Beacon Admin Walkthrough

Transcription

1 BEACON v.. Beacon Walkthrough v.. Background: Beacon is a text message-based emergency medical dispatching software designed by Trek Medics International. Purpose: The Beacon is an advanced, comprehensive walkthrough for Beacon administrators to control all parameters and settings within the Beacon terminal. Objective: Successfully completing the walkthrough (approximately 0mins) will allow the user to manage and customize all aspects of Beacon to suit the specific needs of their emergency dispatching system. Completing the walkthrough will also allow the user to troubleshoot common user errors from the dispatchers and first responders.

2 BEACON v.. Table of Contents Updated: Oct. 9, 08. Log In 6. Create New Incidents. Main Navigation 7. Monitoring Incidents. Navigation Sidebar. Dashboard.. Map Editor.. Active Incidents.. Resources 8. Settings 8.. Dispatch Automation 8.. Additional Configuration 9. Reports. Managing Resources.. Add/Manage Responders.. Responder Log In / Log Out, and Ad Hoc Messages.. Add/Manage Hospitals.. Add/Manage On-Call MDs.. Manage Hospitals / MDs

3 BEACON v... Log In Go to: Enter USER NAME Enter PASSWORD Click LOG IN

4 BEACON v... Main Navigation USER NAME The account that is currently being used to operate Beacon LOG OUT Click at any time to end your session DATA CENTER DROP DOWN If you have access to multiple data centers, click the drop down menu to display and change data centers DISPLAY NAVIGATION SIDEBAR Click to make the Navigation Sidebar appear First Responder Ping Location Active Incident Assigned Responder (can t receive new alerts) Completed Incident Available Responder (can receive new alerts)

5 BEACON v... Navigation Sidebar HOME Returns you back to the original dashboard view NEW INCIDENT Click to create a new incident RESOURCES Click to view, add, edit, or delete registered resources, including: Responders Hospitals and On-Call MDSs INCIDENTS Click to view completed incidents INFO Click to find updates, tutorials and other relevant information about Beacon 6 7 SETTINGS Click to view and configure a range of settings for Beacon, its Users, and its Responders. The ability to change settings depends on what permissions you have for your username. ADMIN VIEW Available to Web Users with Admin access permissions only. 6 7

6 BEACON v... Dashboard. Map Editor A Click on the MAP MARKER ICON You will see five icons drop down. B C D A Show/Hide Completed Incidents This will show or hide completed incidents on the Dashboard Map only E B Create Landmarks Hospitals, stations, parks, places of worship etc. C Create Paths Evacuation routes, detours, closed roads etc. D Create Zones Flood zones, coverage areas etc. E Create Hazards Downed wires, downed trees etc.

7 BEACON v... Dashboard. Active Incidents A # of current Active Incidents B # of Completed Incidents for this Data Center C INCIDENT ID # Displays the reference ID # for individual incidents across ALL Data Centers. Incident ID numbers are colorcoded to show whether an Incident is ACTIVE (Light Yellow) or COMPLETED (Green). A B C

8 BEACON v... Active Incidents (cont.) D INCIDENT LOCATION & DESCRIPTION Describes the geo-coded location (when the map marker is used) and a short description of the incident D E INCIDENT CLASS / EMERGENCY CATEGORY / SUB-CATEGORY Displays the Incident class and category (these are customizable) F EMERGENCY Medical Altered Mental State Responder En Route to Site G E I F INCIDENT STATUS Displays the current (or final) status of the incident, such as WAITING FOR FR RESPONSES or INCIDENT COMPLETE. The time to the right ( AT [TIME] ) shows the time the INCIDENT STATUS was last updated. H J G H INCIDENT COMMANDER Name of the Incident Commander, which is the first person to confirm they have located the patient and who can request more resources (not listed in example) ASSIGNED RESPONDERS Responders who have been assigned to the incident will be displayed here. I J CANCEL Click here to cancel an incident before it completes on its own INCIDENT REPORT Click to download a.xls (Microsoft Excel file) showing detailed data for this incident (cannot be accessed until the incident is completed)

9 BEACON v... Resources A FIRST RESPONDERS A list of Responders who are currently logged in, including: NON-MOTORIZED Responders with non-motorized vehicle (e.g., on foot, bicycle, etc) NON-PATIENT Responders with vehicles that cannot transport patients (e.g., motorcycle) PATIENT Responders with vehicles that that can transport patients (e.g., ambulance, eranger, pickup truck) Colors indicate the Responder s status; ASSIGNED (orange) meaning they are currently assigned to an active incident, and AVAILABLE (green) meaning they are available to be assigned to a new incident A B C Click on the Responders name to view detailed information about that Responder s performance history B -WAY SMS MESSAGE Sends -way SMS messages directly to individual responders C RESPONDER CONTROLS EDIT Change the Responders Name, Phone Number, Message Language, and Transport Mode LOG OUT Changes the Responder s status from On-Duty to Off-Duty MUTE Temporarily suspend a Responder s ability to receive new Incident Alerts

10 BEACON v... Resources (continued) D D Message All Responders Sends -way SMS message to all Available Responders E F Hospitals Hospitals registered in Beacon to receive patients; these should be added by placing map markers through the Web Dashboard Map Editor Mobile Dispatchers These are responders who have been given permissions to create incidents from their phones via SMS text messages (i.e., not through the Beacon web interface or mobile app interface) D Click on View All to view and edit the full lists. Clicking on Details takes you to the Resources page F

11 BEACON v... Managing Resources. Add/Manage Responders The last step in Set Up is to add responders to your roster so that they can receive and respond to emergency alerts. From the home page, click on View All in the Resources section Enter the First and Last Names of the responder Enter their phone number (don t forget to include the country code starting with + ) Enter their address Select their Permissions (if you want them to be able to create new incidents through the mobile app, select Mobile Dispatcher ) 6 Select their Language* 7 Select their Transport Mode* 8 Select their Responder Type 6 9 Click the Invite box to send the responder an with a link to download and install the Beacon Mobile App, then click Create *These settings can be changed by responders through the Beacon Mobile App

12 BEACON v... Add/Manage Hospitals Please remember to add your hospitals before beginning. To add a hospital, Click the Create Landmark Icon. 6 7 If needed, Use the Map Search Tool to find the location of the hospital 8 Drag the Map Marker to the correct location. Select the Landmark Type Add a Label Name 6 Click on Detect Address* 7 Add Comments if needed 8 Click Create to save the Landmark *NOTE: The Detect Address button is for hospitals only and is used to save fixed transport destinations and provide directions in the Beacon Mobile App. You must click Detect Address in order to create and save Hospitals

13 BEACON v... Add/Manage MDs (Physicians) Click on View All at the bottom of the Hospital Tab in the Resources section on the Home Page Click New MD in the Hospital Listing window. MDs get advanced notification when a patient is en route to the hospital. B Enter Name of the Doctor/MD Enter their Mobile Phone Number, including a + sign and their International Area Code (e.g., + for US, +977 for Nepal) Click Save

14 BEACON v.. 6. Create New Incidents To send an emergency alert to your responders, Click the New Incident tab On the Create Incident screen, enter the following information: Find the Incident Location on a map and click on the exact location (use the search bar if needed). After you place the location, the Physical Address will automatically fill-in here Enter your Name Enter the Incident Description 6 Select the Incident Class* 7 Select the Emergency Category and Sub-Category* 8 Select the Maximum Number of Responders needed for this incident 6 9 Click Create Incident 7 8 *NOTE: The Incident Class, Emergency Category and Sub- Category can all be customized in the Settings section 9

15 BEACON v.. 7. Monitoring Incidents Select View Incident Details from the new pop-up screen. Message Log Displays Requests for Assistance sent to all Available First Responders for a specific incident, as well as their replies To monitor your incident in real time, scroll down to Message Log > Show to see all INITIAL ALERT Messages and Replies Continue scrolling to view all Incident Messages. This section shows all messages for ASSIGNED RESPONDERS Comment In this field, Administrators and Dispatchers can leave comments regarding the specific incident (Click Enter to save comments)

16 BEACON v.. 7. Monitoring Incidents (continued) Total Sent Total number of Requests for Assistance sent by Beacon to Available First Responders; includes both Initial Alerts and Requests for Additional Resources 6 6 On-Time Replies Number of replies received from First Responders by Beacon within Flights and (See: Part 9. Immediate Dispatch and Flights) Late Replies Number of replies received by Beacon after Flight Resources Confirmed Provides a summary of the number and type of First Responders who have confirmed they can respond to the incident Click Show to view the Message Log 0 When Beacon receives a new message from a Responder related to the current Active Incident, the Back to Panel button will flash green, indicating that it needs to be clicked to show the most updated Messages

17 BEACON v.. 7. Monitoring Incidents (continued) Message Log Shows all Initial Alert Messages sent to First Responders Shows First Responder s Name and Phone Number Initial Alert, sent from Beacon to First Responder Reply to the Initial Alert, sent from First Responder to Beacon Arrows scrolling through Message Logs for all individual First Responders 6 Hide closes the dropdown menu, hiding the Message Log 6

18 BEACON v.. 7. Monitoring Incidents (continued) 7 7 Incident Messages Shows all messages between Beacon and First Responders, but ONLY for First Responders who have confirmed they can attend the incident Reporting Party Show s the Dispatcher s phone number If the Incident is created through the Beacon web terminal, it will say Admin If the Incident is created by someone on their mobile phone, it will display their phone number 9 Shows Responder s Name and Phone Number

19 BEACON v.. 7. Monitoring Incidents (continued) 0 Messages Sent Messages in the blue boxes on the left are those sent by Beacon and received by the First Responders (outgoing) Messages Received Messages in the yellow boxes on the right are those sent by First Responders and received by Beacon (incoming) 0 0 Allows users to scroll between First Responders and view their incident messages. On-Call MDs, Reporting Party, and any individuals listed on the Notification List (see Settings) are also available to view by scrolling

20 BEACON v.. 8. Settings To go to Settings, click on the gear icon at the bottom of the Navigation Sidebar. Admin Language The language used on the Data Centers administrative pages (the same ones you are reading right now) Message Language The language used in the Messages shown on the Incidents pages Maps Providers Allows you to pick which map provider you will use; these maps show up on both the Web Dashboard and in the Mobile App for responders Catchment Area Latitude/Longitude Click Edit to set the position of your map. Point and click where you would like to to center the map and then click SAVE

21 BEACON v Settings (continued) Outgoing Message Server Shows which SMS Gateway is being used to send messages to First Responders (Twilio, Bongo, etc.). This shouldn t be changed unless you have arranged for your own SMS gateway Beacon Gateway Number The dedicated phone number that sends/ receives SMS messages to/from First Responders in this Data Center. First Responders who are using the SMS interface communicate with Beacon through this number. (Note: This is not a public access number like 9,, 999 etc. This number is for responders only, not shared with the public or published on the internet) Event Notification Number The mobile phone number of the Administrator assigned to this data center Maximum Number of Responders (FRs) per Incident This number puts a cap on how many responders can be assigned to each incident. It is a default setting and can be changed when creating a New Incident 0 Minimum Number of Responders per Incident The minimum number of First Responders required for Beacon to proceed with the incident response for this Data Center. Otherwise, Beacon will cancel the incident and tell the Dispatcher that no First Responders are available. Minimum Number of Transport Vehicles per Incident This number sets a limit for the minimum number of transport vehicles needed for each incident. If the maximum is FRs and must be a transport vehicle, than only FRs can be accepted without transport vehicles, unless 0 transport vehicles respond. For incidents with a higher rate of casualties, more transport vehicles can be expected.

22 BEACON v.. 8. Settings (continued) Preferred ETA* The number of minutes entered here determines whether Beacon will confirm a responder immediately, or will ask them to wait, depending on how long the responder said they would need to get to the scene of the incident Confirmation Window * The least amount of time in minutes you are willing to wait for responders to reply to an alert from Beacon Preferred ETA: Confirmation Window * The most amount of time in minutes you are willing to wait for responders to reply to an alert from Beacon Confirmation Window : Confirmation Window : *See 8. - Dispatch Automation for a detailed explanation 6 7 UTC Offset The time zone you are in, based on Universal Time Code (UTC) (or Greenwich Mean Time (GMT)) 6 7 White List Enabled If checked, White List Dispatchers can start incidents from phone numbers registered in the Manage Dispatcher Numbers link under Additional Configuration Data Center On? When unchecked, this will shut down the entire data center so that new incidents can t be created

23 BEACON v.. Here s an example of all of these factors working together. 8. Dispatch Automation Dispatch Automation allows Beacon to rank and confirm or reject responders without human interaction. Beacon does this by assessing three variables: Quantity How many responders are desired Type The type of responders desired Proximity How far away the responders are from the incident Preferred ETA: 0 minutes Confirmation Window closes at: minutes Confirmation Window closes at: 6 minutes Max. Number of Responders: Min. Number of Vehicles: ALERT 09:0 09:0 CONFIRMATION WINDOW CLOSE 09:0 09:0 09:0 CONFIRMATION WINDOW CLOSE 09:06 The quantity of responders required is straight forward: If you ask for responders and 6 reply, Beacon will reject one. These numbers can be set as defaults on the Settings page or can be changed for each incident on the New Incident page The type of responders required gives preference to one resource type over another. For example, let s say you want responders with at least ambulance for a motor vehicle collision. If the closest responders are on motorcycles, Beacon will accept the first, reject the th, and then wait to see if an ambulance confirms. If no ambulance replies by the time Confirmation Window closes, the th motorcycle will be told to continue. Responder Responder Responder! ETA: mins Beacon: Please wait!! ETA: 7 minutes Beacon: Proceed to Location Beacon: Proceed to Location ETA: minutes Beacon: Please wait Beacon: You re not needed for this incident Judging a responder s proximity to the incident could be easy to solve with GPS, but not everybody has GPS all the time, so Beacon figures out proximity by weighing what the responders say their distance from the event is against each other. For example, let s say two responders reply to an alert telling Beacon their estimated time of arrival (ETA) is and minutes, respectively. Because shorter ETAs are better than longer ETAs, Beacon will give preference to responders with the shorter ETA. The Preferred ETA is used to determine which ETAs get preference and which don t. If the responder s ETA is below the Preferred ETA, Beacon will instruct that responder to Proceed to Location" immediately. If their ETA is above the Preferred ETA, they ll be asked to wait until the next Confirmation Window closes to see if anyone is closer. Responder! ETA: 9 minutes Beacon: Proceed to Location TIMELINE 09:00: Alert is sent out 09:0: Responder (on a motorcycle) replies with an ETA of minutes and is asked to wait 09:0: Responder (on a motorcycle) replies with an ETA of 7 minutes and is told to proceed to location 09:0:: Confirmation Window closes; the maximum number of required responders and the minimum number of required vehicles have not been met, so Responder is told to proceed to location 09:0: Responder (on a motorcycle) replies with an ETA of minutes and is told to wait 09:0: Responder (in an ambulance) replies with an ETA of 9 minutes and is told to proceed to location 09:06: Responder is told that they are not needed for this incident; Confirmation Window also closes, minute early, because the Maximum and Minimum numbers had been found.

24 BEACON v.. 8. Additional Configuration Manage Notification List Takes you to a screen that allows you to add people who will see the Initial Alerts for the Data Center, but are not First Responders. Unlike for First Responders, the same phone number can be added to the Notification List of many different Data Centers. Manage Hospitals Takes you to the Add Hospitals/ MDs section Manage Dispatch Centers Takes you to a screen where you can Add/Manage Mobile Dispatchers, who can start incidents from their phone Unregistered Parties This section shows messages sent to Beacon s number by those who are not registered as first responders. This could include members of the public who texted the wrong number, or First Responders who accidentally used another, unregistered cell phone to message Beacon. Categories Allows Administrators to add and edit emergency classes, categories and sub-categories (e.g., Emergency - Trauma - Fall, etc.)

25 BEACON v.. 9. Reports Incident Reports detail what happened in each incident, including response times, comments and incident chat records. These reports are generated automatically and become available after an incident closes. There is also an option to edit some of the details of incident reports. Incident Summary Reports provide a summary of all incidents in a data center over a given period of time. To generate an Incident Summary Report: A. Go to the Incidents page B. Scroll to the Incident Summary Report section C. Click on Create New Report D. Enter the report Start and Finish Date E. After the report has been generated, go back to the Incidents page F. Scroll to the Incident Summary Report section and click on the report link Responder Performance Reports detail the performance history of individual responders. These reports are generated automatically and can be accessed by clicking on the Responders name on the Web App or in the Settings section of the Mobile App