User's Manual. PACSGEAR Image Exchange Server 1.0 PACSGEAR PG-DOC-PIES1.0-UM-EN-REVB

Transcription

1 User's Manual PACSGEAR Image Exchange Server 1.0 PACSGEAR PACSGEAR 4309 Hacienda Drive, Suite 500 Pleasanton, CA USA T F support@pacsgear.com

2 Copyright All rights reserved. The information contained herein is confidential and is the sole property of PACSGEAR. None of the information may be reproduced, copied and/or redistributed electronically, manually, or otherwise to any person without advance written permission from PACSGEAR, except as may be expressly authorized by contracts or other agreements between PACSGEAR and its customers. Trademarks Media Server, MediaWriter, PacsConnect, PACSGEAR, PacsSCAN, PacsSCAN Film, PacsSCAN Video, PGMS, Print2PACS, gearshare, GEARView, and ScopeCap are trademarks of PACSGEAR in the United States and/or other countries. Acrobat, Adobe, Bravo, DUET, efilm Lite, Elesys, MERGE, Microsoft, Primera, Windows, and other trademarks, registered trademarks, or service marks referred to in this document are the property of their respective owners. The publisher and the authors make no claim to these trademarks. While every precaution has been taken in the preparation of this document, the publisher and the authors assume no responsibility for errors or omissions, or for damages resulting from the use of information contained in this document or from the use of programs and source code that may accompany it. In no event shall the publisher and the authors be liable for any loss of profit or any other commercial damage caused or alleged to have been caused directly or indirectly by this document. Printed: 2013 in Pleasanton, CA, USA Use of Fictitious Patient Data Patient demographics appearing in this manual are examples only. No actual patient study data were used in the preparation of this manual. Any similarities to persons living or deceased is purely coincidental. PACSGEAR 4309 Hacienda Dr. Ste. 500 Pleasanton, CA USA EMERGO EUROPE Molenstraat BH, The Hague The Netherlands T F

3 Contents iii Contents 1 Welcome Overview of the PACSGEAR Image Exchange Server Institutions, Facilities, and Connections Setting Up an Institution Adding Facilities Making Connections Transferring Content and Receiving Notifications Uploading and Downloading Studies Notifications Other Functions Editing Institution Settings Editing Institution User Settings Editing and Deleting Facilities Support... 18

4 1 PACSGEAR Image Exchange Server 1 Welcome Congratulations on your selection of PACSGEAR software, the leader in connecting documents and multimedia from any department to PACS/EHR. PACSGEAR software lets you scan documents, create electronic forms, digitize prior film, capture video, and import multimedia files such as JPEG/AVI/MPEG and DICOM CDs/DVDs. The availability of specific features is based on the license that you purchased. For more information, please contact us: Americas, Asia-Pacific Europe, Middle-East, Africa PACSGEAR PACSGEAR 4309 Hacienda Drive, Suite 500 Balanstrasse 73 Pleasanton, CA USA Munich, Germany T T +49 (0) F F +49 (0) support@pacsgear.com support@pacsgear.com

5 2 PACSGEAR Image Exchange Server Glossary of Terms and Symbols The following terms and symbols are used in PACSGEAR manuals. Consult instructions for use. Appears on the product CD. Conformité Européenne. Indicates that the product complies with the requirements of the 93/42/EEC Medical Device Directive. Symbol for manufacturer. Symbol for European authorized representative. Click to view a video tutorial. Caution. Messages that alert you to conditions that could result in equipment failure, equipment damage, or data loss. WARNING. Messages that alert you to conditions that could result in death or serious injury. Accession number AE Burner CR DICOM DOB DX EMR EHR HIPAA LDAP Media Modality MRN PACS PacsSCAN A tracking or order number for patient studies. Application entity. A local or remote DICOM service. A digital recording device such as a CD recorder that stores data on media. DICOM modality abbreviation for computed radiography. Digital imaging and communications in medicine. A networking standard for the medical industry. Date of birth. DICOM modality abbreviation for digital radiography. Electronic medical records. Electronic health records. The Health Insurance Portability and Accountability Act. A law that stipulates transferability of health insurance coverage, standardizes aspects of electronic medical records, and protects patient confidentiality with regard to health information. Lightweight directory access protocol. Used for looking up network services and addresses. Electronic storage media, such as CD-ROM and DVD. Sources of data, such as from ultrasonography, MRI, PET, and CT. Medical record number. Sometimes referred to as the patient ID number. Picture archival and communication system. General term for any of the PacsSCAN products (PacsSCAN Film, PacsSCAN Video, etc.)

6 3 PIE PIES RIS UID PACSGEAR Image Exchange PACSGEAR Image Exchange Server Radiology information system. A system used to order radiology studies. Unique identifier. A manufacturer-specific identification string that is assigned by modalities to images, series, or studies. Operating Procedure Conventions Operating procedures employ the following conventions. Convention Boldface type Italic type Courier font Indicates Names of buttons. Names of on-screen objects other than buttons (such as menu commands). Text that the user types. > Sequence of procedures.

7 4 PACSGEAR Image Exchange Server 1.1 Overview of the PACSGEAR Image Exchange Server The PACSGEAR Image Exchange Server enables subscriber facilities (hospitals, departments, clinics, etc.) to easily share imaging studies via the Internet-based Open Image Exchange framework. Studies can be uploaded to the server by the sending facility using MediaWriter or MediaUploader, and accessed by the recieving facility on PacsSCAN. A B Facility Facility Facility Facility Facility Facility Connected Institution Connected Institution Figure 1.1 Images can be exchanged between connected facilities within an institution (A) or across institutions (B) This manual describes how to access PACSGEAR Image Exchange Server (hereinafter, PIES) via Web browser and manage your PACSGEAR Image Exchange account. Key topics include: Setting up institutions and facilities Creating connections between facilities that will exchange studies Performing administrative tasks

8 5 PACSGEAR Image Exchange Server 2 Institutions, Facilities, and Connections To begin using PIES you must first request access to the server. When you make a request, PACSGEAR sets up an account for your institution (parent health organization). You will then be able to log on and view the institution in PIES. Next you will use PIES to add facilities to your institution (member organizations such as hospitals and clinics). Finally, you will create connections between the facilities that wish to exchange studies. 2.1 Setting Up an Institution Both the sending and receiving institutions must be set up in PIES. If the sending and receiving institution is the same (if studies will only be exchanged between facilities within the same institution), then only one institution needs to be set up. Procedure 1. Using a Web browser, go to Complete and submit the form. When PACSGEAR finishes processing your request, you will receive an with your institution's log on credentials. 2. Open PIES by going to The log on screen appears. Figure 2.1 Log In screen 3. Enter your institution s user name and password and click Log In. The institution page appears with a list of its associated facilities (no facilities are listed until you add them).

9 6 A B C D E F G H I Figure 2.2 Institution page: Facilities list A Click to display contact information for getting help. B Click to log off PIES. C Click to edit institution user settings (see chapter 4). D Institution name. E Facilities list (empty until you add facilities). F Click to display the facilities list. G Click to add a new facility. H Current institution information. I Click to edit institution settings (see chapter 4).

10 7 PACSGEAR Image Exchange Server 2.2 Adding Facilities 1. Click Add New Facility. The Add New Facility page appears. Figure 2.3 Add New Facility page 2. Fill out the form and click Add Facility. The facility is added, and appears in the Facility List. Note The user name and password you enter here will be used again when configuring the image exchange service on MediaWriter, MediaUploader, or PacsSCAN.

11 8 3. Repeat the steps above to add all of the facilities in your institution that will use the image exchange service. Figure 2.4 Faclities list with all member facilities listed

12 9 PACSGEAR Image Exchange Server 2.3 Making Connections Once facilities have been added, you must make connections between the ones that will share images. Connections tell PIES which facilities should receive incoming studies from a given sender. 1. Click New Connection Request. The New Connection page appears. Next you will search for the institution of the facility to which you would like to make a connection. Figure 2.5 New Connection page 3. Enter institution name in the Search for box and click Search. If the institution is found, all available facilities are displayed in the list. 4. Find the facility to which you wish to connect, and click the Request Connection link. The request is assigned a pending status, as shown in the Connections page. Figure 2.6 Connections page The user at the requested facility receives the request in the Notifications page. The user clicks the green button under Accept to complete the connection.

13 10 Figure 2.7 Request for connection appears in the Notification page Once connections have been made, you are ready to being using the service.

14 11 PACSGEAR Image Exchange Server 3 Transferring Content and Receiving Notifications Once institutions, facilities, and connections have been set up, you can use the image exchange service to easily send studies between connected facilities. While transferring images, PIES provides real time status information as well as notifications. 3.1 Uploading and Downloading Studies The following describes an image exchange scenario as an example of how studies are uploaded and downloaded. Procedure 1. As the sender of a study, use MediaWriter or MediaUpload to upload a study to a previously configured image exchange service (for instructions, see the MediaWriter user s manual). 2. As the recipient of the study, log on to your institution in PIES and click your facility name. 3. Click Inbox. The Inbox appears, showing the status of incoming studies. When the study is finished uploading to the server, the status reads Upload_Complete. Figure 2.8 Inbox showing the status of an uploaded study Upload refers to uploading the study to a temporary location on the server. An uploaded study is not available until it is downloaded into the Inbox. This process begins automatically, and you can watch the progress in the status column. A list of all available status messages is listed in the table below.

15 12 Table of Upload/Download Statuses Status Description Uploading Study is moving from the sender's client to a temporary location on the server Upload_Error Upload Complete Downloading Download_Error Download Complete Download Deleted Processed Processed_Deleted Expired_Deleted An error occurred, and the upload was aborted. Study is finished uploading Study is moving from the server to the recipient's Inbox An error occurred, and the download was aborted. Study is finished downloading, and is availalbe using PacsSCAN Study has been deleted from the server, but is still available in the Inbox Study has been imported by PacsSCAN. Study was deleted after being imported. Study expired before being processed, and was deleted. 4. As the recipient, use PacsSCAN s Exchange function to import the study from the Inbox. Once the study has been sent to PACS, it is recommended to delete the study from the Inbox for security purposes. PIES deletes studies automatically from the server after a period of time you can specify in the institution settings.

16 Notifications PIES can notify you by when certain tasks have been completed. To elect to receive notifications, select the Receive notification check box in the Edit facility dialog box. There are two types of notifications, connection notifications and content notifications. Connection notifications Connection notifications inform you when institutions, facilities, and connections are created or modified. Content notifications Content notifications inform the sender and/or receiver when studies go through the various statuses listed above in the previous section. The following are some examples of this. Expired-deleted notification From: Date: February 21, :23:11 PM PST To: Subject: PIE: Expired_deleted upload from North Hospital - Radiology From: North Hospital - Radiology To: South Hospital - Radiology Delete Time: 2/21/2013 1:05:24 PM PIE Server: Notice to Recipient: If you received this in error, please notify the sender immediately via and then permanently delete this without reading, forwarding, or saving it. PACSGEAR, Inc. PACSGEAR 4309 Hacienda Drive, Suite 500, Pleasanton, CA USA Upload notification From: pie@pacsgear.com [mailto:pie@pacsgear.com] Sent: Thursday, February 21, :19 PM To: john.smith@northhospital.com Subject: PIE: Upload from North Hospital - Radiology From: North Hospital - Radiology To: South Hospital - Radiology Upload Time: 2/21/ :18:33 PM PIE Server: Notice to Recipient: If you received this in error, please notify the sender immediately via and then permanently delete this without reading, forwarding, or saving it. PACSGEAR, Inc. PACSGEAR 4309 Hacienda Drive, Suite 500, Pleasanton, CA USA

17 14 New connection request From: Sent: Monday, February 25, :33 AM To: Subject: PIE: New connection request You have a new connection request from West Hospital Radiology. Click here to login and see your new notifications. This message was automatically sent from the PACSGEAR Image Exchange Server. Notice to Recipient: If you received this in error, please notify the sender immediately via and then permanently delete this without reading, forwarding, or saving it. PACSGEAR, Inc. PACSGEAR 4309 Hacienda Drive, Suite 500, Pleasanton, CA USA Connection request accepted From: pie@pacsgear.com Sent: Monday, February 25, :34 AM To: jane.smith@westhospital.com Subject: PIE: Connect request accepted Your connection request to North Hospital Radiology has been accepted. Click here to login and see your connections. This message was automatically sent from the PACSGEAR Image Exchange Server. Notice to Recipient: If you received this in error, please notify the sender immediately via and then permanently delete this without reading, forwarding, or saving it. PACSGEAR, Inc. PACSGEAR 4309 Hacienda Drive, Suite 500, Pleasanton, CA USA

18 15 PACSGEAR Image Exchange Server 4 Other Functions 4.1 Editing Institution Settings In the left navigation panel of the institution page, click Edit Institution to display the Edit Institution dialog box. Figure 4.1 Edit institution dialog box Edit the information as necessary and click Update Institution. The following fields bear explanation. Delete after download Selecting this check box causes PIES to automatically delete studies from the server once they have been downloaded to the Inbox. Data retention duration Select the amount of time PIES waits before deleting studies from the server.

19 Editing Institution User Settings Click Settings in the upper right corner of any page to open the institution User Settings dialog box. Update information as needed and click Update Contact or Update Password. Figure 4.2 Institution user settings dialog box

20 Editing and Deleting Facilities From the Facility List, click a facility name to open the facility's Inbox. At the bottom of the left navigation panel click Edit Facility to open the Edit Facility dialog box. Edit the information as needed and click Update Facility. Note that in the Primary or Secondary boxes, you can enter an list if available. Figure 4.3 Edit facility dialog box Note that you can also open the Edit Facility dialog box by clicking the blue Edit button in the Edit column of the Facilities list. To delete a facility, click the red Delete button in the Delete column. Figure 4.4 Faciliy List

21 18 PACSGEAR Image Exchange Server 5 Support At PACSGEAR, your success is our success. If you have any questions or problems, please do not hesitate to contact us. Customer Support (Americas, Asia-Pacific): (8:00 am to 5:00 pm Pacific Time). support@pacsgear.com Customer Support (Europe, Middle East, Africa): +49 (0) (08:00 to 17:00 Central European Time). support@pacsgear.com