabled item is enabled or disabled When Boolean item 3 is set to Show the Hidden item is displayed and data can be entered o wnn ooo O odin When Boolean item 4 is set to Enable the Disabled item is enabled for data entry O odin May 2014 96 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide 14 Derived items Derived items are indicated by a grey background in data entry Derived items contain values which are automatically calculated or text which is looked up based on earlier entries This means you cannot enter data in the item yourself Derived items might be e dictionary linked items where the code you enter retrieves a meaning which is displayed in the dictionary item and also retrieves data which populates one or more linked items 9970006 Smith ae ooa S
80. management details mima TR Rati ta theastra dataile Viewing Multiple Images in the grid Images from the same data item across different repeat events within one subject can be viewed simultaneously in the Data Grid Select an event that contains an image item then choose the Select Similar Events menu item from the Event menu This will place the images next to each other Screens Grid Referal 0670972009 01 10 2009 02 10 2009 20 09 2035 F Details i E Appointment date 06 09 2009 01 10 2009 02 10 2009 20 09 2035 E Date of Referral 06 09 2006 vow 42 Age 28 years a4 Hospital Name aB Consultant EB Source of Referral Fa Category E Date referral received EJ 1st available appointment 4 Days from referral to appointment Pa Image item no images Assessment details AA Surgery Details May 2014 M20E2187_83_lung jpg M20E 2187 _84_lung jpg M20E2187_22 luna ipa 91 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide Using Image Annotations To annotate an image launch the Image Viewer application by clicking on the button indicated TE InfoFles v5 magessM20e 11247 bronchoscopy bmp Jann Launch the Image Viewer application lt 2 of 2 images gt pi The image is displayed in the Image viewer Use the annotation toolbar to add text lines and shapes to mark relevant parts of the image When adding text drag the cursor to the size that
81. mediafile 2of2 videos DL Once the audio or video is playing the other controls are enabled During playback the Play button turns to a Pause button The marker moves along the slider and the counter continually shows the current position of the playback You can move the playback marker along the slider to adjust the playback position You can move the slider before or during playback and while the playback is paused Marker indicates the progress of the playback Total length of the recording hh nn ss To pause the playback press the Pause button The playback marker stays at its position on the slider To restart the playback press the Play button again To stop the playback and move the marker back to the beginning press the Stop button The Rewind and Fast Forward buttons move the playback back or forward by 10 seconds The Jump to Start and Jump to End buttons move the playback marker to the start or end of the recording If playback is in progress when you press the Jump to Start button playback will start again from the beginning of the recording Slow GNomal l __Fast_ 0013 Lf Jump to End Lind 0 00 02 Move forward 10 secs Rewind 10 secs The Slow button slows down the playback and the Fast button speeds up the playback The Normal button resets the playback speed to Normal May 2014 94 Chameleon Information Management Services Ltd InfoFlex Data Entry Us
82. ment Services Ltd InfoFlex Data Entry User Guide APPENDIX D NAVIGATION IN DATA ENTRY Shortcut Action From which item Ctrl Home Move to first item on first screen any Ctrl End Move to last item on last screen any PgUp Scroll up one page of items and select item any PgDn Scroll down one page of item and select item any Ctrl PgUp Move to first item on previous screen any Ctrl PgDn Move to first item on next screen any Shift PgUp Move to first item in current screen scrolling as necessary any Shift PgDn Move to last item in current screen scrolling as necessary any Return Move to next item or branch to item s target any Shift Return Move to previous item could return from branch any Tab Move to next item doesn t branch any Shift Tab Move to previous item any Left Right arrow keys Moves the cursor left and right within the current edit box any Up Down arrow keys Changes selection in a coded item decrements increments any date in a date item F4 Calls up dictionary search dictionary F4 Calls up date picker Date field or date time F4 Calls up code list Coded or MR F4 Displays the Image viewer Image Shift F4 Calls up time picker time or date time Ctrl F4 Calls up dropdown list of screens any Ctrl Q Selects the entire contents of an item any Ctrl Shift Q Positions the cursor at the end of the contents of an item any General navigation Shortcut Action Fl Calls up Help F2 Calls up Subject list F4 Item spe
83. n the next time the dialog is opened for the same dictionary The currently selected search field and search criteria will also be the same the next time the dialog is opened for the same dictionary Note that these are retained on a per dictionary basis even if the dialog is opened from a different dictionary lookup item The type of search performed will be dependent on the type of the dictionary data item selected as the search field as follows Text and Memo Items Searches for all dictionary entries where the selected dictionary item contains the text specified in the search criteria field Boolean searches can be performed by entering multiple words in this field For example john smith will search for all entries that match both john and smith Phrases can be searched for by containing the search phrase in double quotes e g john smith will search for all entries that contain john smith Note that the searching is not case sensitive and does not perform whole word searches Multi select Coded Items Searches for all dictionary entries where the selected dictionary item contains all of the codes selected in the search criteria field Note that the search criteria field will be labelled Contains Codes for multi select coded items May 2014 82 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide Others Includes single select coded items date items value items and boolean items Searches
84. n Information Management Services Ltd InfoFlex Data Entry User Guide 12 4 2 Editing data in the data entry screen To edit data in the data entry screen first highlight a row in the grid This causes the data entry screen to display the whole summarised event view for the selected row Edit data in the same way as you would normally in the Data Entry module Navigate through the panels as appropriate and press the Save button when you have finished editing iS Summary Admission Summary x Hospital Number ja fl 2 Find t Refresh IA Screen ar Mew Copy g Print A Ld width ET Chart Quen Admission h Parent Event g Patient Registration E Save Hospital Number Alef ApptDate Y Date of Admission T Sumame Forename Date of Birth u a Til O2 02 2000 23 04 2000 Fortesque Florence 0170171919 21230017 01 05 2008 00 00 ale del 17 01 42001 203 200 Fortesque Florence 0170171919 21230004 ooo002 E 171717 10701 72002 20 04 2002 Fortesque Florence 01701719193 21230008 14 06 2010 00 00 E Data Entry Admission and Surgery 23 03 2001 Last changed by system on 14 06 2010 at 15 25 46 ld 4 Surgery Details HH E ca E May 2014 64 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide 12 5 Adding a new event You can use the New button on the Summary grid toolbar to add a new instance of the summarised event Summary GP Referral Summary x Hospital Number fi liir
85. nd validations and the should be saved Warnings tab displays non mandatory restrictions and validations Types of restriction Mandatory items An item can be set to Mandatory or Mandatory Allow save Mandatory items must have data entered in them Saving will not be allowed until data is entered Mandatory Allow save items will display a warning message if no data is entered but saving will be allowed if no data is entered The item will marked as Missing blue background InfoFlex Data Entry x No value has been specified tor the mandatory item Comment A value MUST be entered before saving the data Click OK to re enter data InfoFlex Data Entry x f No value has been specified tor the mandatory tem Date of Admission Please confirm that the data should be sawed Click OF to continue Mandatory Allow save items with no data entered are marked as Missing May 2014 73 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide Warning and Mandatory limits on date and value items Lower and or upper limits can be set on date and value items to warn that the date or value is outside a specified range The limits can be either warning or mandatory att 5 InfoFlex Data Entry E a x InfoFlex Data Entry E x The value of item Age 1033 is outside of the specified mandatory limits The value entered is greater than the largest perm
86. need to save it even if you do not edit it in any way If you do not save it the document will not remain on the patient s subject overview Once you save the letter it will be displayed on the subject overview with the date of generation alongside the document name ta i fl a Filter non a Patient Registration EE Fieterral Le a0 wenn ER z Oe 10 1 Adding documents 1 right click Subject Overview Switch on the Show documents button on the toolbar This displays documents in the Data View Design and Subject Overview On the subject you have just added right click the Patient Registration event in the Subject overview and select Add Document then Patient summary Subject Overview O O r xl a a B E FE 4 Z Filter a Expand Expand Branch Expand Tree Add New Event a Add Document b Fati re Summary Click OK to the confirmation message The document appears in the Subject Overview with NEW in brackets to indicate that it is a new document that has not yet been saved El ge mid Registration ae a Patient summary MEM May 2014 48 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide The generated document is displayed on the screen Document Patient Summary NEW x Hospital Number 123 Ay Find File Edit View Insert Format Table PATIENT SUMMARY E Hospital Number 123 Name Jane SMITH Date of Birth 01 01 157
87. ns Surgical 02 08 2000 H 4 Admission Expand Tree Drug Therapy Event 31 07 2000 o hg Como egg AA Complications treatment 02 08 2000 oy 1 Drug and Bud te mas i 9 Radiotherapy 31 07 2000 0 oo 8 Comp aaea arai Chemotherapy 31707 2000 2 i e E Radiother Edit ra Radiotherapy 08708 2000 S i e A Chemothe Delete GO Radiotherapy 09 09 2000 2 o o 2 Radiother W Sort Events Ascending 14 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide The subject overview looks like this when the events are sorted in ascending order ga g Bl 4E 4 Zy Filter none Sere otient Registration F Patient Summary 31707 2000 12 47 40 Referal 31 07 2000 Admission amp Surgical E vent 3170772000 go Complications Surgical 0270872000 Drug Therapy Event 317 0772000 ga Complications treatment 02 08 2000 g Radiotherapy 3170772000 g Chemotherapy 317072000 g Radiotherapy 0870872000 g Radiotherapy 09 09 2000 47 Death Details Press the ZA button to sort the events descending Subject Overview x ty 2 AJZ Fitter none a atient Registration Cart in Hecrandina nr Death Details Sort in descending order Referral 31 07 2000 Gl Radiotherapy 09 09 2000 Gl Radiotherapy 08 08 2000 Admission amp Surgical Event 4102000 GF Complications Surgical 02708720001 Drug Therapy Event 31707 2000 GF Complications treatment 02 08 2000 g Radiothe
88. nt a Clinical Trial dieat o Waiting Time adjustment amp Breach Details Duration non Waling Time adjusted Cancer Adjustment a l Treatment Period Treatment Waiting Time Adjustment Reason Treatment ooo Days days Duration adjusted Treatment Cancer Treatment Target Being Delay Reason Decision To Treatment Pernod Met oon Days e Delay Reason Comment Decision To Treatment You can zoom in and out using the zoom controls next to the save button 10 e ae May 2014 35 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide 8 ADDING EVENTS To add an event to a patient ensure that you first highlight the parent or a same level event in the subject overview the parent event is the event you wish to attach a new event to When you highlight a parent or same level event the Data View design will display in yellow all those events which it is possible to add to the selected even in the patient s subject overview Any events or documents which you cannot add because they do not have the correct relationship are disabled There are several different ways in which to add an event to the subject overview See also section 8 7 Event protection 8 1 Adding events 1 right click Subject Overview i Data View Select the Clinical data view Find patient 111111 Smith Right click the Patient Registration event in the Subject overview and select Add New E
89. ntered does not match this patient s date of birth Click OF to continue saving Click Cancel to re enter data before sawing InfoFlex Data Entry a Bx Cancel x The age you have entered does not match this patient s date of birth Click OF to re enter data May 2014 75 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide 7 Text items A text item has no symbol in data entry Text items can contain any free text A text item can appear as a single line or as a double line El The maximum number of characters a text item can contain is 255 although it is possible to restrict this to a smaller number of characters To enter data in a text item simply type in the item You can also paste text from the clipboard using ctrl v It is possible to enter a carriage return in double line text items By default the keyboard shortcut Ctrl Enter will enter a carriage return However it is possible for double line text items to be defined so that simply pressing Enter will enter a carriage return In this case Ctrl Enter moves the cursor to the next field Your system administrator will be able to tell you how the field has been defined To select all the text in a text item press Ctrl Q To position the cursor at the end of the text press Ctrl Shift Q Normally when you select an item the whole of the text entered in that item is highlighted It is possible to change this beh
90. o Date of birth E29 Colonoscopy Referral 1 PR Grid E Reassessment r Lf Biopsy amp Cytology postreass lq 4 Biopsy amp Cytology z Biopsy amp Cytology r E Welcome to InfoFlex5 Microsoft Internet Explorer provided by Freeserve l File Edit Yiew Favorites Tools Help Subject Overview ES ae Gl 41 24 El Patient Demographics Colonoscopy Referral 12 08 2003 te E Biopsy amp Cytology 12708 2003 You can use InfoFlex help to View the Contents page Use the Index to search for keywords Use the Search facility to search for any word Use the Glossary to look up the meaning of a term Use a Tutorial to view a demonstration of a particular function Use a Browse Sequence to be guided through a function In the Clinical Data view find patient 123456 Select the Referral event in the patient s subject overview z Qo Gt 814 gt Ee Patient Registration ia E a Patient Summary 31 07 2000 12 47 40 E Si eferral 31707 20004 GE acmissionlet urgical Event 31 07 2000 a g Complications Surgical 02 08 2000 May 2014 30 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide The Open web page button on the toolbar becomes enabled and the tooltip text displays the name of the page that will be opened AB AO E s a xX BHla
91. oFlex Data Entry User Guide APPENDIX H INFOFLEX KEY STRIP Please cut out this key strip and keep it on your keyboard to remind you of the Data Entry short cuts ar InfoFlex v5 Data Entry Fi F2 FA SOO PM F2 Help text Subjects dictionary selection Data Subject Subjects Subject Not Known Data May 2014 116
92. ocuments Press o to display events but not documents x i qo i Sl a Filter none oa Show events only Press to display documents but not events This option shows all the documents for the patient in date order and in a single flattened list attached to the Patient Demographics event A S a Filter none If the Show Documents property of the data view definition is set to true then both events and documents will be shown by default when a data view is first selected otherwise just events will be shown The Show Documents button on the InfoFlex toolbar also affects the Show All and Show Events Only buttons If the Show Documents button on the InfoFlex toolbar is switched off the Subject Overview toolbar gets set to Show Events Only If the Show Documents button on the InfoFlex toolbar is switched on the Subject Overview toolbar gets set to Show All May 2014 12 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide 322 Displaying a flattened tree Press E to display events and or documents flattened beneath the root event Events and documents are shown in date order Subject Overview Mx Core Hl Ela all Filter none EF Patient Registration fe AE Referral 31 07 2000 pe ae Admission amp Surgical Event 317 0772000 ie GE Drug Therapy 3170772000 ie ae Radiotherapy 31 0 2000 ie E Chemotherapy 31 07 2000 ar E a Patient Summary 31 07 2000
93. on May 2014 57 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide 11 3 Deleting multiple events and documents where child events and documents are hidden When you choose to delete an event there may be events and documents attached to the event that are not visible in the current data view In this case you may not be allowed to delete the event and the following message might displayed InfoFlex Data Entry xX a ERROR 130035 Can not delete the curently selected event as there are one or more descendant events for the subject that are not included in the current Data View i More 11 4 Deleting patients Go to the Subject menu and choose Delete subject Subject Event Help Find Subjects Reload Subject New Subject a A confirmation message is displayed InfoFlex Data Entry E A xj Are vou sure you want to delete the currently selected subject with the Following values Hospital Humber 123456 Surname Green Date of Birth 01 01 1967 Cancel Click OK to continue with the deletion A further message warns you that the deletion cannot be undone InfoFlex Data Entry E X AN WARNING Once this action has been performed it can not be undone Ore you sure You wank to continue Cancel Click OK to continue with the deletion May 2014 58 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide 12 SUMMARY
94. on Treatment hospital Main Surgical Procedure E 171717 ETALE 72000 Fortesque Florence 2123001 ia 171717 2a 03200 Fortesque Florence 21230018 arabe 20 04 2002 Fortesque Florence 1230018 However if you select one of the Referral events in the Parent Event you will only see the associated Admission amp Surgery event in the Summary grid Summary My Admissions Summary x Hospital Number i fl Refresh A Screen ar New Copy 8 Print Width Jil Chart Quem Admissions List Parent Event a ene 02 02 2000 l l n hi 5 E Hospital Number f Date of Admission iSumame Forename Surgeon Treatment hospital Main Surgical Procedure Tfl l ear U4 72000 Fortesque Florence 21230017 May 2014 62 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide 12 4 Editing Data If permission to edit data has been given then data items belonging to the summarised event view can be edited either in the grid or in the data entry screen Note that it is only possible to edit data items that belong to the summarised event view Other data items in the summary view eg demographic items cannot be edited Date of Birth Ma 124 1 Editing data in the grid 01 01 1919 Z1230017 01 05 2008 00 00 00171919 21230018 MARAE a 0170141919 Z1230C 2005 E June 4k Su Mo Tu We Th Fr Sa 2 Oe Cea sakes 8 9 1011 12 13 14 15 16 17 18 19 20 el 2 23 24 25 2b 2 eo 29 30 To edit data in the
95. on the main screen May 2014 109 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide Domain search You can change the Search Level by using the left and right arrows next to the Search Level box Pressing the right arrow will move the search level to Domain Search and the symbol next to the box changes to the domain symbol s Infoflex Subject Search Domain symbol indicates domain re Search Level Domain Search SF search A domain level will search the entire domain regardless of whether the patients are registered in any of the studies in the data view If the domain level search finds patients who meet the criteria the patients are displayed in the Subjects list on the InfoFlex Subject Search window The Subjects list is always displayed even if only one patient is found that meets the criteria If you select one of these patients from the list and this patient is already registered in a study represented in the data view then the patient s subject overview is displayed However if you select a patient from the list that is not registered in any studies existing in the data view you will be asked whether or not you wish to register the patient The following message is displayed InfoFlex Subject Search ES e xj oo Update subjects in local Data View adding new subjects as required Cancel On saying OK to this message the patient will be registered in al
96. ou have entered before switching to Screens or Grid Select the Screens tab MM row data entry screens 7 2 Event History The Event History is an alternative way of displaying the Subject Overview The events that have occurred for a patient are displayed along a time line and are displayed by date rather than by event relationship The Event History behaves in the same way as the Subject Overview in that selecting an existing event will display the data items for that event and new events can be attached by selecting the parent on the Event History and then proceeding in the usual way On the View menu select Event History then Show View Subject Event Help w Select Data view Select Dictionary Data View Design W Subject Overview Event History Show Documents Ctrl D w At Top At Bottom w Shom Trem Trades The subject overview is displayed along a horizontal timeline Each event is positioned according its date Non repeat events are positioned at the date of the first dated event in the subject overview Saas fra August 2000 September 20000 ctober 2000 November 2000December 2000 January 2001 Admission amp Surgical Event 7 Radiotherapy 7 Follow Up om Fieferal E Follow Up 4 Radiotherapy 4 Radiotherapy g Chemotherapy 4 Radiotherapy You can select an event on the timeline to display the data entry items for that event May 2014 27 Chameleon Information Management Services Ltd InfoFlex Data En
97. ouble click Data View design ccccccessseeseeeeeeeeeeeeeees 38 8 3 Adding events 3 right click Data View design ccccccccssssseeeeseeeeeeeeeeeees 39 8 4 Addins ey CNS 4 da 0 and diocees 40 8 5 Adding events 5 DUttON VIEW sanasen E 41 8 6 Addinsevents 6 TIMMS NC ee ee nen E V E 42 8 7 Event protecHo Moissae e a a e a ad 43 8 8 FV CW CO her see sates aa dis in eet ctan than inl 44 9 Adding New Patients csiis ronseis 47 10 Generating DocumentsS ssssesescccceccccccsocesocccccccccccecccccosesssocscecececceee 48 10 1 Adding documents 1 right click Subject Overview 2 0 0 ccceeseseeeeeeeeees 48 10 2 Other methods of adding documents 0 0 0 cccesssseeseseeeeeceeceeeeeeaaeeeeeeeeeeees 49 IOS Document Properes anria tedaci cals iene a a a 50 10 3 1 Show only most recent documents ccccceeeeecceeeeeeeeeeaeeeeeeeseeees 50 10 3 2 Prevent historical document from being edited ce eeeeeeeeeeeeeees 51 10 3 3 Create new document on saving sseeeeeeesssssssssssseererresssssssssseeeee 51 103 4 Matkin documents 52 May 2014 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide May 2014 t039 Document PEOECH ON seein duds atid eansdseabeeieenss 53 10 3 6 Behaviour after viewing or editing with Word eesseeeeeeeeeees 54 H Deleni secccacssdecccchcas evs cece arna ENE 56 Fist Deleting events and documents enscnscarn canna 56 11 2 Deleting multiple ev
98. ough files Allows the user to browse and add files This button may be disabled depending on how the item has been configured When browsing for audio files files with extensions wav wma mp3 mpa and mid are searched for When browsing for video files files with extension avi wmv mpg mpeg divx mlv and mp2 are searched for More than one file can be saved if the Multiple Select property has been set Once the event is saved the files are stored in the specified folder The files can be played from Data Entry or the full screen InfoFlex Media application can be opened see below Any change to the media item including selecting which file is currently visible will cause the Save button for the event to be enabled indicating that a save is required Attaching audio or video files Press the Browse button l to navigate and select a file to attach More than one file can be saved in a media item if the Multiple Select property has been set Default clip It is possible that a default clip has been defined In this case the same clip will be displayed in the media item for all patients The Browse button may be disabled to prevent further files being added May 2014 93 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide Playing Audio and Media files To play back the audio or video press the Play button ee I Lal 0 00 00 C Fas 0 00 13 5 rT Play
99. ove to the next item Or Click the clock symbol or press shift F4 to pop up the time picker Use the plus and minus buttons to scroll through months hours and minutes or use the drop down arrow to pick from the list When you have selected the correct time press the green tick button which displays the time you have selected Press return to move to the next item Hour Minute Note the 24 hour clock must be used whenever entering data in a date time field or a time field May 2014 70 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide 5 Value items An item with plus and minus symbols is a value item The format the value must take is indicated by signs The units of the value if any will be shown after the hash symbols To enter data in a value item either Type directly over the hash symbols using the numbers on the keyboard or Click the plus and minus signs with the mouse to scroll to the number you wish to enter NHS numbers Text items can be configured to allow entry of the NHS number in the 3 3 4 format When the user types 1n the field in Data Entry only digits are allowed and they will be automatically formatted in the 3 3 4 format The user can type spaces or not type spaces as they wish NHS Number value eat HHH HHHH In addition changes have been made so that InfoFlex recognises that this mask is a non numerical format so the and buttons will not
100. pendix B for more information about the Save function When you save the data the subject overview displays the date entered in the identifier item next to the name of the event May 2014 41 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide 8 6 Adding events 6 timeline Close the Data View design and the Subject Overview Display the Event History from the View menu choose Event History then Show Right click the Referral event in the Event History and choose Add New Event then Radiotherapy Ea Event History K De ugust 2000 September 2000 j Patient Registration go Radiotherapy 09 09 4 Referral 31 07 2000 gol Admission amp Surgice Position g Drug Therapy Even Se ee wf Show Hames wf Show Dates Goto Selected Odd Mew Event F Referral Add Document Admission amp Surgical Event Edit Crug Therapy Event Delete Follow Up ae SS es ees Chemotherapy Click OK to the confirmation message The event appears in the Subject Overview with NEW in brackets to indicate that it is a new event that has not yet been saved fq E E al all Filter re Patient Registration Referral 17 01 2003 G Radiotherapy NEW Admission amp Surgical Even Ga Complications Surgics The data entry screens appear on the main screen and you can now start entering data Enter data in all the items in the Radiotherapy event See Appendix A for details o
101. r in the Image Viewer application see below and can be deleted from there The images can be re ordered and selected for printing using the Order Images dialog see below Any change to the media item including selecting which image is currently visible will cause the Save button for the event to be enabled indicating that a save is required Attaching images Press the Browse button l to navigate and select an image to attach More than one image can be saved in a media item 1f the Multiple Select property has been set Default images It is possible that a default image has been defined In this case the same image will be displayed in the media item for all patients Any annotations are specific to the individual patient The Browse button may be disabled to prevent further images being added May 2014 86 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide InfoFlex Image Viewer application Press the e button to open the Image Viewer application This application shows the image in full size and allows the annotation of images as well as the adding deleting and copying of images The menu bar allows the user to use different drawing tools such as text lines circles and to choose styles colours etc Annotations can be removed by selecting them individually and pressing the Delete button The annotations are stored with the image and superimposed on top of the image E 10 x E Info
102. r the dictionary symbol a Dictionary List window opens It contains a list of all the codes in the dictionary Dictionary List GP dictionary as ol x Search Field GP Code Contains Text Find Now Clear X GP Code GF Sumame GP Initial GP Title GP Address GP Address la se Cancel S9870001 Smith A DR THE HEALTH CENTRE 1 TheStreet v x9870002 Jones B DR THE MEDICAL CENTRE 2The Street v o S9870003 Brown B DR THE VILLAGE PRACTICE 3 The Street op New S9870004 Green D DR THE CLINIC 4 The Street o x9670005 Smythe E DA THE SURGERY o The Street v Iv Find Bar 89870006 Smith F DR THE GROUP PRACTICE 6 The Street 89870007 Jones G DR THE HEALTH CENTRE 7 TheStreet C Group By X9870008 Brown H DA THE MEDICAL CENTRE 8The Steet Ju May 2014 80 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide To select a code to enter in the item either Scroll through the list using the mouse or after first selecting a row the PgUp PgDn Up arrow Down arrow keys Highlight the code you wish to use then press return or double click to enter it in the item and populate any linked items Dictionary List GP dictionary oj x Search Field GP Code Contains Test Find Now Clear X GP Code GP Initial GFP Tite GP Address GP Address nal XE Cancel 89870012 Jones DR THE GROUP PRACTICE 12 The Street 89870013 Brown DA THE HEALTH CENTRE 13The Street
103. rapy 3170772000 g Chemotherapy 31 07 2000 Patient Summary 317 072000 12 47 40 The subject overview looks like this when the events are sorted in descending order x ia g 1E Z Filter none E Seer Registration 4 Death Details Referral 31 07 2000 g Radiotherapy 0970972000 g Radiotherapy 0870872000 Admission amp Surgical Event 3102000 Gf Complications Surgical 02 08 2000 Drug Therapy Event 31 07 2000 Ga Complications treatment 02 08 2000 g Radiotherapy 31 0 2000 g Chemotherapy 3170772000 Patient Summary 31 07 2000 12 47 40 May 2014 15 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide 5 2 4 Filtering events Filter Last 2 months custom future only The filter can be used in conjunction with the flattening lat eek button If the tree is not flattened older parent events Last fortnight will still be displayed if their descendants occur within the selected time period User the Filter dropdown to filter the events by date Last month Last 2 months Last 3 months Last 6 months If an event has a specified sort date that is different from the event identifier the event is filtered by that specified sort date Whenever a data view is selected the Filter dropdown is automatically set to the default value specified in Design Management New events and documents can be added when filtering 1s applied If a new event is added
104. red to enter their password to mark or clear a mark i Password Required x Username system Password as Cancel K Eca If Marking requires password is switched on the document will need to be saved after the password has been entered Note that a document can be marked 1f the document is allowed to be edited but a document cannot be marked 1f the Lock Historic property is set 10 3 5 Document protection Document protection settings can be made so that the user is prevented from doing any or all of the following create the document modify the document delete the document When the document cannot be created it is disabled in the design tree Be Patient Registration l ae Patient Summary H Referral r a Referral letter fr cae Discharge letter r Sa Admission amp Surgical Event r This document can not be created When the document cannot be modified the title bar of the letter shows that it is Protected Document Referral letter Create date 29 01 2010 12 44 34 PROTECTED Last changed by system on 29 01 2010 at 12 45 35 x Hospital Mumber 456759 A File Edit wiew Insert Format Table This indicates that Normal Times Mew Roman Y H 7 U thedocument can i coe Wel SQ Bae gt Ph 100 _ not be modified be ES EB BEE EE Ls 4 h Eae 3 i i 3 3 4 5 6 7 5 e pa Barad arnb Bage Breg elenl D Hoste Ba tea When
105. rgical Event r J Referral 31 07 2000 can be hidden 2 2 os i F Admission Summary 40 Admission amp Surgical Event 31 07 2000 H a 23 Complications Surgical 1 S Drug Therapy Event 31 07 2000 Quick Search 5 a Das Event 1 N 1g Death Details g2 Complications Surgical 02 08 2000 Section 6 1 cs omplications treatment r S Z Follow Up fr can be hidden han EFN D ee Te a x Hospital Number 123456 EN Find i 10047 Sai A a E E Eg Filter none Screens Grid ave Id 4 Patient Demographics P h 7 El Patient Registration Subject Overview Ey Patient Summary 31 07 2000 12 47 40 123456 Subject 5 1 El E Referal 31 07 2000 123456 can be hidden Admission amp Surgical Event 31 07 2000 Data Items o A Complications Surgical 02 08 2000 Green Section 5 2 2i Drug Therapy Event 31 07 2000 Greta m P GE Complications treatment 02 08 2000 pe ae Radiotherapy 31 07 2000 a a Chemotherapy 31707 2000 pe a Radiotherapy 08 08 2000 ee gE Radiotherapy 09092000 Address 2 ftom Beat Dea tess we Summary views x ssi s Section 12 The position of the can be hidden current subject in None available 1 Female the current search list Name of the current user 3 Divorced 00 white Name of the current database CIMS General training database system Clinical Data view Data Entry Mode 0719
106. rols which automatic behaviour occurs If the data view Spell Check Behaviour option is set to Indicate all misspelt words in items where spelling is switched on have squiggles underneath and the right click menu showing suggested corrections is available Right click menu of suggested corrections Choose Spelling to open The data view is set to Indicate so squiggles indicate misspelt words and the right click menu is available the Spell check dialog There are mistakess in this item The data view iz set to Indicate Another A a error There are spling mistakess in this item errors The data view is set to Indicate Another errorr cased Errol erroneous No squiggles or right click menu since spell erring checking is switched off in the item errata The spell check dialog can still be opened using the toolbar button or ctrl F7 P If the data view Spell Check Behaviour option is set to Prompt the behaviour described above for Indicate happens and in addition the spell check dialog opens automatically on exiting the item 1f there are misspelt words in items where spelling is switched on In addition to the Indicate behaviour the spell check dialog will open automatically on exiting this item There am ling mistakess in this item The data view ig set to Prompt s0 the spelling dialog will pop up when you leave this t
107. s Surgical event and select Add New Event Complications Surgical r Data View Design x J4 Patient Registration a Patient Summary 3 4 Referral r JA Admission amp Surgical Event r Admission Summary i EC omplications a cuain 5 Drug Therapy r Expand SEA Complication Expand Branch 1 Follow Up 1 A2 Radiotherapy r Expand Tree Chemoth 2 Chemotherapy 1 Add New Event hie ro Surgical r 4 g i a Filter none Patient Registration Referral 17 01 2003 2 Admission amp Surgical Event 1170172003 Click OK to the confirmation message The event appears in the Subject Overview with NEW in brackets to indicate that it is a new event that has not yet been saved x ty 42 A Z Filter none Patient Registration Referral 17 01 2003 Admission amp Surgical E vent 1707 2003 Gf Complications Surgical WE The data entry screens appear on the main screen and you can now start entering data Enter data in all the items in the Complications Surgical event See Appendix A for details of how to enter data in each item Press the Save button Tel See F5 to save the data See Appendix B for more information about the Save function When you save the data the subject overview displays the date entered in the identifier item next to the name of the event May 2014 39 Chameleon Information Management Services Ltd InfoFlex Data Entry User
108. s unless you change the query manually However if you refresh the grid you will be prompted for the query parameters If you change the query selected in any of the Summary Views then this selection is remembered if you leave the Summary View to go to one of the others in the group and come back again May 2014 61 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide 12 3 Parent Event This option is only available when the summarised event has a repeat parent or repeat ancestor event It allows you to restrict the events shown in the Summary grid to only those that are descended from the selected parent event For example a patient has three referrals each with an Admission amp Surgery event Patient Registration Referral 1001 2002 a Admission and Surgery 20 04 2002 EO Radiotherapy 0170172002 5 Referal 17 01 2001 A Admission and Surgery 23 03 2007 ee Radiotherapy 0101 2007 Referral 02 02 2000 49 Admission and Surgery 237042000 If the Parent Event is the Patient Registration event then you will see all three of the Referrals and Admission amp Surgery events in the Summary grid Summary My Admissions Summary x F Hospital Number 171717 Retesh Fy Screen I New Ba Copy EB Print A width dhl Char Quem Admissions List ki Parent Event g8 Patient Registration i E Hospital Number Date of Admission P Sumame Forename Surge
109. screen bar to scroll between screens Use the keyboard shortcuts to move between screens Ctrl Home Move to first item on first screen Ctrl End Move to last item on last screen PgUp Scroll up one page of items PgDn Scroll down one page of items Ctrl PgUp Move to first item on previous screen Ctrl PgDn Move to first item on next screen Shift PgUp Move to first item in current screen Shift PgDn Move to last item in current screen Return Move to next item or branch item s target Shift Return Move to previous item Tab Move to next item doesn t branch Shift Tab Move to previous item May 2014 18 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide 5 5 Subject Listbar Single click a column heading in the subject listbar to order the subjects by that column Screens Grid 100 Details Hover the mouse over the patient and see where the patient is in the list eg subject 8 of 19 Click the drop down arrow on the subject list bar to display the patients 4 Date of Birth 123456 Greer 017 0171965 Green 0170171565 Prefer Griffiths 014071920 Boog Hughes 0170171990 690123 Johnston 0170171535 234567 Jones 01701 1565 Bass Joseph 014011965 901234 Miles 0170171580 678901 Mount 0170171545 Fog Pansien 0170171925 345678 Rose 0170171925 Single click patient 678901 Mount to display that patient Use the arrows to the left and right of the subject listbar to scroll through the patients
110. specified use that sort date rather than the identifier Events with no identifier or sort date are listed after their parent event Documents that are configured to Show latest as parent are still displayed in that way when the subject overview flattened New events and documents can be if the subject overview is flattened If the tree is set to Show Documents Only the Flatten Events and Documents button is disabled since the tree has to be flattened when only documents are shown 5 2 3 Event ordering You can choose whether events are displayed in ascending or descending order in the subject overview When events are displayed in ascending order the events in the subject overview are displayed in a combination of design and date order according to the number repeat and one off events Appendix E contains full details of the rules about event ordering Select patient 123456 Green In the subject overview click the AZ button to sort the events in ascending order You can also right click and choose Sort Events Ascending 4 lt 2 El i 41 24 Filter none At SS ty E Sl Filter none TA REEE Sort in ascending order ad Patient Summary Al Patient Fieqistratic Referral 31 07 2000 g Ed Patient Summ 2 Admission amp Surgical Event 31 07 2000 Referal 31 0 Collapse Expand Branch g Death Details May 2014 GE Radiother isee nl Death Metals E Complicatio
111. splays the whole of the summarised event May 2014 60 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide 12 2 Summary view groups A summary view group is a group of summary views If you select a group the views within that group are displayed on a series of tabs and you can easily switch between the views and keep the same query for each view in the group If you select a group a row of tab buttons is displayed between the Subject List or Quick Find and the Work List toolbar There is a tab button for each summary view in the group By default the first Summary View in the group will be displayed Pressing a tab button will display the Summary View named on the button Summary view tab buttons Summary My Summary Yiew Group p an 1 View Contacts Ga 2 View Surgery al 3 view MDT Discussions ie 4 View Telephone Cals Y 5 Investigations Refresh Screen ta New Copy Print m Width il Chart Quem Summan of Pt Contact ka Parent Event 4 Patient Demographics oa Tits 2 T Seen By Visit Type Active Problems 06712 2012 Smith Dut Patient Wisik 1171272012 Jones In patient admission for BD Management If the default queries for any of the summary views in the selected summary group contain prompt parameters then all of these will be prompted for when you select the summary view group You will not be prompted again for the parameter values when changing summary view via the tab button
112. the document cannot be deleted a prompt message is displayed if you try to delete it InfoFlex Data Entry A ERROR 130027 Can not delete the curently selected document as their deletion is protected within the curent Data View May 2014 53 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide 10 3 6 Behaviour after viewing or editing with Word There is a database wide system policy that controls how the document behaves when it has been viewed or edited with Word Default behaviour When a document has been viewed or edited with Word a message box is shown on returning to InfoFlex The message controls whether any changes made in Word should be applied to the InfoFlex document Even if the changes have been saved in Word the user needs to decide whether to apply them to the InfoFlex document Once the user has handled the message the user then needs to save the document or choose not to save the changes by moving away from the document and choosing not to save If the document is editable this message is displayed Click OK to accept changes and return to the application or Cancel to discard any changes Cancel Auto save documents after Word system policy This system policy can be set in User Management When this policy is enabled it removes the need to save the document in InfoFlex when it has already been saved in Word and reduces the number of ke
113. the field has been defined Normally when you select an item the whole of the text entered in that item is highlighted It is possible to change this behaviour so that when you select a memo item the cursor instead goes to the end of the text Contact your system administrator if you wish to change this behaviour To select all the text in a memo item press Ctrl Q To position the cursor at the end of the text press Ctrl Shift Q Memo viewer The memo viewer can be used to view the text that has been entered in memo items To display the memo viewer go to the Event menu and choose Memo Viewer If the cursor is already positioned in an item when you choose the Memo Viewer it automatically displays the contents of that item x Fl 3 Events 5 Admission and Surgery 01 01 2000 Memo ltems p blemo item 1 hi This ts all the text have entered in the memo item have entered a carriage return and then typed in some more and yet more all in the same item May 2014 77 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide In the Events list you can choose a different event to view memo items for The list displays the current event and its parents x P F o Events Go Dern and Surgery 01 01 2000 g Patient Registration T Referral 01 01 2000 Admission and Surgery 01 01 2000 Prereeeeeee reer rere ere eee ere ree ee ee eee eerie insti e etek tere teteEEEEEeEE
114. the next item Or Press F4 to pop up the list of codes then use the up and down arrows to scroll through the list Press return to enter the code in the coded item and move onto the next item 2 Multiple Response coded items An item with the squares symbol is a multiple response coded item You may enter any number of codes from the list in the item Death Certificate Clinical Aay can Exploratory Cytology Haematology Histology Post Mortem t Not Applicable To enter codes in the item either Click the squares symbol then use the mouse to select the codes When you have selected all the codes you need press return to enter the codes in the item Then press return or use the mouse to move to the next item Or Press F4 to pop up the list of codes then use the up and down arrows to scroll through the list Press space bar to select or deselect a code When you have selected all the codes you need press return to enter the codes in the item Then press return or use the mouse to move to the next item May 2014 68 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide 3 Date items An item with a calendar symbol is a date item 13 01 2003 El To enter a date either Type the date directly into the date item using the keyboard As you start typing InfoFlex will add today s month and year Simply type over the month and year if they are not correct You do not ne
115. try User Guide From the dropdown list choose Frequency then 3 months Position Frequency 1 week z weeks Show Names ee 1 month wise 2 months Goto Selected months 1 year Three months are now displayed across the width of the timeline Ea Event History uly 2000 August 000 September 2000 PUES From the dropdown list switch on Show Dates bd Event History Position Frequency w Show Mames Goto Selected The date of each repeat event is now displayed on the timeline of Event History uly 000 g Follow Up 05 08 2000 on Referral Mior a 4 Chemotherapy 05 07 2000 Use the arrows to navigate through the subject overview K Go to first event x Go to last event ee Scroll back by event croll forward by event 4 H Scroll back by screen width Scroll forward by screen width 4 Scroll back by day Scroll forward by day Hide the Event History timeline by using x in the top right corner of the Event History Ea Event History uly 2003 August 2003 May 2014 28 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide 7 3 Hiding Subject Overview Data View design and Event History K Use the close buttons T to close the Subject overview the Data View design and the Event History ia g E ai a Filter none Sete otient Registration Referral 01707 2000 qr Chemotherapy 05 07 2000 a Follow Up 05 08 2000
116. try User Guide When you press Find Now the results of the search are displayed in the Dictionary List window Dictionary List GP dictionary ol x 2 Cancel DR THE MEDICAL CENTRE 2 The Street a o X9870002 Jones E o X9870007 Jones G DR THE HEALTH CENTRE 7TheStee Ar 896700123 Jones L DR THE GROUP PRACTICE 12The Street Ar ap New o X9SF0017 Jones F OR THE SURGERY 17 The Street At X9870022 Jones W DA THE CLINIC 2 The Street Ar W Find Bar 89870027 Jones A DR THE VILLAGE PRACTICE 27 TheStreet Ar X9870032 Jones F DR THE MEDICAL CENTRE 32TheStest Ar p Group Ey X9870037 Jones K DR THE HEALTH CENTRE 37 The Street Ar Bow 89870042 Jones F DR THE GROUF PRACTICE 42 The Street Ar 89670047 Jones f DR THE SURGERY 47 The Street At X9870052 Jones Z DR THE CLINIC 52 The Street At x9870057 Jones E DA THE VILLAGE PRACTICE 57 TheStreet Ar Scroll through the list or results using the mouse or after first selecting a row the PgUp PgDn Up arrow Down arrow keys Highlight the code you wish to use then press return or double click to enter it in the item and populate any linked items Press Clear if you wish to return to the complete list of codes in the dictionary Press X to close the Find Bar The find bar can also be closed and opened via the Find Bar check box on the Dictionary List dialog If the Find Bar is open when the Dictionary List dialog is closed then it will be open agai
117. vent then Referral EYE nnn ae a Z4 Filter none iP tient Registrat Expand Expand Branch Expand Tree Add New Event Referal r N Add Document Death Detail Click OK to the confirmation message The event appears in the Subject Overview with NEW in brackets to indicate that it is a new event that has not yet been saved ale m 8 p rit a ga Patient Registration AE Referal NEW The data entry screens appear on the main screen and you can now start entering data El Data Entry Referral NEW x Hospital Number 123456 a Find Screens Grid w E Tel Save ld 4 Details gt Pl ii amp amp May 2014 36 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide Enter data in all the items in the Referral event See Appendix A for details of how to enter data in each item Press the Save button o F5 to save the data See Appendix B for more information about the Save function When you save the data the subject overview displays the date entered in the identifier item next to the name of the event 74 1G 2 4 Zj Filter r Patient Registration g Referral 17 01 2003 May 2014 37 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide 8 2 Adding events 2 double click Data View design Select the Referral event in the Subject Overview then in the Data
118. vents and documents You can delete events and documents as long as you have been given permission to do this in User Management Deleting events Select patient 123456 Green Right click a Chemotherapy event and choose delete Subject Overview O O O OoOO ga Gl 4E ZL Fitter none E Ea Patient Registration Patient Summary 15 05 2003 16 12 07 E Referral 31 07 2000 EF Admission amp Surgical Event 31 07 2000 ohe n Complications Surgical 02708720001 2i ka Drug Therapy Event 3170772000 Bue ED Complications treatment 02 08 2000 a gt lt Radiotherapy 31707 2000 C hemno therapy 317 0720 Expand Expand Branch ae E Death Details Expand Tree Add New Event b Odd Document b Edit A confirmation message is displayed InfoFlex Data Entry A X Are vou sure you want to delete the selected event Chemotherapy 31 07 2000 Cancel Click OK to continue with the deletion or cancel to abort the deletion A further message warns you that the deletion cannot be undone InfoFlex Data Entry x AN WARNING Once this action has been performed it can not be undone Ore you sure You wank to continue Cancel Click OK to the message May 2014 56 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide Deleting documents Right click the Patient Summary document and choose delete Patient Summary 02d Expan
119. y User Guide If the document is set to Show all then all instances of the document will always display in the Subject Overview tree as normal x 4 e al al Filter none Ep ka Patient Registration a 1370172010 pe Fal Discharge summary 10 07 2010 15 11 36 ia F T Discharge summary 1170172010 15 11 43 ac peti summary 12 07 2010 15 11 48 ee Fal Discharge summary 137 0172010 15 11 56 ae T Discharge summary 14 01 2010 15 27 27 10 3 2 Prevent historical document from being edited A Lock historic documents option can be set This prevents all but the latest instance of the document being edited 10 3 3 Create new document on saving A Create new on Save option can be set If it is set then every time a document is edited then saved a new document is created from the current document Any changes made in the current document are saved in the new document and not in the current document In this way a history of changes to the document is created New documents are displayed in the subject overview in accordance with the properties that have been set for the document May 2014 51 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide 10 3 4 Marking documents It is possible for a document to be Marked eg as a final version of the document When marking is switched on a check box is displayed in the Document toolbar A tooltip indicates what the mark means Do
120. y be filtered depending on the specialty entered for that patient You should be aware that the value entered in any item that contributes to the dictionary filter can affect the available records in the dictionary You should also be aware that if you enter a value in a dictionary item and then subsequently change the value entered in an item that contributes to the dictionary filter a warning message may be displayed because the value in the dictionary is no longer valid Dictionaries displayed as dropdown lists Dictionary items can also be displayed as dropdown lists It is still possible to display the dictionary list dialog for the dictionary lookup item via the Shift F4 key combination the F4 key will display the drop down list The drop down list can make data entry more efficient if there are not many relevant dictionary entries to choose from The drop down list for the dictionary lookup item will only display the specified code and meaning item values To see the values of the linked items in the dictionary you will need to open the dictionary list dialog This screenshot shows an OPCS dictionary displayed as a drop down list filtered so that it only displays those entries whose code starts with the same letter as defined in the OPCS Group item field OPCS Group E OPCS4 Code B08 34 SUB TOTAL LOBECTOM B0S 1 TOTAL THYAOIDECTOMY A B06 15 ESTENDED TOTAL THYROIDECTOMY BUG 1B MEAR TOTAL THYROIDECTOMY BOd 2 SUBT
121. yet been saved oy qa 32 48 Filter none h gA Fatient Registration NEW The data entry screens appear on the main screen and you can now start entering data Enter data in all the items in the Patient Registration event See Appendix A for details of how to enter data in each item Press the Save button Tel Save F5 to save the data See Appendix B for more information about the Save function When you save the data the subject overview displays the name of the event without any identifying data This indicates that the event is not a repeat event Subject Overview 4 gl 5l mal Filter none EP atient Registration May 2014 47 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide 10 GENERATING DOCUMENTS Adding a document is like adding a new event to a patient Ensure that you first highlight the parent event in the subject overview the parent event is the event you wish to attach a new event or document to You can attach a document to a subject overview in all the ways that you can attach an event to a subject overview See appendix D for a full list When you highlight a parent event the Data View design will show in colour all those events and documents which it is possible to add to the patient s subject overview Any events or documents which you cannot add because they do not have the correct relationship are disabled Once you have generated a document you
122. ystrokes required after viewing or editing a document with Word When switched on the policy applies to all documents across the database The policy is switched off by default When the policy is enabled when a document has been viewed or edited with Word the message box shown when returning to InfoFlex will always show just an OK button This will happen whether the document is read only or editable On return to InfoFlex whether the document was saved in Word or was not changed no further prompts are shown If the document has been changed in Word changes are brought into InfoFlex automatically and the InfoFlex document is saved automatically May 2014 5A Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide If the document has unsaved changes made in InfoFlex and is then viewed with Word e If changes are made and saved in Word the document and event will be autosaved with no prompts and the previous changes will also be included in this save e If changes are made in Word and not saved or no changes made the document will remain unsaved in InfoFlex and the user will need to save or be prompted on navigating away from the document See the InfoFlex User Management User Guide for details of how to switch the policy on and off See also the InfoFlex Document Definition User Guide May 2014 55 Chameleon Information Management Services Ltd InfoFlex Data Entry User Guide 11 DELETING 11 1 Deleting e

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