Setting up for Workstation Success

Transcription

1 Setting up for Workstation Success 2017 ACS Quality and Safety Conference New York, New York George Cheretakis Assistant Site Support Engineer 1

2 Setting up for Workstation Success DISCLOSURES 2

3 Setting up for Workstation Success Agenda Technical Requirements to Use the Workstation What is the Login Page Workstation Account Tech Support Contact Information Data Main Page tab Patients tab Online Data Reports tab My Account tab Entering a New Patient Entering a New Case for an Existing Patient Saving 3

4 Technical Requirements to use the ACS Workstation Internet Explorer web browser versions 8 through 11 While other web browsers can be used, we only support Internet Explorer Stable internet connection 4

5 Login Page 5

6 Your Workstation Account Each workstation account is: 1. Unique. 2. Only applies to one site and access level. 3. Needs to be accessed at least once every 90 days.» Workstation will automatically deactivate a workstation account which is inactive (has not been accessed in 90 days.» Automatic notification will be sent 10 days prior to the account being deactivated. 6

7 Technical Support Contact Information Technical Support can be reached by: Phone: From 8:30am until 8:00pm EST. One day turnaround for all inbound s 7

8 Data Main Page tab 8

9 Data Main Page Links, Navigation tabs, and User and Site Info News Updated Link Archive of all announcements posted for the site, such as scheduled maintenance times. Contact Us Link Workstation to reach out to the Technical (Quintiles) or Clinical Support (ACS NSQIP) teams. Logout Link Most secure way to successfully logout of the workstation. The workstation will automatically logout a user if they are inactive for 60 minutes or more in the workstation. 9

10 Data Main Page Links, Navigation tabs, and User and Site Info Resource Portal Administered by the ACS Data Portal Supported by QuintilesIMS Technical Support Encompasses the Data Main Page, Patients, Online Data Reports and My Account navigation tabs Tabs are highlighted to show what area of the workstation you are currently on. 10

11 Data Main Page Links, Navigation tabs, and User and Site Info Black Border Shows your First and Last name, Site name and site ID The navigation tabs, links, and site and user information will ALWAYS be located at the top part of any page within the workstation. 11

12 Data Main Page Sections (Boxes) of the Data Main Page Welcome Box Add a New Patient Link Lookup an IDN or Case Lookup CPT, ICD-9 or ICD10 Codes 12

13 Data Main Page Sections (Boxes) of the Data Main Page Announcements Box Displays three most recent announcements posted. Archived Announcements link provides you with a list of all of the posted announcements. 13

14 Data Main Page Sections (Boxes) of the Data Main Page Documents and Resources Box Variable Definitions Clinical Dictionary to the fields you will find within the workstation. Technical User Manual Technical guide to utilizing and navigating within the workstation Data Download Tool (DDT) Manual Guide to utilizing the DDT 14

15 Data Main Page Sections (Boxes) of the Data Main Page Cases by Cycle Box Quick display to show you the number of cases entered in the workstation by cycle. Breaks down cycle by the total, incomplete, follow-up < 30 days, targeted and non-targeted cases Displays a V if a cycle has been designated as a vacation cycle. Selecting a number within the columns will direct you to those respective cases 15

16 Data Main Page Sections (Boxes) of the Data Main Page Complete / Incomplete Box Complete Cases Shows the number of Completed Cases for the previous and current calendar years Incomplete Cases Shows the number of Incomplete Cases by when they will be locking out» Clicking on any of the links will direct you to those cases 16

17 Data Main Page Sections (Boxes) of the Data Main Page Reports Box Quick access to the predefined reports available in the workstation Same reports are available by selecting the Online Data Reports navigation tab 17

18 Data Main Page Sections (Boxes) of the Data Main Page Clinical and Technical Support Contact Information Box Technical Support is available by phone from 8:30am until 8:00pm EST, Monday to Friday. 18

19 Patients tab 19

20 Patients tab Referred to as the Patient Grid On the Patient Grid, you have access to: Links to the Variable Definitions and Technical User Manual PDFs Link to a Blank Case Form PDF Able to enter a New Patient Search the Patients (IDNs) and/or Cases entered for your site 20

21 Patients tab Show Advanced Search Filters Allows you to narrow your search of cases and or patients Advanced search filters are Sticky and need to be cleared 21

22 Patients tab Patients Column Shows the First Letter of the First Name and the First 5 Letters of the Patient s Last Name Year of Birth Demographics Column Allows to access ONLY the demographics form Case Form Column Access a previously entered Case Form Enter a New Case (click on Enter Case Link) Patient Summary Report Column Access the Patient Summary Report for the Case 22

23 Online Data Reports tab Access the predefined reports available for your site Summary of what information will be provided for you for each of the reports and filters available within the report. Data Download Tool (DDT) Tool which will extract the information entered for your site and provide it in an Excel (CSV) format» Raw Data 23

24 Online Data Reports Each report has it s own set of filters and parameters which can be selected to obtain the information you are requesting. After the Report is populated, selecting the Print Link will provide you with an option to Save the Report on your computer 24

25 My Account tab Access account (User) and site (Hospital) information Change Password Manage Cycles, Custom Lists and Custom Fields 25

26 Entering a New Patient Selecting Add a New Patient or Enter New Patient will prompt you to enter a Patient IDN Can be any alphanumeric designation your site utilizes to identify patients Please follow HIPAA guidelines and refrain from using identifiers such as SSN and DOB. If a mistake has been made when entering an IDN, please contact QuintilesIMS Technical Support. 26

27 Entering a New Patient If the IDN does not exist, you will see a BLANK demographics form. If the IDN does exist, you will see a demographics form with information already entered. This indicates the IDN has been previously entered in the workstation and therefore, will need to enter a new Case Form for an Existing Patient. 27

28 Entering a New Case for an Existing Patient If a patient (IDN) exists in the workstation, search for the existing patient by navigating to the patient grid by clicking on the Patients tab. On the patient grid, search for the IDN by utilizing the Search by IDN field and then clicking on Search. 28

29 Entering a New Case for an Existing Patient Once the search is complete, you will see the information for the patient on the patient grid. Clicking on the Enter Case link, will provide a New Blank Case Form for this patient. 29

30 Saving When Saving a Form, you can: Save the status of the form as Incomplete or Complete Save and Exit or Save and Continue Data Entry Using the Errors and Warnings Box» Critical Errors, Normal Errors and Validation Errors Status: Incomplete You have not fully completed your abstraction and will return at a later point of time to enter data. Default Status of all of the founds found in the workstation. Incomplete case forms which pass the lockout date will be automatically deleted by the workstation. 30

31 Saving Status: Complete You have finished your abstraction and all required fields have been answered. Forms must be changed from their default status of Incomplete to Complete in order for the form to be saved as Complete Save and Exit Will save the information entered and exit the form and redirect you to the patient grid (Patients tab). Save and Continue Will save the information entered and leave you in the form.» Utilized to periodically save information entered in the forms. 31

32 Saving Errors and Warnings Box Located at the top right corner when entering a form. Click on the + symbol to expand. Consider the Errors and Warnings box as a proofreading tool to assist when entering data. Clicking on an Error within the Errors and Warnings box will bring you to the field in the form. Critical Errors: Directs you to the minimum requirements (critical errors) which need to be fulfilled in order to save the form. Normal Errors: Non critical errors need to be answered, but only when saving the form as complete. 32

33 Saving Errors and Warnings Box Validation Errors» Are utilized to ensure the information you have entered is correct.» Predefined parameters for the field are exceeded Clicking on the Validate link will open a new window to allow you to validate the data you have entered for that field. 33

34 ACS Workstation Visit the QuintilesIMS booth 34