N C MPASS. Getting Started. Version 6.8

Transcription

1 N C MPASS Getting Started Version 6.8

2 Ontario Telemedicine Network (OTN) All rights reserved. Last update: May 24, 2018 This document is the property of OTN. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, or information recording and retrieval systems, for any purpose other than the recipient's internal use, without the express written permission of OTN. OTN contact information: OTN Quality Assurance 438 University Avenue, Suite 200 Toronto, ON M5A 0L6 Phone. (416) Fax: (416) Web site: ii

3 Table of Contents Using This Guide... 5 Document Updates... 6 Introduction to Ncompass... 7 What is Ncompass?... 7 Getting an Ncompass Account... 8 Logging In... 9 Ncompass Home Page Signing Off (Logout) Using the Ncompass Calendar Calendar Details Modifying the Calendar View Viewing different dates and durations Viewing My Systems Viewing activity at other sites or systems Marking Time for a System Viewing Your Systems Marked Time Using the Marked Times Finder Creating a Marked Time Marked Time Fields Recurring a Marked Time Editing a Marked Time Cloning (Copying) a Marked Time Deleting a Marked Time The My Events Page Viewing Upcoming Events Using the Event Finder Event Finder Filters Searching for an Event Using Quick Search Using your Browser s Find Feature Viewing Event Details Non-Clinical Event Details Clinical Event Details Clinic Details Opening or Downloading Attachments Requesting Billable, After Hours, and Last-Minute Events Ncompass Getting Started: Calendar & Reports v6.8 iii

4 Table of Contents Resources: Public Events, Reports, and Documents Public Events Upcoming Public Events OTN Learning Centre Webcast Resources Reports 62 Historical Usage Sessions for the Next 5 Days Session Lists Utilization Reports Documents Appendix A: Ncompass Registries Site/System Registry Searching the Site/System Registry Site/System Registry Search Fields Updating Site/System Information Contact Registry Searching the Contact Registry Contact Registry Fields Updating Contact Information Appendix B: Conference Modes (Video Layout) Full Screen Layout Split Screen Layouts (Side by Side, 1+7, 1+21) Sample Screen Layouts Glossary Index Ncompass Getting Started: Calendar & Reports v6.8 iv

5 Using This Guide This guide explains some of the basic functions of the Ncompass application, specifically the following: 1. An introduction to Ncompass and its use, which contains general information about what it is, how it is used, and descriptions of the home page. 2. A glossary defining key words and acronyms used in Ncompass. For more detailed Ncompass information and instructions, refer to the following user guides: Ncompass Non-Clinical Self-Scheduling & Registration (learning & meeting events) Ncompass Clinical Self-Scheduling Ncompass Connecting to a Videoconference (Click-to-Call & Auto-Initiation) (portal calling) To view, download, or print an Ncompass user guide, from the Ncompass home page, in the left navigation panel, click the Documents link in the Resources section. Figure 1: Navigating to Ncompass user guides Intended Audience This guide is intended for use by OTN members who are new to Ncompass. It can also be used by anyone interested in learning about Ncompass. This guide has been prepared with the expectation that users have basic computer skills (for example, know how to click with a mouse, scroll a screen, close a window, etc.) and general familiarity with a web browser (such as Microsoft Internet Explorer). Ncompass Getting Started: Calendar & Reports v6.8 5

6 Using This Guide Document Updates Following is a high-level list of revisions to this manual. For full details about an Ncompass update, refer to the Release Notes issued with each version. Version Date Description of Change 6.8 May 24, 2018 Updated user guide to latest release of TSM/Ncompass. This includes, but is not limited to, the following: Self-schedulers can now create a series of recurring non-clinical events from either a point-to-point or a multi-point event. (Previously, you could create a series only from an Ncompass clinic.) o An event in a series appears with a recur symbol in its calendar entry. o An event in a series includes the Series ID and Frequency in its Event Details. Ncompass Getting Started: Calendar & Reports v6.8 6

7 Introduction to Ncompass What is Ncompass? Ncompass is an online scheduling tool designed for health care professionals or their delegates to arrange telemedicine events. It s simple to use, secure, and gives you access to the same scheduling information as OTN Customer Care - Scheduling Coordination. With Ncompass you can: Check your calendar for upcoming events. View detailed information about events and participants in real-time. View upcoming educational opportunities. Self-register for open educational and administrative events. Self-schedule clinical, educational, and administrative events both point-to-point and multi-point events. Launch, monitor, and control scheduled point-to-point events. Generate activity reports for your site. Leave electronic notes in your calendar for other Ncompass users. Quickly access manuals, forms, and other online resources. Figure 2: Ncompass homepage Ncompass Getting Started: Calendar & Reports v6.8 7

8 Introduction to Ncompass Getting an Ncompass Account Ncompass stores sensitive personal health information, such as patient names and event details. Therefore, OTN has an approval process for new users. There are three steps, which involve authorization, training, and password set-up. 1. Contact your Account Manager (previously known as a Regional Manager) and ask them to have you set up for Ncompass training. If you don t know your regional manager, send an explaining the situation to information@otn.ca and OTN will let you know who to contact. 2. After you receive approval, you must complete the online training course that will give you an overview of Ncompass features and the guidelines and etiquette for using them. You will receive an from the OTN Training Centre with links and instructions for accessing the course. 3. After you have successfully completed the online training, you will be assigned a temporary password enabling you to log in. The first time you log in you will be prompted to change this to a private and unique password. Ncompass Getting Started: Calendar & Reports v6.8 8

9 Introduction to Ncompass Logging In You log in to Ncompass using OTN s single sign on screens. If you are already signed in to the OTNhub (otnhub.ca), you don t have to log in again to access Ncompass. You can click on the Schedule link in the top banner. 1. If you are not already logged in to the OTNhub, launch your Internet browser and go to schedule.otn.ca. The Login selection screen appears. Figure 3: OTN login screens 2. Select the appropriate login ONE ID or OTN credentials. 3. Type your username and password and then click the Login (or Sign in) button. If this is the first time you have logged in, you will first need to set up your OTN security options (e.g., password, challenge questions, etc.). For detailed instructions, visit the OTN Self Service Help web site. The Ncompass home page appears. Ncompass Getting Started: Calendar & Reports v6.8 9

10 Introduction to Ncompass Ncompass Home Page The Ncompass home page provides you with quick access to frequently used tasks and the events that you re already working on. The home page contains four sections, described below. Figure 4: Ncompass home page Top-level navigation toolbar: These three links remain constant as you navigate around the Ncompass portal. About Ncompass Contact Us Logout Opens a new, small window containing the Ncompass version number and its release date. Opens a new, small window containing addresses and telephone numbers for the OTN Technical Support and OTN Customer Care - Scheduling Coordination. To log out of Ncompass, click this link. Quick Search panel: Search for a specific event/clinic or series of recurred clinics: To search for a specific event/clinic, type in the complete Event ID and click. If Ncompass finds the event/clinic, the View Event Details page will display. To search for a specific series of recurring clinics, type in the complete Series ID and click. If Ncompass finds the series, an Events List appears with all clinics in the series. Ncompass looks for an exact match. Therefore, do not use a partial number for your search. If no match is found, Ncompass displays an error message. Ncompass Getting Started: Calendar & Reports v6.8 10

11 Introduction to Ncompass Left navigation panel: Contains links to the main features of Ncompass and remains constant as you select the features. Clicking a link in this panel causes the chosen content to appear in the main panel. The best way to navigate in Ncompass is by using the links in this panel. Using the browser s back and forward buttons might have unintended consequences. Navigation Link Calendar Non-Clinical Events Clinical Events Description Select the content to display in the main panel: A calendar view of the current day displayed as 24 one-hour periods, showing marked time and events for the systems associated with your profile. A calendar view of the current week, for all systems associated with your profile, starting with Monday and ending the following Sunday. Each day displays similar to the Today view. A list of events, scheduled during the next month, that involve systems associated with your profile. If a red circle with a number appears beside the link ( ), there are events that require an action. For example, system approval or patient confirmation. A list of marked times that involve systems associated with your profile. See Using the Ncompass Calendar on page 14. Self-schedule administrative and educational events, both multipoint and point-to-point. See Ncompass Non-Clinical Self-Scheduling & Registration user guide available from the Ncompass Documents section. Self-schedule clinical events, both multipoint and point-to-point. See Ncompass Clinical Event Self-Scheduling user guide available from the Ncompass Documents section. Continued on next page Ncompass Getting Started: Calendar & Reports v6.8 11

12 Introduction to Ncompass Navigation Link Resources Description View a list of upcoming, open-access scheduled events posted on the Ncompass calendar. Generate activity reports for your site. Access Ncompass user guides and contact list. Open a new window/tab with the OTNhub Directory where you can find telemedicine contacts and sites. Open a new window/tab with the OTN training site where you can view scheduling training modules. Open a new window/tab with the OTN training calendar, where you can view and register for available lunch and learn sessions. See Resources: Public Events, Reports, and Documents on page 58. What s New A brief message about OTN or Ncompass. Right navigation panel: The content of this area changes depending on the Ncompass feature you are currently using. It contains links and buttons to customize the screen and initiate actions. For example: When self-scheduling an event, the panel displays the Event Tool Bar that contains buttons to initiate various actions. Event Tool Bar When viewing your calendar, the panel displays a Modify View set of fields with a monthly calendar for selecting different dates and different systems. Modify View Main panel - The content of this area changes depending on the Ncompass feature you are currently using. For example: When viewing your calendar, it displays a detailed daily or weekly calendar containing information about events during the selected time period. When registering or self-scheduling, it displays the forms and information needed to complete your registration or to schedule an event. Ncompass Getting Started: Calendar & Reports v6.8 12

13 Introduction to Ncompass Signing Off (Logout) To sign off from Ncompass, click the Logout button in the top navigation bar. Figure 5: Ncompass logout button Ncompass will automatically logout after fifteen minutes of inactivity. Do not leave your workstation unattended while logged in to Ncompass. If you need to leave your desk, either log off Ncompass or lock your workstation. Ncompass Getting Started: Calendar & Reports v6.8 13

14 Using the Ncompass Calendar The Ncompass calendar offers you the flexibility to view different dates and systems, seeing at a glance scheduled events and marked time that involve one or more of your systems. To access the calendar from anywhere in Ncompass, click the or link in the Calendar section of the left navigation panel. Figure 6: Calendar links Calendar Details The Ncompass calendar displays the activity for a selected time frame and systems. The default view shows the current day displayed as 24 one-hour periods. For all systems associated with your Ncompass profile, marked time (the entire duration) and events (at the start time) are shown in daily time slots. Figure 7: Ncompass calendar Date(s) and System(s): Indicates the date(s) and system(s) displayed in the calendar. For example, daily (default) or weekly for all systems (e.g., Mon. Feb. 6, 2015: All Systems) or a specific system on a specific date ((e.g., Mon. Feb. 6, 2015: LON_OTN_0271_OTN_03) Ncompass Getting Started: Calendar & Reports v6.8 14

15 Using the Ncompass Calendar OTN Event Listing: Indicates an event is scheduled during the time period. For each event, the entry includes: Point-to-point (P2P) clinical event listing Start and End time (including setup time) Event ID Your system involved in the event Recur (Series) symbol Event Status Patient Name (only for clinical events & only displays to authorized users) Both systems involved in the event Consultant (for clinical) Presenter (for non-clinical) Ncompass clinic listing Start and End time (including setup time) Event ID Your system(s) involved in the event Recur (Series) symbol Event Status Multi-point non-clinical event listing Start and End time (including setup time) Event ID Your system(s) involved in the event Recur (Series) symbol Event Status Ncompass Getting Started: Calendar & Reports v6.8 15

16 Using the Ncompass Calendar The top line of the event listing displays a maximum of one system name. If there are more systems involved a plus sign (+) appears beside the system name. To view summary details about the event, move your cursor over the event listing. If you are viewing event details for one of your associated systems, the pop-up will display all your other associated systems involved in the event. If you are viewing another site, the pop-up will display all other systems from that site involved in the event. Figure 8: Event listing details with summary pop-up To open the Event Details page with complete information about the event, click the event listing anywhere. Figure 9: Non-clinical event listing link to Event Details page Figure 10: Clinical event listing link to Event Details page The Event Details page contains complete information about the event. For more information about the Event Details page, see Non-Clinical Event Details on page 45 and Clinical Event Details on page 50. Marked Time: Allows you to let others know when your system(s) are or are not available. See Marking Time for a System on page 24. To view more details, move your cursor over the marked time listing. Figure 11: Marked time additional details pop-up Ncompass Getting Started: Calendar & Reports v6.8 16

17 Using the Ncompass Calendar Date Selection: Allows you to modify the calendar view to show only a specific date or week. See Viewing different dates and durations on page 18. Print Calendar: Allows you to print the calendar that you are currently viewing. See Printing your calendar view on page 21. Mark a Time: Allows you to identify specific time periods to let others know when your system(s) are unavailable, available, or have special conditions. See Marking Time for a System on page 24. My Systems: Allows you to modify the calendar view to show events that involve a specific system or all systems associated with your Ncompass profile. See Viewing My Systems on page 19. View Other Systems: Allows you to modify the calendar view to show events that involve only a specific system that you are not associated with. See Viewing activity at other sites or systems on page 20. Ncompass Getting Started: Calendar & Reports v6.8 17

18 Using the Ncompass Calendar Modifying the Calendar View By default, your calendar shows activity occurring for the current day, for all the systems you re associated with. You can change the date and the systems displayed using the buttons, fields, and calendar in the Modify View panel on the right side of the screen. Figure 12: Modify View panel Viewing different dates and durations While viewing All Systems or a specifically selected system, you can change the date displayed. To change the date to another day within the current month, click that date in the Select Date calendar. To change the month or year: i) To view the previous ( ) or next ( ) month, click the arrow at the left or right in the calendar s month/year title bar. Or click the Month drop-down list and select a new month. Or click the Year drop-down list and select a new year. ii) Click the new date you want to view. To view a whole week at a time, click the arrow that appears at the beginning (far left) of each row. After clicking a new date or week, Ncompass reloads the page with the new daily or weekly view for your selected date(s). To return to the default view (current date) for All Systems, click the link in the Calendar section of the left navigation panel. or Ncompass Getting Started: Calendar & Reports v6.8 18

19 Using the Ncompass Calendar Viewing My Systems The My Systems section of the Modify View panel allows you to change which of your associated systems activities to display in the calendar panel. Figure 13: Modify View panel - My Systems By default, the Daily or Weekly calendar view displays all activities that involve any of the systems associated with your profile. However, you can change the calendar to show only selected systems. 1. To open a pop-up listing all your associated systems, click. A pop-up appears listing all your associated systems, in ascending alpha-numeric order. By default, all systems are selected. 2. Use the and buttons and the system checkboxes to select your desired systems. 3. To view the updated calendar panel, click. Ncompass closes the pop-up and updates the calendar to display activity for only the selected systems. The calendar s title bar displays the date(s) and a My Selected Systems title. Figure 14: Select My Systems pop-up Figure 15: Calendar displaying selected systems Ncompass Getting Started: Calendar & Reports v6.8 19

20 Using the Ncompass Calendar Viewing activity at other sites or systems If you want to see what is scheduled for all systems at another site or scheduled for a specific system at another site, the All OTN Systems section of the Modify View panel allows you to select another site or to select a system not associated with your profile. Figure 16: Modify View panel - Other Systems 1. To identify the site or system you want displayed, click. A new window opens with the Search Site/System form (with default values for Site Class as Member and System Status as Active ). Figure 17: Site/System search 2. Type or select your desired search terms. For example, to search for only systems associated with a specific site, type the OTN site ID in the Name field (e.g., 0014). Use fewer search terms instead of more. The more fields you add to a search, the less likely you are to find what you are looking for because Ncompass looks for an exact match with all your search terms before it will give you any results. Ncompass Getting Started: Calendar & Reports v6.8 20

21 Using the Ncompass Calendar 3. To submit your search terms, click. Ncompass displays a list of matching sites and systems in the bottom of the search window. Figure 18: Site/System search results 4. To select a specific system, click the system name in the search results list. Ncompass reloads the main calendar panel to display only the selected system s activities and the title bar displays the selected system name. Figure 19: Calendar displaying specific system s schedule 5. To select a specific site, click the site name in the search results list. Ncompass Getting Started: Calendar & Reports v6.8 21

22 Using the Ncompass Calendar Ncompass reloads the main calendar panel to display activities at the selected site. Title bar Displays the selected site name. Calendar Displays all events that involve any of the site s systems. Each event listing displays a maximum of one system name. If there are more systems involved from the site, a plus sign (+) appears beside the displayed system name. Additional details pop-up To see which associated systems are involved in an event, move your cursor over the event listing. (Systems involved in the event but not associated with the selected site will not appear.) List of systems All systems associated with the selected site appear in alpha-numeric order in the Modify View panel, below. To view one system s activity from the Site view, click the system name. (To return to the Site list, use your browser s back button.) If a system name is too large to fit in the panel, to view the full name move your cursor over the system name. Title bar Calendar Additional details pop-up List of systems Figure 20: Calendar displaying a specific site s schedule If you clicked a system name while viewing a site s calendar and then want to return to the site s calendar page (with its list of systems), use your browser s back button. Ncompass Getting Started: Calendar & Reports v6.8 22

23 Using the Ncompass Calendar Printing your calendar view To print the calendar that you are viewing, click Modify View panel on the right. that appears at the bottom of the Figure 21: Print calendar Ncompass Getting Started: Calendar & Reports v6.8 23

24 Using the Ncompass Calendar Marking Time for a System You can mark time only for your associated systems. Marking time allows you to highlight specific time frames for a system. The marked time acts like a sticky note for a particular time, date, and system and appears as a colour-coded bar in your Ncompass calendar. The time period is highlighted in your calendar but the system is still available to be scheduled into an event by yourself or others (unless it s marked as system closed ). You can view your marked times and then create, edit, recur, copy/clone or delete marked time for your associated systems. To view summary details about a marked time, move your cursor over the time bar in the calendar. Figure 22: Marked time showing different statuses and pop-up with summary details Ncompass Getting Started: Calendar & Reports v6.8 24

25 Using the Ncompass Calendar Marked Time Status Indicators Status Mark this status if Ncompass action Available Use this status together with a marked time public note when you want users to know something about the system. For example, the health care provider is available for consults only during specific times for a particular system. Ncompass will allow the system to be scheduled into clinical or non-clinical events. A message appears when the system is scheduled into an event. Available for Non-Clinical Events Reserved Resources Unavailable System Closed System is available only for administrative or educational events. The system is not to be used for clinical events. You are holding a spot for a session that has yet to be scheduled. If you see this label on a system, please check with the user who marked this system as "reserved" before booking this system into another event. System is available, but there are no human resources available for use with this system. For example, you are unavailable and you have no backup coordinator at your site. Your system is completely unavailable. For example, if there is no room available for the system or the system is under repair. Ncompass will allow the system to be scheduled into clinical or non-clinical events. A warning message appears when the system is scheduled into an event. Ncompass will allow the system to be scheduled into clinical or non-clinical events. A warning message appears when the system is scheduled into an event. Ncompass will allow the system to be scheduled into clinical or non-clinical events. A warning message appears when the system is scheduled into an event. Ncompass will not allow the system to be scheduled into an event. If someone tries to include this system in an event, they receive a conflict error. Ncompass Getting Started: Calendar & Reports v6.8 25

26 Using the Ncompass Calendar Viewing Your Systems Marked Time The View My Marked Times option displays all the marked times that involve your associated systems. The page also displays the Marked Times Finder, which you can use to filter the list. 1. To access the list, click the View Marked Times link in the Calendar section of the left navigation panel. Figure 23: View My Marked Times link A My Upcoming Marked Times list appears. Initially it shows all of the marked times that appear on your calendar for the next month, in chronological order. Figure 24: My Upcoming Marked Times list 2. If you are viewing your Marked Time in a daily calendar, to view a summary pop-up for a marked time, move your cursor over its time bar in the list. 3. From a calendar entry or your Upcoming Marked Times list, to open a Marked Time Summary window, click its time bar in the list. Figure 25: Marked Time pop-up in calendar Figure 26: Marked Time Summary window 4. To temporarily change your display to include only a specific date range, types of events, or other criteria, use the Marked Time Finder panel. 5. To delete a marked time, click the X in the far right of its time bar. Ncompass Getting Started: Calendar & Reports v6.8 26

27 Using the Ncompass Calendar Using the Marked Times Finder The Marked Times Finder allows you to customize your search. 1. To select which marked times are displayed, select the appropriate Marked Times Status, Date Range, and Systems. For example, you can search for only closed systems within the next three months that involve your system To update the display, click at the panel s bottom. Ncompass updates the list with marked times that match your selection criteria. Figure 27: Marked Times Finder 3. To create a new marked time, click the Mark a Time button at the top of the panel. (For instructions, see Creating a Marked Time on page 28.) Ncompass opens a new Create a Marked Time window. The filtered display is a temporary change. If you click the View My Marked Times link, the list reverts back to the default display (all marked times for your systems over the next 30 days). Ncompass Getting Started: Calendar & Reports v6.8 27

28 Using the Ncompass Calendar Creating a Marked Time You can mark time for an individual system or all systems within a site. 1. To open a marked time window, use one of the following options: In the main calendar panel, click one of the time slots. In the Modify View panel on the right, click Mark a Time. Figure 28: Create marked time from calendar Figure 29: Create marked time using button A Marked Time window appears. If you are viewing only your systems, they are listed and are all selected by default. If you are viewing an other system or site, the other system(s) are listed and selected by default. Your systems are also in the list, but are not selected. Figure 30: Marked Time window for My Systems Figure 31: Marked Time for other site 2. Complete the fields as described below. Ncompass Getting Started: Calendar & Reports v6.8 28

29 Using the Ncompass Calendar Marked Time Fields An asterisk (*) indicates a required field. Field Subject System & listed systems Instructions Type a meaningful one line description of your marked period. Lists all your associated systems. If you have selected to view other systems, the selected other systems are also listed. To toggle between selecting and de-selecting all systems in the list, click the checkbox at the top of the list. To individually select or de-select a system, click its checkbox. Marked Time Status* Figure 32: Marked Time system selection A mandatory field. To select a status, click the drop-down arrow and select the item that best matches your reason for marking the time period. Date* Start Time* End Time* Figure 33: Marked time status drop-down A mandatory field. Defaults to the date currently displayed on your Ncompass calendar. To change the date, select a date using the calendar link ( type a date using the format dd-mm-yyyy. A mandatory field. Defaults to the start of the first time slot you selected on the calendar. To change, type a new start time using 24 hour format EST. For example, type 1400 for 2:00 p.m. A mandatory field. Type a new end time using 24 hour format EST. For example, type 1400 for 2:00 p.m. ) or Continued on next page Ncompass Getting Started: Calendar & Reports v6.8 29

30 Using the Ncompass Calendar Field Public Notes Private Notes Instructions Type information or reminders that any Ncompass user can view. Type information or reminders that only users associated with that system (e.g., you and others at your site) and OTN Customer Care - Scheduling Coordination can view. Make Recurring See Recurring a Marked Time on page 31. To apply the marked time to all your selected systems, click this button. To open a print dialog box that enables you to print the contents of the Marked Time window, click this button. To close the Marked Time window without applying any changes, click this button. When you submit the marked time, Ncompass validates that all mandatory fields are complete and if there are errors, issues an error message. Correct the error(s) and resubmit. If there are no errors, Ncompass saves your marked time request and the calendar page reappears with the marked time inserted as colour-coded bars. (See Marked Time Status Indicators on page 25.) If you have marked time for more than one system, each system appears in its own bar within the time slot. Figure 34: Marked time for three systems Ncompass Getting Started: Calendar & Reports v6.8 30

31 Using the Ncompass Calendar Recurring a Marked Time If you would like to have a marked time appear in the Ncompass calendar on a regular basis, you can set it to recur daily, weekly, or monthly. You can set a marked time to recur only when you originally create the marked time. If you want to recur an existing marked time, you must first clone it (to open a new Create a Marked Time window). You can set a marked time to recur a maximum of 12 times. Recurred marked times are not linked. If later you need to change or delete the recurring periods, you must individually edit or delete each one. Therefore, be conservative when you create recurring time periods. 1. Within a Create a Marked Time window, to initiate the recurrence process select the Make Recurring checkbox. The window expands to show additional recurrence fields. Figure 35: Marked Time fields for recurring 2. To identify the frequency of the recurring time period, click the Recur drop-down field and select Daily, Weekly, or Monthly. Additional fields appear that allow you to select the interval between occurrences. Figure 36: Recur daily Figure 37: Recur weekly Figure 38: Recur monthly Ncompass Getting Started: Calendar & Reports v6.8 31

32 Using the Ncompass Calendar 3. If you selected Daily or Weekly, type a value in the Every day(s) field to identify the number of days or weeks between occurrences of the marked time. If you selected Monthly, click the appropriate drop-down fields to select the day of the week and type a value in the of every month(s) field to identify the number of months between occurrences of the marked time. For example, if an event occurs the last Friday of every month, set the fields as follows:. If a system is busy every second Wednesday of every other month, set the fields as follows: 4. To identify the number of times you want the event to re-occur in your calendar, type a value in the End After field. Note: There is a current maximum of 12 recurrences. 5. To save the marked time and update your calendar, click.. Ncompass validates that all mandatory fields are complete and if there are errors, issues an error message. Correct the error and resubmit. If there are no errors, a confirmation dialog box appears listing the dates of the requested occurrences. Figure 39: Recur confirmation dialog box 6. Verify that the dates are correct. If correct, click. If not correct, click, change the recurrence and resubmit. Ncompass Getting Started: Calendar & Reports v6.8 32

33 Using the Ncompass Calendar Editing a Marked Time Editing a marked period changes the details for only that time and for only that one system. You cannot simultaneously edit multiple marked periods, even if you originally created them as recurring periods or as a group. 1. To open a marked time, click the marked time bar in the Ncompass calendar. A new window opens, displaying the Marked Time Summary. Figure 40: Marked Time Summary window 2. To open the marked time with fields you can edit, click. The Marked Time Summary window is replaced with an Edit a Marked Time window with all fields available for editing. 3. Make the necessary changes to all appropriate fields. 4. To save your changes and update the calendar, click. (If you don t want to apply the changes, click.) Ncompass validates that all mandatory fields are complete and if there are errors, issues an error message. Correct the error and resubmit. If there are no errors, Ncompass closes the Marked Time window and reloads the calendar page with the updated marked time. Ncompass Getting Started: Calendar & Reports v6.8 33

34 Using the Ncompass Calendar Cloning (Copying) a Marked Time Cloned time periods are not linked. If you later need to change or delete the cloned periods, you must individually edit or delete each one. When you clone a marked time, be sure to change the date and time. Otherwise you will simply be placing one marked time on top of another marked time. Cloning a marked time period is useful when you have a marked period with similar information (e.g., same subject and notes) but a different date or time. 1. To open a marked period, click the marked time bar in the Ncompass calendar. A new window opens, displaying the Marked Time Summary. Figure 41: Marked Time Summary window 2. To initiate the cloning, click. The Marked Time Summary window is replaced with a Clone a Marked Time window and all fields have the same values as the original marked time and you can edit all fields. 3. Edit the information as required. 4. To save the marked time and update your calendar, click. Ncompass validates that all mandatory fields are complete and if there are errors, issues an error message. Correct the error and resubmit. If there are no errors, Ncompass closes the Clone a Marked Time window and reloads the calendar page with the cloned marked time. Ncompass Getting Started: Calendar & Reports v6.8 34

35 Using the Ncompass Calendar Deleting a Marked Time Deleting a marked period removes only that time and for only that one system. You cannot simultaneously delete multiple marked periods, even if you originally created them as recurring or as a group. There are two different ways to delete a marked time: If you want to delete several marked times, delete using your list of marked times. If you want to delete a single marked time, delete using the summary window. Deleting using the List My Marked Times display. 1. Generate a list of your marked times using the View My Marked Times function. 2. Locate the marked time you want to delete. (Tip: You can reduce the items in the list by Using the Marked Times Finder.) Figure 42: My Upcoming Marked Times list 3. To delete a marked time, click the X in the far right of its time bar. A confirmation dialog box appears. Figure 43: Delete confirmation dialog box 4. To confirm the deletion, click. If you change your mind and do not want to delete the marked time, click. The My Upcoming Marked Times list refreshes with the deleted item no longer in the list. Ncompass Getting Started: Calendar & Reports v6.8 35

36 Using the Ncompass Calendar Deleting using the Marked Time Summary window. 1. To open a marked period, click the marked time bar in your Ncompass calendar or in the My Upcoming Marked Times list. A new window opens, displaying the Marked Time Summary. Figure 44: Marked Time Summary window 2. To initiate the deletion, click. A dialog box appears asking you to confirm the delete request. Figure 45: Delete confirmation dialog box 3. To confirm, click. If you decide not to delete the marked time, click. Ncompass reloads the calendar or list page with the marked time no longer included. Ncompass Getting Started: Calendar & Reports v6.8 36

37 The My Events Page Viewing Upcoming Events The View My Events option displays events that involve one of your systems or events that you have created. The page also displays the Event Finder, which you can use to filter the listed events. To access the list, click the View My Events link in the Calendar section of the left navigation panel. Figure 46: View My Events link If a red circle with a number appears beside the View My Events link ( ), it means there are events that require an action. For example, system approval or patient confirmation. When the My Events page initially appears, it lists events scheduled during the next month, in chronological order. By default, a maximum of 10 events are listed within one screen. If the list has more than 10 events, a bar appears at the top and bottom of the list that shows () the number of pages and includes () a link to View all. To view all your events listed in one screen, click View all. Figure 47: My Events Page Ncompass Getting Started: Calendar & Reports v6.8 37

38 Viewing Event Details Each event listing has a coloured title bar that includes: An event type indicator clinical or non-clinical. An event status or registration status indicator (e.g., tentative or scheduled). If the event has one or more attachments available, a paperclip icon appears ( ). If an event is part of a recurring series, a recur icon ( ) appears along with a linked Series ID. For clinical events, a red dot ( ) indicates that the event requires an action. For example, system approval or patient confirmation. By default, the red dot number includes all events that require an action within the next 30 days. If you want to see whether you have events occurring more than a month away, change the time frame using the Event Finder Scheduled Date Range. These event listings also include action buttons allowing you to perform the action without having to open the event details. If a clinical event is part of a clinic, a linked Clinic ID appears. To view an event s details or open the registration page for a specific event, click the event s coloured Status Bar. To temporarily change your display to include only a specific date range, types of events, or other criteria, use the Event Finder (see next page). Non-clinical event Clinical P2P event Clinic Clinical event that s part of a clinic Clinic that s part of a recurring series (with attachment) Figure 48: Events Listings Ncompass Getting Started: Calendar & Reports v6.8 38

39 Viewing Event Details Using the Event Finder The Event Finder allows you to customize your search so that only specific events appear in the My Events list. 1. To select which events are displayed, select the appropriate options and date ranges. (For more detailed information about the selection criteria, see Event Finder Filters on the next page.) Main filters For example, you can search for only non-clinical events that are scheduled for the next six months. 2. To update the display, click at the panel s bottom. Ncompass updates the events list with events that match your selection criteria. The filtered display is a temporary change. If you click the View My Events link, the list reverts back to the default display (all events scheduled for your systems for the next 30 days). 3. To open a printable version of the events list, click at the top of the Event Finder panel. Additional filters Ncompass opens a new window containing only the events list and a print button. 4. To print the list, click. If you are viewing an event selected using the calendar, to return to the My Events page with all settings retained, click the << Back to Last Calendar View link at the top left of the main panel. Figure 49: Event Finder Ncompass Getting Started: Calendar & Reports v6.8 39

40 Viewing Event Details Event Finder Filters Main Filters These filters are applied in every search. You can further refine your search by using additional filters. Filter Association with Event Description All associated events: The default. Displays only events that either you have created or that include one of your associated systems. Event Creator: Displays only events that you have created. Event Host or Patient Site: Displays non-clinical events where one of your systems is registered as the host site and clinical events where one or more of your systems are registered as a patient site. Event Participant or Consultant Site: Displays non-clinical events where one or more of your systems are registered as a participant site and clinical events where one of your systems is registered as the consultant site. Scheduled Date Range Defaults to start at the current day and end one month from the current day (e.g., from April 23, 2015 to May 23, 2016). From and To: Use the drop-down fields to select a desired day, month and year for the From and To dates. Additional Filters After setting the association and scheduled date range filters, you can further refine your search by using these additional filters. Filter Created Date range Events Starting Between Description From and To: Use the drop-down fields to select a desired day, month and year for the From and To dates. To search for events within a specific timeframe, type beginning and end times using 24-hour format. Note that this search includes set-up time. For example, Event #00088 has 45 minutes set-up time and a scheduled start time of 2:30 pm. If you search for events between 1:30 2:00 p.m., Event #00088 will appear in the search results. Continued on next page Ncompass Getting Started: Calendar & Reports v6.8 40

41 Viewing Event Details Filter Scheduled Date Range My Systems Patient Name Consultant Name Event Category Description From and To: Use the drop-down fields to select a desired day, month and year for the From and To dates. By default, the Event List displays all activities that involve any of the systems associated with your profile. However, you can filter the list to show only one specific system. To filter the list to show only a specific system, click the My Systems drop-down arrow and select the desired system. To filter the list to show only events that involve a specific patient, type the patient s first name and last name in the two fields. To filter the list to show only events that involve a specific consultant, type the consultant s first name and last name in the two fields. Either: The default. Displays both clinical and non-clinical events. Clinical: Displays only clinical events. Patient names show only to those users who have authority to view patient data. Non-Clinical: Displays only educational and administrative events. Event Status All statuses: The default. Displays all events, no matter what their status. Unscheduled: Displays only events that have any status other than scheduled. This filter is particularly useful for those responsible for organizing non-clinical events, and for clinical self-schedulers reviewing events requiring approval. Scheduled: Displays only scheduled events. Cancelled: Displays only cancelled events. Total Clinic Patient Count Either: The default. Displays clinics without regard to their patient count. Continued on next page Zero: Displays only past clinics, involving a Consultant System associated with your Ncompass profile, which have zero patients identified in a Patient System s number of Patients field. More Than Zero: Displays only past clinics, involving a Consultant System associated with your Ncompass profile, which have one or more patients identified in a Patient System s number of Patients field. Ncompass Getting Started: Calendar & Reports v6.8 41

42 Viewing Event Details Filter Scheduled By Description Either: The default. Displays events regardless of how they were scheduled. Self-Scheduled (TMC s): Displays only those events created by Ncompass users. Requested Events (Central Scheduling Services): Displays only events created by OTN Customer Care - Scheduling Coordination staff. Published Events Either: The default. Displays all non-clinical events, whether or not they are published. Published: Displays only non-clinical events that are posted on the Ncompass Public Events list and OTN Learning Centre. Unpublished: Displays non-clinical events that are not posted on the Ncompass Public Events list and OTN Learning Centre. Ncompass Getting Started: Calendar & Reports v6.8 42

43 Viewing Event Details Searching for an Event Using Quick Search If you know the Event ID of an individual event or the Series ID of a recurring set of clinics, use the Quick Search fields in the left navigation bar. Figure 50: Quick search fields To search for a specific event/clinic, type in the complete Event ID and click. If Ncompass finds the event/clinic, the View Event Details page will display. To search for a specific series of recurring events, type in the complete Series ID and click. If Ncompass finds the series, an Events List appears with all events in the series. Ncompass looks for an exact match. Therefore, do not use a partial number for your search. If no match is found, Ncompass displays an error message. Using your Browser s Find Feature You can use your browser s Find feature to search for information that appears in a My Events or Public Events page. This is useful if you are looking for a specific event and know part of the title or the presenter but not the Event ID. 1. To access the browser s Find feature, press the [Ctrl] and [F] keys on your keyboard or the [F3] function key. A Find dialog box appears. Figure 51: Browser Find dialog box 2. Type the text that you are searching for in the Find text field and press the Enter key. The browser searches the current page and highlights any matching words. 3. To find additional instances of your search phrase, click in the Find dialog box. 4. To close the Find dialog box, click the Close Window button ( ) in the top right of the dialog box. Ncompass Getting Started: Calendar & Reports v6.8 43

44 Viewing Event Details Viewing Event Details When you open an event, the Event Details page displays a full description of the event, including detailed participant information about: Non-Clinical Event Details (administrative or educational) Clinical Event Details Clinic Details To open an Event Details page from the My Events list, click the event s status bar. Figure 52: My Events Page To open an Event Details page from a Calendar View, click the event listing anywhere. Figure 53: Non-clinical event calendar link to Event Details page Figure 54: Clinical event calendar link to Event Details page Ncompass Getting Started: Calendar & Reports v6.8 44

45 Viewing Event Details Non-Clinical Event Details The View Event Details page is where you can review the details and access more information about the event. For detailed instructions about using Ncompass non-clinical events, refer to the Ncompass Non-Clinical Self-Scheduling and Registration guide. Figure 55: Non-clinical View Event Details page Navigation & refresh links: Change the Ncompass main panel s content. Back to Last Calendar View Refresh This Page Returns you to the page you were previously viewing (e.g., Calendar, My Events, or Public Events) with all settings retained. Refreshes the event details so that you can see any changes made while you were viewing the event. (e.g., registration status, new participants). Ncompass Getting Started: Calendar & Reports v6.8 45

46 Viewing Event Details Status bar: Event type identifier, event status, and registration status. Event ID If you need to contact the event s requestor or OTN Customer Care - Scheduling Coordination, quote this number to identify the event. Statuses Identifies by colour and words both the event status (scheduled, not yet scheduled, cancelled, or completed) and the registration status (open, closed, private, cancelled). Event details: Information about the event. Recurring Series Info This section appears only when the event is part of a recurring series. The series Frequency and Series ID appears at the top of the Event Details. To view a list of all events in the series, click the Series ID. You can also enter the Series ID in the Quick Search field to view a list of all associated events in the series. Date and Time Event Title Event Type Event URL Description Presenter(s) Requestor Req. Contact The scheduled date and time for the event. The time is in 24-hour format EST. The time includes Setup time, which occurs before the event s official start time. For example, if an event starts at 8:00 a.m. with 10 minutes setup time, the reservation on your system begins at 7:50 a.m. The event s title. Identifies the event s general subject matter. For example, cardiology or mental health. Both educational and administrative events use the same set of possible types. An active link to the event s View Event Details page. (The same link that appears in the Notify Participants .) If included by the requestor, a short description of the event. The name of the person (or people) who will conduct the meeting/teach the course/host the event and present to the participants. The name and contact information of the person who organized and scheduled the event. Contact them if you: Need more information or have questions about an event. Want to register a system that does not appear in your list of available systems. To view details about the requestor, click the Information link ( ) beside their name. The phone number and, if available, the address of the requestor. Ncompass Getting Started: Calendar & Reports v6.8 46

47 Viewing Event Details Initiating System Start Call Automatic Participating Systems Space Available Access Category For point-to-point events that are not auto-initiated, this identifies which site is responsible for making the connection either the host or the participant site. If Yes, the event will start and end automatically. All multi-point events connect and disconnect automatically. (See the Ncompass Portal Calling user guide.) The host system is not included in these totals. These fields identify the total number of participant systems that: The event requestor has set as a limit for the number of systems allowed to attend the event. (The default is 60, but the event requestor can specify between 2 and 60 participating systems.) Are currently registered for the event. Are still available for the event. (An auto-calculated total based on the maximum allowed minus the currently registered.) Note: An approved webcast event automatically has two systems added as participating in the event (for the primary and backup recorders). Identifies how many spaces (or slots ) are left for systems to register. One slot is used by each registered system. Identifies whether participants can register their system(s) for an event. Participants can self-register: Participants can register and unregister their own system(s). If there is an early registration deadline, they can register up until 11:59 p.m. of the deadline date. Otherwise, they can register up until five minutes before the event start time. Participants can change their system up until five minutes before the event start time. Only the requestor can register systems: Participants cannot selfregister or unregister. However, after the requestor has registered their system they can modify their reservation up until five minutes before the event s start time. Identifies whether the event is educational or administrative. Educational events involve a speaker and an audience, such as conferences, workshops, interest group sessions, training programs, or lunch and learn sessions. Administrative events involve two or more parties and the content is administrative in nature, such as committees, working groups, project status reports, or interviews. Ncompass Getting Started: Calendar & Reports v6.8 47

48 Viewing Event Details Conference mode Displays the video layout selected by the requestor for all participants. (See Appendix B: Conference Modes (Video Layout) on page 80.) If the event is accredited (educational events only) or is to be webcast, these features are indicated here. Audio/Video Number If an additional audio line 1 is required (e.g., because a participant is unable to join over video), the dial-in phone number appears here. If there are no dial-in participants this field does not appear. Webcast Status Webcast Type Webcast Link Participant Fees Publish Location Supporting Materials Notes Identifies whether the event requestor has submitted a webcast request and if yes, whether that request has been partially approved, approved or declined. Identifies whether the webcast will be live, archived, or live and archived. Only appears only if the event requestor has submitted a webcast request. Displays a link that when used in a browser will open the event s webcast page. (Beginning three hours before the event s start time, participants can use the link to access the webcast. Before that, the link goes to OTN s Webcasting Centre home page.) Only appears only if the requestor has submitted a webcast request. Identifies whether a published event requires that participants pay a fee to join the videoconference. Only visible if the event is published. Identifies that the event is published on both the OTN Learning Centre and Ncompass Public Events list. Only visible if the event is published. Displays any files the event requestor has attached to a non-clinical, multi-point event, such as document or graphic files. Each file name is an active link so you can view or download the file. (See Opening or Downloading Attachments on page 56.) Attachments are always visible, whether or not the event is published. Includes information that the requestor would like participants to be aware of before registering for their event. 1 When using an audio line, OTN strongly recommends that the participant calls in using a land line for best performance. Using a cell phone or Smartphone can cause degraded video and/or audio quality. Ncompass Getting Started: Calendar & Reports v6.8 48

49 Viewing Event Details Event Tool Bar: When self-scheduling an event, the Event Tool Bar contains buttons to initiate various actions. For information about these actions, refer to the Ncompass Non-Clinical Self-Scheduling and Registration guide available from the Documents section within Ncompass. Registration panel: Use the fields in this panel to register for an event. This panel does not appear when participants cannot self-register. For example, if an event: Is private. Is unscheduled. Has reached its maximum capacity. Has passed its registration deadline. Registered Systems: Information about the sites and systems involved in the event. (To view a system s details in a new window, click the Information link ( ) beside the system name.) Host System Participant Systems The site and system hosting the presenter at the event. A list of sites and systems registered for the event. If you can modify the system registration information, the System Name will be an active link (underlined blue text) to the event s Edit Registration Details page. Figure 56: Registered Systems with active link If a registered system is not participating for the entire event, their customized start and end times appear with their System Name. Figure 57: Registered System with customized participation times Requestor Details: The name and contact information of the requestor. To view additional details about the requestor in a new window, click the Information link ( ) beside their name. Contact this person if you have questions about the event or want to register a system that does not appear in your list of available systems. Ncompass Getting Started: Calendar & Reports v6.8 49

50 Viewing Event Details Clinical Event Details The View Event Details page is where you can review the details and access more information about the event. For detailed instructions about using Ncompass clinical events, refer to the Ncompass Clinical Self-Scheduling guide. Figure 58: Clinical Event Details page Navigation & refresh links: Change the Ncompass main panel s content. Back to Last Calendar View Refresh This Page Returns you to the page you were previously viewing (e.g., Calendar, My Events, or Public Events) with all settings retained. Refreshes the event details so that you can see any changes made while you were viewing the event. Ncompass Getting Started: Calendar & Reports v6.8 50

51 Viewing Event Details Status bar: Event type identifier, event status, and registration status. Event ID If you need to contact the event s requestor or OTN Customer Care - Scheduling Coordination, quote this number to identify the event. Status Identifies by colour and words whether the event is tentative, scheduled, cancelled, or completed. Event details: Information about the event. Date and Time Requestor Event Title Event Type Appointment Type Purpose Priority Initiating System Start Call Auto The scheduled date and time for the event. The time is in 24-hour format EST. The name and contact information of the person who created the event in Ncompass. Contact them if you need more information or have questions about the event. To view additional details about the requestor, click the Information link ( ) beside their name. The event s title. The category to which the event belongs. Ncompass uses the event type for reporting purposes and as a filter for searches. Identifies whether the event is a first-time appointment, or the patient has previously seen the physician (either by video or in person). The primary reason for the event. Indicates the state of importance or urgency of the clinical event. Urgent/Emergent indicates that the patient requires immediate assessment and treatment (as soon as a consultant is available) or has a life-threatening condition. Elective indicates that the event is/was planned and scheduled and is/was not emergent or urgent. For events that are not auto-initiated, this identifies which site is responsible for making the connection either the patient or the consultant site. If you see Auto Start/End (bridge controlled), the event will start and end automatically. Ncompass Getting Started: Calendar & Reports v6.8 51

52 Viewing Event Details Patient information Demographic data describing the patient. This section is readable only to the event s requestor, the patient site TMC, the consultant site TMC, or an OTN clinical scheduler. Otherwise, the information is hidden (appears as asterisks). Consultant Supporting Materials The name of the medical professional that the patient will see. To view additional details about the requestor, click the Information link ( ) beside their name. Displays any files the event requestor has attached to the event, such as document or graphic files. Each file name is a clickable link, which allows you to view or download the file. (See Opening or Downloading Attachments on page 56.) Participant Systems: Identifies the sites, systems, and system contacts involved in the event. To view a system s details in a new window, click the Information link ( ) beside the system name. Who Will Contact the Patient: Identifies which coordinator is responsible for notifying the patient. Event Log: A record of the event s Ncompass activity and any messages added by the coordinators. Event Tool Bar and Event Approval panels: When self-scheduling an event, the Event Tool Bar and Event Approval panels contain buttons to initiate various actions. For information about these actions, refer to the Ncompass Clinical Self-Scheduling guide available from the Documents section within Ncompass. Ncompass Getting Started: Calendar & Reports v6.8 52

53 Viewing Event Details Clinic Details The View Clinic Details page is where you can review the details and access more information about a clinic. For detailed instructions about using Ncompass clinics, refer to the Ncompass Clinical Self-Scheduling guide. Figure 59: Clinic Details page Navigation & refresh links: Change the Ncompass main panel s content. Back to Last Calendar View Refresh This Page Returns you to the page you were previously viewing (e.g., Calendar, My Events, or Public Events) with all settings retained. Refreshes the clinic details so that you can see any changes made while you were viewing the event. Ncompass Getting Started: Calendar & Reports v6.8 53

54 Viewing Event Details Status bar: Clinic identifier and status. Event ID If you need to contact the event s requestor or OTN Customer Care - Scheduling Coordination, quote this number to identify the event. Status Identifies by colour and words whether the clinic is pending, scheduled, cancelled, or completed. Clinic details: Information about the clinic. Recurring Series Info This section appears only when the clinic is part of a recurring series. The series Frequency and Series ID appears at the top of the Clinic Details. To view a list of all clinics in the series, click the Series ID. Date and Time Event Title Event Type Clinic Type Conference mode Start Call Auto Purpose Priority Requestor Consultant The scheduled date and time for the event. The title of the clinic. The category to which the event belongs. Ncompass uses the event type for reporting purposes and as a filter for searches. Identifies whether the event is a serial or group format. Displays the video layout selected by the requestor. (See Appendix B: Conference Modes (Video Layout) on page 80.) If AutoStart/End (bridge controlled), the event will start and end automatically. The primary reason for the event. Indicates the state of importance or urgency of the clinical event. Urgent/Emergent indicates that the patient requires immediate assessment (as soon as a consultant is available) or has a life-threatening condition. Elective indicates that the event is/was planned and scheduled and is/was not emergent or urgent. The name and contact information of the person who created the clinic in Ncompass. Contact them if you need more information or have questions about the clinic. To view additional details about the requestor, click the Information link ( ) beside their name. The name of the medical professional that the patient will see during the event. To view additional details, click the Information link ( ) beside their name. Ncompass Getting Started: Calendar & Reports v6.8 54

55 Viewing Event Details Age Group Supporting Materials Identifies the average age group of patients in the clinic. If there are multiple age groups participating in the event, the clinic requestor would set the age group as the one that best represents the majority of participating patients. Displays any files the event requestor has attached to the clinic, such as document or graphic files. Each file name is a clickable link, which allows you to view or download the file. (See Opening or Downloading Attachments on page 56.) Participant Systems: Information about the consultant and patient systems involved in the clinic. Consultant System Patient System(s) The video conference system used by the healthcare professional providing the consultation. The video conference system used: At the patient's location when the appointment is between a health professional and a patient. At the patient doctor's location when the appointment is a case conference between health professionals. The Patient field associated with each patient system identifies the number of patients that will be seen (or discussed) during the clinic. This number should match the number of Associated Patient Appointments. Ncompass relies solely on this field for reporting the number of patients involved in a clinic. Associated Clinical Events: Lists the clinical appointments associated with the clinic. To view the details of an associated event, click its Event ID (if it s an active link blue and underlined). Event Log: A record of the clinic s Ncompass activity and any messages added by the coordinators. Event Tool Bar: When self-scheduling an event, the Event Tool Bar panel contains buttons for various actions. For information about these actions, refer to the Ncompass Clinical Self-Scheduling guide available from the Documents section within Ncompass. Ncompass Getting Started: Calendar & Reports v6.8 55

56 Viewing Event Details Opening or Downloading Attachments Attachments (supporting materials) are document files or graphics uploaded to a non-clinical multi-point event, a stand-alone clinical event or an Ncompass clinic. In the View Event Details screen, the file name and its associated paperclip image are links to the file. To open a file, use the standard process provided by your browser. For example, using Internet Explorer, click the linked file name or its associated paperclip image. To download a file, use the standard process provided by your browser. For example, using Internet Explorer, right-click the link and choose Save Target As. Figure 60: Supporting materials available for download Ncompass Getting Started: Calendar & Reports v6.8 56

57 Viewing Event Details Requesting Billable, After Hours, and Last-Minute Events Under certain circumstances you won t be able to simply self-schedule an event, but will need to involve OTN Customer Care - Scheduling Coordination to help set it up. Under these circumstances, contact OTN Customer Care - Scheduling Coordination directly and work with them to have the event scheduled. Following are some examples. Multi-point event will start in less than five minutes. Multi-point event will occur outside of normal business hours. Billable to a third party. OTN fees will apply if the requestor is a non-member or if the event involves inter-network connections. OTN Customer Care - Scheduling Coordination individually reviews each billable request it receives and sends a cost estimate (quotation) to the event s requestor. The requestor is responsible for any fees and the event will not be scheduled until after the requestor agrees to the cost estimate. More information about OTN Premium Services is available at otnhub.ca in the Professional Development > Resource Library > Premium Services section. Ncompass Getting Started: Calendar & Reports v6.8 57

58 Resources: Public Events, Reports, and Documents The Ncompass Resources panel is where you can find links to information and reports about Ncompass and its use. When you click one of the links, Ncompass loads a new main panel and associated Tool Bar on the right. Figure 61: Resources panel Public Events The Public Events page contains () a list of Upcoming Public Events and () a set of buttons that link to Other Resources. Figure 62: Public Events page and Webcast Resources panel Ncompass Getting Started: Calendar & Reports v6.8 58

59 Resources: Public Events, Reports, and Documents Upcoming Public Events The Ncompass Public Events page is available only to Ncompass users and is accessible only via the Ncompass application. This page lists all open-access educational and administrative events that are scheduled for the next twelve months. Ncompass updates this report in real-time and displays events that requestors have posted to the calendar. For example, if seconds before you viewed the calendar a requestor had updated their event, the updated event is what you see. Events are listed in chronological order (by scheduled date) grouped by month, with their summary details, current status, and registration status (e.g., open or closed). To view an event s details or to open the registration page for a specific event, click the event s coloured Status Bar. For more information on event lists and event details, refer to the Ncompass Non-Clinical Self-scheduling & Event Participation user guide (available from the Documents section in Ncompass). Figure 63: Upcoming Public Events page Ncompass Getting Started: Calendar & Reports v6.8 59

60 Resources: Public Events, Reports, and Documents OTN Learning Centre The OTN Learning Centre (learning.otn.ca) is a public website and is accessible to anyone who has internet access. It offers an online and easy-to-use single point of access to all OTN distance education offerings. The OTN Learning Centre is a forum for OTN Members to promote their educational telemedicine events to the public. These events are largely intended for physicians, health care professionals, and administrators within the health care sector. Figure 64: Learning Centre link on Public Resources To open a new window that displays the OTN Learning Centre, click the top right of the Other Resources panel in the Ncompass Public Events page. located at Figure 65: OTN Learning Centre web site Ncompass Getting Started: Calendar & Reports v6.8 60

61 Resources: Public Events, Reports, and Documents Webcast Resources The OTN Webcasting Centre (webcast.otn.ca) is a public website and is accessible to anyone who has internet access. The OTN Webcasting Centre is a one-stop shop where you can learn about and access webcast resources. Some of the things that you can find here are as follows: Live events Archived Events Resource Library Links to live Webcasts scheduled for today or the near future. Links to pre-recorded presentation videos from the recent past. Helpful advice and information on everything from using the equipment to effective presentations. Links to test your browser, read the OTN webcasting FAQ, or view system requirements. Figure 66: Webcast Resources link on Public Resources To open a new window that displays the Webcasting Centre, click the top right of the Other Resources panel in the Ncompass Public Events. located at Figure 67: Webcast resources on otn.ca Ncompass Getting Started: Calendar & Reports v6.8 61

62 Resources: Public Events, Reports, and Documents Reports Reports data is updated nightly at 02:00 hrs Eastern Time. The Reports page contains a main panel that displays the selected report and a Report Generator panel containing a set of fields and buttons used to set the criteria used to generate the various reports. Historical Usage of My Systems Sessions for Your Systems for the Next 5 Days Session Lists Utilization Reports Systems to Report On (used when generating Session Lists and Utilization Reports) Figure 68: Reports and Other Resources panel Ncompass Getting Started: Calendar & Reports v6.8 62

63 Resources: Public Events, Reports, and Documents Historical Usage This is the default report, which contains a current snapshot of all videoconferences that all of your associated systems have participated in over three different time periods the past 7 days, the past 30 days, and the past year. You cannot change any parameters. Ncompass generates the report based on the current date. Figure 69: Historical usage report Ncompass Getting Started: Calendar & Reports v6.8 63

64 Resources: Public Events, Reports, and Documents Sessions for the Next 5 Days This is a current snapshot of all videoconferences that all of your associated systems are scheduled to participate in over the next 5 business days. You cannot change any parameters. Ncompass generates the report based on the current date. For the most up-to-date information, use the View My Events option in the Ncompass left navigation panel (see Viewing Upcoming Events on page 37). 1. To see the exact number of scheduled events for a specific day, move your cursor over a component of the graph. For example, that day s bar or its date on the x-axis. Figure 70: Sessions for next 5 days with number of events pop-up 2. To open a new tab/window with a detailed summary of the scheduled events for a specific day, click a component of the graph. For example, that day s bar or its date on the x-axis. Figure 71: Sessions for next 5 days with detailed report in new tab/window Ncompass Getting Started: Calendar & Reports v6.8 64

65 Resources: Public Events, Reports, and Documents Session Lists The Session Lists report generates a detailed list of events scheduled for a specified time and a specified set of systems. For the most up-to-date information, use the View My Events option in the Ncompass left navigation panel (see Viewing Upcoming Events on page 37). Note: No patient names will appear on a session list. 1. To select a specific time period, identify a start date using the Period of drop-down fields and identify an end date using the To drop-down fields. By default, the period is the current week. Figure 72: Sessions Lists date selector 2. To filter the systems included in the report, use the checkboxes in the Systems to Report On section. By default, all systems associated with your profile are selected. 3. If you want to report on only a specific system, uncheck the systems you do not want included. 4. To generate the report, click. Figure 73: Systems to Report On panel The Session List report for the selected period and systems appears in the main panel. Figure 74: Session List report Ncompass Getting Started: Calendar & Reports v6.8 65

66 Resources: Public Events, Reports, and Documents Utilization Reports There are three different utilization reports that show you the activity at your site. You specify a date range and select the type of utilization by consultant, service type or region. Figure 75: Utilization Reports panel 1. To identify a utilization report type, click the Report By drop-down field and select a type. 2. To select a date range, use the From and To drop-down fields. 3. To filter the systems included in the report, use the checkboxes in Systems to Report On. By default, all systems associated with your profile are selected. 4. To report on only a specific system, uncheck the systems you do not want to include. 5. To generate the report, click. A new tab/window opens displaying the selected report. (See Sample Utilization Reports on page 67.) You can copy and paste this information into a spreadsheet (e.g., Excel) for reformatting and analyzing the report data. Report Type By Consultant By Service By Region Characteristics You can specify a date range and/or specific systems. Reports only clinical activity, grouped by consultant and type of clinical service. You can specify a date range and/or specific systems. Reports all activity, grouped by category (clinical, educational, and administrative) and event type. You can specify a date range (but not a set of systems because this report includes all OTN systems for all of Ontario). Reports all activity, grouped by region, category (clinical, educational, and administrative) and event type. Regions include: Central Ontario, Northwestern First Nation's Communities (Keewaytinook Okimakanak), GTA, Northeastern Ontario, Southwestern Ontario. Ncompass Getting Started: Calendar & Reports v6.8 66

67 Resources: Public Events, Reports, and Documents Sample Utilization Reports Figure 76: Utilization by Consultant report Figure 77: Utilization by Service report Figure 78: Utilization by Region report Ncompass Getting Started: Calendar & Reports v6.8 67

68 Resources: Public Events, Reports, and Documents Documents OTN Telemedicine Coordinator Contact List The OTN Telemedicine Coordinator Contact List links to an Excel file that contains the contact information for all TMCs at OTN member sites. This list is updated approximately once a week. Ensure your contact, site and system information is up-to-date use the Ncompass Registry Update function, as described in the following instructions: Updating Site/System Information on page 74. Updating Contact Information on page 79. Frequently Used Documents and Manuals The various Ncompass user guides link to PDF files that contain instructions and explanations about using Ncompass. TSM Resource Library opens a new tab/window containing a page from otnhub.ca that links to brochures and fact sheets, forms, OHIP information, guidelines, policies, and training. (For information about Ncompass and scheduling, scroll down the TSM Resource Library page to the Scheduling section.) Figure 79: Documents panel Ncompass Getting Started: Calendar & Reports v6.8 68

69 Appendix A: Ncompass Registries Site/System Registry The Site/System Registry contains information about the sites that can participate in an event and the video systems associated with that site. Each site has a unique civic address belonging to an OTN member organization and is assigned a unique OTN ID (also known as OTN Site ID). One site can have many systems. Each system has a unique System Name that contains the OTN ID of its parent site and follows a naming standard. System Naming Standard Community 3 letter abbreviation for city/town of system s location Member 2-4 letter abbreviation or acronym of actual member name CCC_MMMM_nnnn_SSSS_xxx OTN ID 4-6 digit unique site identifier Site name 2-4 letter abbreviation or acronym of actual site name System number 2-3 digit number assigned to each system, starting at 001, incremented by one Example of System Name TOR_LHC_012345_ABCH_001 Toronto First system Leaside Health Sciences Centre OTN ID (also known as OTN Site ID) ABC Hospital Ncompass Getting Started: Calendar & Reports v6.8 69

70 Appendix A: Ncompass Registries Searching the Site/System Registry The search form and the search results are different, depending on whether you accessed the search via a self-scheduling screen or via the calendar. 1. To search for a site or system click or (beside a host system or participant system field). A Search Site/System window appears. Figure 80: Search form via self-scheduling site/system Figure 81: Search form via view calendar site/system 2. There are several search terms available that you can use alone or in combination. See Site/System Registry Fields for: All Site/System Searches on page 71. Site/System Searches in Calendar View on page 72. Use fewer search terms instead of more. The more fields you add to a search, the less likely you are to find what you are looking for because Ncompass looks for an exact match with all your search terms before it will give you any results. The fastest way to locate a site is to search using the OTN ID in the Name field. 3. After selecting your search terms, click. A list of matching site and system names appear below the Search Site/System section. If you searched while self-scheduling, only the system names are active links. If you searched to change the calendar view, both the site and system names are active links. Ncompass Getting Started: Calendar & Reports v6.8 70

71 Appendix A: Ncompass Registries Figure 82: Search results - self-scheduling site/system Figure 83: Search results - view calendar site/system 4. If you searched: i) While self-scheduling and filling in a field, to automatically fill the field with a specific system, click the system name in the list. (Site names are not linked.) ii) While changing the calendar view, to reload the calendar with a specific site s or system s activity, click a site or system name in the list. Site/System Registry Search Fields For all Site/System Searches (in order of appearance). Field used in search Name Tips Ncompass searches for a match within either the site or system name. The OTN ID is part of the system name, therefore you can search using the OTN ID in this field, or type the full or partial text name of the site or system. For example, to include only sites and systems with the word hospital in their name, type hospital in the Name field. OTN ID (also known as Site ID) Address, Postal Code Region City If you know the system is part of OTN, search using the site s OTN ID number (e.g., 0014 or ). See Site/System Registry on page 69. Consult your OTN Contact List for ID numbers. If you know the street name or postal code, type the full or partial information in the relevant field. If you know the region, select it from the Region drop-down list. If you want to find all the sites/systems that reside in a specific city, type the full or partial name in the field. For example, to include North Bay in the search, type Nor in the City field. Continued on next page Ncompass Getting Started: Calendar & Reports v6.8 71

72 Appendix A: Ncompass Registries Field used in search Connection Speed System Type Bridge Required Clinical Use. Administrative Use Educational Use Portal Calling Activated Notes contain Tips To search for only systems that connect at a specific speed, select the desired speed from the drop-down list. Allows you to search for specific system types. For example, to find: A Personal Computer user, select PC Video Endpoint. A room-based (legacy) system, select Hardware Video Endpoint. A system used for archiving a webcast event, select either the Archived Only or Live and Archived webcast recorder. Defaults to Either. To confine your search to systems that: Always require a Bridge, select Yes. Do not require a Bridge, select No. Defaults to Either. To confine your search to systems that are: Available for a specific usage type, select Yes. Not available for a specific usage type, select No. Note: Currently, the usage type fields are not populated with 100% accuracy for all sites. Therefore you might see a site flagged for clinical events that actually isn t available for clinical activity. Contact the site s TMC to confirm a site s availability. Defaults to Either. To confine your search to systems that are: Enabled for portal calling, select Yes. Not enabled for portal calling, select No. If you know there are specific words in a system s note field, type them in this field. Additional site/system registry fields for searches while in calendar view (in alphabetical order). Field used in search Connection Type Continued on next page Tips Connection types are assigned at the system level. One site can have multiple systems and each system has its own connection type. For example, system A uses an On-Net IP VPN-s, while system B uses an Off-Net ISDN connection type. Ncompass Getting Started: Calendar & Reports v6.8 72

73 Appendix A: Ncompass Registries Field used in search Dialing Alias Site Class Tips To search for a system H.323 ID, E.164/ISDN number, or IP address, type the full or partial number in this field. Type only the numbers, do not include hyphens, dashes, or dots. For example, type (do not type ). Defaults to All. To search for only members or only non-members, select the appropriate entry in the drop-down list. Special Handling Defaults to Either. To confine your search to systems that: Must be manually programmed on the bridge, select Yes. No special bridge handling requirements, select No. Special Handling Notes contain System Status To search for specific words or phrases in a system s Special Handling Notes field, type the word or phrase in this field. This field operates independently of the Special Handling field. Any text in this field is displayed on the Bridge Console Report, whether the Special Handling field is set to Yes or No. If you know that a system is in a specific phase of coming onboard, search using the System Status field. Active Not Certified Being Tested Certified Failed Certification Inactive Not In Use Decommissioned System is live and can be scheduled into events. System in development; specifically it is in CRM and synchronized to TSM. System in development; specifically it is set to begin the certification process. System in development; specifically, it has passed OTN Technical Support certification. System in development; specifically, it did not pass OTN Technical Support certification. Temporary status; system was active at some point but for various reasons it is temporarily unavailable. Permanent status; system previously might have had any status but it will not be used again (e.g., duplicate, mistake). Permanent status; system was previously active, but is no longer used and has gone through a formal decommissioning process (e.g., system move from one site to another, no longer a member). Ncompass Getting Started: Calendar & Reports v6.8 73

74 Appendix A: Ncompass Registries Updating Site/System Information You cannot directly edit site/system information. However, you can request an update. The update request function is available from a View Site or View System screen, which you access via a search results list. For instructions about performing a search, see Searching the Site/System Registry on page 70. You can request updates to the following information: Site Notes Directions to Site (English) Directions to Site (French) System Room Fax Phone System (active status) Clinical use (indicator) Administrative use (indicator) Education use (indicator) Notes Contacts To request updates for information not listed in the above table, contact your OTN regional manager or OTN Customer Care - Scheduling Coordination. For instructions about requesting an update for a contact associated with a system, see Updating Contact Information on page To initiate an update request, perform a system search and from the search results list locate the site or system name and click the View link ( ) beside it. A View System or View Site screen appears. Figure 84: Search results list Figure 85: View system screen Ncompass Getting Started: Calendar & Reports v6.8 74

75 Appendix A: Ncompass Registries 2. To access the System Update form, click in the View System screen. An Update System or Update Site screen appears. Figure 86: Update system screen 3. Review the information and make any necessary updates. 4. To submit the request, click. 5. Ncompass sends an containing your update request to OTN. Ncompass Getting Started: Calendar & Reports v6.8 75

76 Appendix A: Ncompass Registries Contact Registry The Contact Registry contains information about the people who participate in events. When you select a Contact, a Consultant, or a Requestor, Ncompass accesses its Contact Registry. A contact record includes the demographic details associated with a person such as their address, phone numbers, etc., and an assigned contact type. Example contact types include: Allied Health Professional, Chair, Local IS Support, OTN Support, Physician, Speaker, Specialist, and Telemedicine Coordinator. (Note: A contact can be assigned more than one type.) To maximize the chance of finding a match, search using only the name. Searching the Contact Registry 1. To open a search contact window, click (usually beside a field which requires a person s name). A Search Contact screen appears. Figure 87: Requestor search form Figure 88: Consultant search form 2. To search the Contact Registry, there are several search criteria available, which you can use alone or in combination. Use fewer search criteria instead of more. The more fields you add to a search, the less likely you are to find what you are looking for because Ncompass matches all search criteria before it will give you any results. If you use more than one search criteria, keep it simple. For example, you can search for all physicians with a last name starting with Sm that live in Belleville (instead of searching for all names in Belleville). With this search you can catch both Smith and Smythe. Ncompass Getting Started: Calendar & Reports v6.8 76

77 Appendix A: Ncompass Registries Contact Registry Fields (in order of appearance) Search criteria Name Instructions If you know the name of the contact, enter the first few letters of their first name or middle name, and last name in the appropriate fields. Last name is usually a better search term because first names often contain short forms or other name variations. (For example, a name might use Liz, Betty, or Beth instead of Elizabeth.) If you use both names, to avoid spelling errors do not type the whole name. (For example, if the patient s name is Kyoko Tanaka, type Ky and Ta in the first and last name fields.) Contact Type Event Type Contact Status City If you are looking for a requestor of a specific type, select the appropriate checkbox(es). You can select multiple contact types for one search. However, Ncompass treats the multiple criteria as an OR search and returns contacts that have any of the types selected (i.e. not just the contacts that have all the types selected). Note: In searches, use this field with caution because this field is not populated with 100% accuracy for all contacts. For example, consultants are also listed as allied health professionals and TMCs are usually listed as speakers/chairs but not always as TMCs. This field appears only if you are searching for a consultant in a clinical event. If you are looking for someone who has previously serviced a specific event type, click the field s button and select the desired type. The default is Active. If you want to search for only contacts that have a specific status, select the appropriate checkbox(es). You can select multiple contact types for one search. If you know only the city of the contact, type the full or partial name of the city in this field. Language To search for all languages, leave the field on its default setting ( - ). To search for one specific language, select the appropriate entry in the dropdown list. Notes If you know there are specific words in a contact s note field, type them here. 3. After selecting your search criteria, click at the bottom of the screen. A list of matching names appears below the Search Contact section. Ncompass Getting Started: Calendar & Reports v6.8 77

78 Appendix A: Ncompass Registries Figure 89: Contact search results list Ncompass lists a maximum of 100 contacts on screen. If a warning message appears, change your criteria to narrow the search and try again. 4. If a contact entry includes a note, to view the full note, move your cursor over the entry s Note field (). A small pop-up displays the note s complete contents. 5. If you searched for the contact while filling in a field, to automatically fill the field with a specific contact, click the contact s name in the list (). 6. To view details about a contact, click the View link ( ) beside a listed item. 7. If you do not find the contact, Ncompass has not found a match in its registry. Try the following: Check for typos. Simplify your search to broaden the scope. For example, if you re looking for Kyoko Tanaka, type Ky and Ta in the first and last name fields respectively. Remove any additional search criteria you may have initially used. OTN makes every reasonable effort to ensure accurate Ncompass contact information. This depends on our members supplying us with up-to-date names, phone numbers, and addresses. When working with clinical events, to reduce the potential for privacy breaches, before you send a fax contact the recipients to: Confirm the accuracy of their fax number. Advise them that you are about to send a fax containing personal information. Ensure your TSM/Ncompass contact information is up-to-date. See Updating Contact Information on the next page. Ncompass Getting Started: Calendar & Reports v6.8 78

79 Appendix A: Ncompass Registries Updating Contact Information You cannot directly edit contact information. However, you can request an update. The update request function is available from a View Contact screen, which you access via a search results list. For instructions about performing a search, see Searching the Contact Registry on page To initiate an update request, perform a contact search and from the search results list locate the contact s name and click the View link ( ) beside it. A View Contact screen appears. Figure 90: Search results list Figure 91: View contact screen 2. To access the Contact Update form, click in the View Contact screen. An Update Contact screen appears. Figure 92: Update contact screen 3. Review the information and make any necessary updates. 4. To submit the request, click. Ncompass sends an containing your update request to OTN. Ncompass Getting Started: Calendar & Reports v6.8 79

80 Appendix B: Conference Modes (Video Layout) Conference mode identifies the video layout that the host and participants will see during the event, which defaults to Full Screen Layout. All point-to-point events use the full screen layout. You can change the selected layout up until five minutes before the event start time. (However, OTN recommends you make changes at least 15 minutes prior to the event as a best practice). You cannot change the layout while an event is in progress. The layout you select applies to all participant sites. (That is, you cannot choose different layouts for different sites.) Lecture Mode has the following features: Participants always see the host (even if another person speaks, participants can hear that person but the video does not switch). The host sees the participants. If the host disconnects prior to the event s scheduled end time, participants will see each other until the host rejoins the event. Full Screen Layout Full screen layout is recommended for when you select Lecture Mode or when a PowerPoint presentation will be broadcast. The host and participants see the person that last spoke. If the participant is the active speaker, their screen shows the previous speaker. Split Screen Layouts (Side by Side, 1+7, 1+21) All participants see the same selected layout. The active speaker appears in the largest panel. (Initially the host, but when another person un-mutes their microphone and speaks, they appear.) If a participant is the active speaker, the previous speaker appears in their largest panel. If there are more sites than there are panels available, then the quietest sites are not shown. Ncompass Getting Started: Calendar & Reports v6.8 80

81 Appendix B: Conference Modes (Video Layout) Sample Screen Layouts Full Screen Side by side (or ) Full-screen main video plus an indicator showing the number of additional participants Recommended for a two-site conference or for participant systems when: Lecture mode is selected. A PowerPoint presentation is being broadcast. The top row contains both the main speaker and most recent speaker, side by side. Recommended for a three-person conference, as each person always sees the other two participants in the larger panels. A maximum of 21 participants can appear as thumbnails at the bottom of the screen. If there are additional participants, an indicator appears showing the number of additional participants One large video panel plus a single row of thumbnails. A maximum of 7 participants can appear as thumbnails at the bottom of the screen. If there are additional participants, an indicator appears showing the number of additional participants One large video panel plus up to three rows of thumbnails. A maximum of 21 participants can appear as thumbnails at the bottom of the screen. If there are additional participants, an indicator appears showing the number of additional participants. Ncompass Getting Started: Calendar & Reports v6.8 81

82 Glossary accredited An accredited event has been reviewed and meets criteria established by governing organizations and bodies such as: The College of Family Physicians of Canada The Royal College of Physicians and Surgeons of Canada American Medical Association European Council for Continuing Medical Education When a participant attends an accredited event, they can accumulate Continuing Medical Education (CME) credits. In Ncompass, although you can indicate an event is accredited, that information is not tracked or reported on. administrative event auto-initiate bridge clinical event CME See meeting event. An Ncompass feature that enables events to start and end automatically without manual intervention. This means that if you schedule an event to start at 8:00 a.m., all the systems involved will automatically connect at that time (providing the videoconferencing systems are powered on). A Multi-point Control Unit (MCU) which is a hardware device that merges 3 or more video/audio streams into one, enabling groups of end-users to join together in a single videoconference session. A bridge acts like the hub of a wheel, bringing together the spokes or in this case the individual sites in a videoconference. A bridge can also be used as a gateway. An event that directly or indirectly discloses patient information. Continuing Medical Education refers to a specific form of continuing education that enables health care professionals to maintain their competence and learn about new and developing areas of their field. Health professionals can accumulate CME credits when they attend accredited videoconference educational events. If specified by an event s requestor, Ncompass can indicate that an event is accredited, however it does not track CME credits for users. Ncompass Getting Started: Calendar & Reports v6.8 82

83 Glossary codec Within the context of OTN videoconferences, the term codec refers to the video conferencing unit. In a generic context, it is an acronym for COder/DECoder and refers to a device or program which compresses outgoing video transmissions and decompresses incoming video transmissions so that the transmitted signal uses less bandwidth. continuous presence educational event event access gatekeeper gateway group clinic learning event meeting event multi-point A term used to describe the video screen layout at the host and participant sites during a videoconference. Continuous presence refers to a split-screen format where all sites are visible to each other by dividing the screen into separate panels. (Compare with voice activated.) See learning event. A field in Ncompass that determines whether participants can register/deregister their own systems for the event. A hardware device which registers end-points, controls their interaction, and logs their activity. A hardware device which acts as a translator in a videoconferencing network. It enables connectivity between systems with both On-Net and Off-Net connection types (applies to both IP and ISDN). A classroom-style of clinic, where several patients are seen all at once. In group clinics, all patients attend the appointment at the same time for the same duration. (Compare with serial clinic.) Learning (or educational) events include a wide variety of educational opportunities that enhance learners skills, attitudes, and knowledge. Some examples of educational events are conferences, workshops, interest group sessions, training programs, or lunch and learn sessions. Meeting (or administrative) events are videoconferences between two or more parties where the content involves organizational, operational, or management content. Examples include committees, working groups, project status reports, or interviews, etc. A videoconference event that involves three or more systems. A multi-point event requires a bridge. All multi-points have a clearly defined start and end time and must be scheduled at least five minutes before the event s start time. Ncompass Getting Started: Calendar & Reports v6.8 83

84 Glossary organizer OTN point-to-point (P2P) private event public event requestor scheduling serial clinic TMC See requestor Ontario Telemedicine Network is one of the largest telemedicine networks in the world, helping to deliver clinical care and distance education among health care professionals and patients using live, two-way videoconferencing systems and related diagnostic equipment. An event that takes place between two videoconference systems. Point-topoint calls that do not require a bridge 2 can be scheduled at any time and provide users with portal calling features (e.g., click-to-call). The host registers the sites that will attend the event. It is also the host s responsibility to contact all the participants that are registered. The event is published on the Ncompass Public Events list and the OTN Learning Centre and participants can register their own system to the event. A requestor in Ncompass is the person who is entering the event information into Ncompass so that others know who to contact if they have questions or wish to join. They often don t organize the event at their sites. Self-Scheduling Trained users arrange and schedule their own telemedicine sessions using OTN s Ncompass scheduling tool. Assisted Scheduling Members and schedulers work together to arrange the telemedicine event. For example, a member initially makes all the arrangements. After that, centralized schedulers enter the information into TSM and schedule the event. A series of back-to-back patient appointments seen during one video call. In serial clinics, patients attend the appointment one after another. (Compare with group clinic.) Telemedicine Coordinator The person who coordinates the telemedicine activity, uses Ncompass and interacts with OTN Technical Support. The TMC acts as a site-specific telemedicine specialist and is informed and trained on all telemedicine equipment and protocols and serves as a resource for their organization. The TMC can also be referred to as a site coordinator. With respect to educational or administrative events, the TMC may or may not be involved with the organization of the event from beginning to end. The TMC assumes the specific roles of booking (reserving) their videoconference system and camera (as required) as well as perform scheduling work. Another role that is sometimes assumed is the promotion of the event within the TMC s own organization. 2 For example, a bridge is required if the videoconference involves a non-member system. Ncompass Getting Started: Calendar & Reports v6.8 84

85 Glossary TSM Telemedicine Service Manager A software application developed by OTN to support the scheduling of telemedicine events. OTN Customer Care - Scheduling Coordination uses TSM to keep track of telemedicine events, reserving the systems involved, managing communications with participants, and handling arrangements for programming the bridge. Both TSM and Ncompass enable users to schedule and manage telemedicine events. TSM and Ncompass share the same event and registry data and allow OTN customers and central schedulers to work together. However, there are a few differences. It is faster and easier to create events in Ncompass. Each application has a unique look and feel. Both Ncompass and TSM enable users to schedule events. However, Ncompass has a few restrictions. For example, Ncompass users can: Select only member sites and systems. (To schedule an ISDN system or a phone line into an event, they need to contact OTN Customer Care.) See patient information only if they have a clinical role and are associated with the patient system. Edit non-clinical events only if they are the creator or associated to the host site. TSM s primary audience is OTN Customer Care - Scheduling Coordination. It enables us to fully support our customer base and assist in all their scheduling needs. Therefore, TSM offers have a few additional features. For example, TSM has: A more robust search engine. Admin and reporting functions different than Ncompass. Different restrictions for viewing events and searching registries. Fewer business rules around scheduling than Ncompass. For example, TSM users can: Select Off-Net and ISDN systems and Non-Member sites. Schedule bridges that belong to other organizations. Add phone lines to events. TSM users can access Ncompass, but Ncompass users cannot access TSM. For example, a TSM user might need to access Ncompass to run a specific report. However, when accessing Ncompass, TSM users are limited to what they can do in Ncompass just like regular Ncompass users (except for Admin Users). Ncompass Getting Started: Calendar & Reports v6.8 85

86 Glossary voice activated webcasting A term used to describe the video screen layout at the host and participant sites during a videoconference. Voice activated refers to a format where the video screen shows only one, full-screen view. Participating sites see the individual who is currently speaking and the site that is currently speaking sees the site of the individual who last spoke. (Compare with continuous presence.) Webcasting refers to the process of recording and capturing a videoconference. The videoconference can then be viewed via a web page by anyone (given access) using a personal computer with internet access. A webcast can be live, archived or both. Live: The event will be webcast during its scheduled date and time. Participants can attend the event via the Internet only during this time. Archived: The event will not be webcast during its scheduled date and time but will be recorded and then stored on the OTN Webcasting Centre, allowing participants to access the session on-demand. All archived webcasts remain on the OTN Webcasting Centre for a period of one year, unless otherwise specified by the presenter. Ncompass Getting Started: Calendar & Reports v6.8 86

87 Index A age group, 55 alias, dialing, 73 All OTN Systems, 20 archived webcasts, 61 arrive late, 49 attachment, 56 B billable event, 57 browser, find function, 43 C calendar Ncompass views, 18 clone, marked time, 34 conference mode, 80 contact TMC list, 68 contact registry fields, 77 search, 76 update, 79 continuous presence, 80 D date marked time, 29 delete, marked time, 35 depart early, 49 details, event, 44 dialing alias, 73 documents, Ncompass, 68 download attachment, 56 E early departure, 49 edit contact information, 79 marked time, 33 site/system information, 74 elective, priority, 51, 54 end time depart early, 49 marked time, 29 event finder, 39 F fees, 57 find, browser function, 43 finder event, 39 marked time, 27 full screen, 80 H historical usage report, 63 home page, 10 L late arrival, 49 layout, video screen, 80 learning centre, 60 leave early, 49 lecture mode, 80 link event, 46 webcast, 48 list my events, 37 my marked times, 26 live webcasts, 61 login, 9 logout, 13 M manuals, Ncompass, 68 marked time, 24 clone, 34 delete, 35 edit, 33 fields, 29 finder, 27 recur, 31 mode, conference, 80 Ncompass Getting Started: Calendar & Reports v6.8 87

88 Index modify view All OTN Systems, 20 date change, 18 my systems, 19 my events list, 37 my systems, 19 N navigation panels, 10 Ncompass resources, 58 notes marked time, 30 O other systems, view, 20 OTN learning centre, 60 webcasting centre, 61 P password, 9 posted event, 59 premium services, 57 print calendar, 23 events list, 39 marked time, 30 priority, 51, 54 public events learning centre, 60 Ncompass, 59 webcasting centre, 61 Q quick search, 43 R recur clinic series, 15, 38, 54 marked time, 31 non-clincial series, 46 registry contact, 76 site, 69 system. See site registry report, 62 historical usage, 63 next 5 days, 64 session list, 65 utilization, 66 resources learning centre, 60 Ncompass, 58 webcasting, 61 RMSS. See OTN Customer Care - Scheduling Coordination S search contact registry, 76 event finder, 39 event ID, quick, 43 marked time finder, 27 my events page, 43 public events page, 43 quick, 43 series ID, quick, 43 site/system registry, 69 security options, 9 self service, 9 session list report, 65 setup time, 46 sign, 9 sign off, 13 site/system registry all searches, 71 calendar search, 72 update, 74 site/system registry fields, 69 speaker\chair. See presenter split screen, 80 start time arrive late, 49 marked time, 29 status clinic, 54 clinical event, 51 event finder, 41 marked time, 29 non-clinical event, 46 system marked time, 29 registry. See site registry Ncompass Getting Started: Calendar & Reports v6.8 88

89 Index T time arrive late or depart early, 49 marked, 24 TMC contact list, 68 toolbar event, 49, 52, 55 navigation, 10 TSM resource library, 68 U upcoming events, 37 marked times, 26 upcoming events, 58 update contact information, 79 site/system information, 74 urgent, priority, 51, 54 URL event, 46 webcast, 48 user guides, Ncompass, 68 user name, 9 utilization report, 66 V view event details, 44 marked time, 26 my events, 37 voice activated, 80 W webcast definition, 86 link, 48 webcasting centre, 61 Ncompass Getting Started: Calendar & Reports v6.8 89

90 Ontario Telemedicine Network 438 University Avenue, Suite 200 Toronto, ON M5A 0L6