SCAN POINT IMAGE MANAGEMENT TECHNOLOGY CLINICAL USER'S MANUAL

Transcription

1 SCAN POINT IMAGE MANAGEMENT TECHNOLOGY CLINICAL USER'S MANUAL

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3 SCAN POINT IMAGE MANAGEMENT TECHNOLOGY Clinical User's Manual Effective: May 18, 2017

4 CONTACT INFORMATION To obtain additional information, please contact Verathon Customer Care or visit verathon.com/support. Verathon Inc North Creek Parkway Bothell, WA U.S.A. Tel: (US and Canada only) Tel: Fax: verathon.com Verathon Medical (Europe) B.V. Willem Fenengastraat BL Amsterdam The Netherlands Tel: +31 (0) Fax: +31 (0) Copyright 2010, 2017 Verathon Inc. All rights reserved. No part of this manual may be copied or transmitted by any method without the express written consent of Verathon Inc. Scan Point, the Scan Point symbol, AortaScan, the AortaScan symbol, BladderScan, the BladderScan symbol, FloPoint, NeuralHarmonics, Verathon, the Verathon Torch symbol, and Vmode are trademarks of Verathon Inc. Total Reliability Plan is a service mark of Verathon Inc. All other brand and product names are trademarks or registered trademarks of their respective owners. Information in this manual may change at any time without notice. For the most up to date information, see the documentation available at verathon.com/product documentation.

5 TABLE OF CONTENTS IMPORTANT INFORMATION...1 Product Description...1 Using This Manual...1 Cautions...1 INTRODUCING SCAN POINT QUICKPRINT...2 Procedure 1. Procedure 2. Open, Close, or Exit Scan Point QuickPrint...3 Log In to Scan Point QuickPrint...3 UPLOADING EXAMS...4 Procedure 1. Procedure 2. Upload Exams from 6000 Series and FloPoint Elite Instruments...4 Upload Exams from 9000 Series Instruments...6 MANAGING EXAM DATA...7 Procedure 1. Procedure 2. View New Exams...7 Review Exam History...8 Procedure 3. Annotate a New Exam...8 Procedure 4. Print an Exam...9 Procedure 5. Review Patient History...10 Procedure 6. Search for an Exam INTERPRETING IMAGES AND REPORTS...12 Understanding Orientation Icons Exam Reports AortaScan, BladderScan and FloPoint Elite Bladder Assessment Kit Procedure 1. Create a Bladder Assessment Kit Report Clinical User's Manual: Table of Contents i

6 MANAGING YOUR SCAN POINT ACCOUNT...14 Procedure 1. Log In to Scan Point Procedure 2. Create a New Scan Point Account Procedure 3. Join a Team Procedure 4. Change Your Password Procedure 5. Reset Your Password...16 Clinical User Account Roles...16 EXPORTING EXAMS...17 Uploading to Electronic Health Record (EHR) Systems Procedure 1. Export an Exam to an Electronic Health Record (EHR) TROUBLESHOOTING...18 GLOSSARY...19 ii

7 IMPORTANT INFORMATION PRODUCT DESCRIPTION Scan Point QuickPrint is a utility installed on your local computer, is designed to work with Scan Point, and is capable of communicating with all instruments that offer Scan Point connectivity. This allows users to archive data, calibrate devices, update software, print exams, and transfer data to Scan Point through a web based interface. To be compatible with Scan Point, Scan Point QuickPrint version 1.6 or higher must be installed. If you need an updated version of QuickPrint, please contact your local representative or Verathon Customer Care. USING THIS MANUAL This manual is intended for users with clinical access to Scan Point. For information on other types of access and other features not covered in this manual, please see the Scan Point Comprehensive User's Manual available at verathon.com/product documentation. The procedures in this manual are written with the expectation that you have completed the procedures Log In to Scan Point QuickPrint on page 3 and Log In to Scan Point on page 14, and that your Scan Point account is active. If your Scan Point account is not active, please contact your local representative or Verathon Customer Care. CAUTIONS Cautions indicate that use or misuse of the device may cause a problem, such as a malfunction, failure, or damage to the product. Throughout the manual, pay attention to the following cautions as they apply to a specific component or use situation. CAUTION If unsaved exam data is not uploaded to Scan Point and the instrument goes into sleep mode or turns off, the exam data will be lost. CAUTION While exam data is uploading to Scan Point, do not remove the instrument from the Scan Point docking station or remove the console battery while data is being uploaded. The QuickPrint window displays the percentage of data transferred. CAUTION Scan Point allows users to access confidential patient information. Please keep your login information secure. Giving your Scan Point access to unauthorized individuals could violate HIPAA Rules. Clinical User's Manual: Important Information 1

8 INTRODUCING SCAN POINT QUICKPRINT Scan Point QuickPrint is a utility designed to work with Scan Point and is capable of communicating with all instruments that offer Scan Point connectivity. This allows users to archive data, calibrate devices, update software, print exams, and transfer data to Scan Point. After you have logged in, Scan Point QuickPrint continues to run in the background. Once a BladderScan 6000 series, or FloPoint Elite instrument is placed in a Scan Point docking station, Scan Point QuickPrint becomes active and allows stored exams to be uploaded. When you need to connect a BladderScan 9000 series or AortaScan instrument, you must start the connection process manually. If you do not have a login and password, contact your account administrator or Verathon Customer Care. If you need to create an account, see the procedure Create a New Scan Point Account on page 14. For information on how to upload exams, see the chapter Uploading Exams on page 4. Scan Point QuickPrint requires an active Internet connection and must be version 1.6 or higher to communicate with Scan Point. If you need an updated version of Scan Point QuickPrint, please contact your local representative or Verathon Customer Care. As shown in the following image, the main window displays the status of Scan Point QuickPrint and any connected instruments. In the main window, the active instrument is indicated by a solid border around the status icon. Clicking on the icon for an instrument makes it the active device. Figure 1. QuickPrint Main Window Scan Point account Instrument icon Logged in user Instrument image Status indicator Instrument name or serial number 2

9 Procedure 1. OPEN, CLOSE, OR EXIT SCAN POINT QUICKPRINT OPENING SCAN POINT QUICKPRINT 1. Double click the Scan Point QuickPrint icon in your system tray. If Scan Point QuickPrint is not currently running, on your desktop, double click the Scan Point QuickPrint icon. A Scan Point QuickPrint icon should now be available in your system tray. CLOSING THE SCAN POINT QUICKPRINT WINDOW When the Scan Point QuickPrint window is closed, it continues to run in the background. 1. In the Scan Point QuickPrint window, click File. 2. In the File menu, click Close. EXITING SCAN POINT QUICKPRINT Exiting Scan Point QuickPrint shuts the software down completely. After you exit, Scan Point QuickPrint is no longer able to communicate with instruments. 1. In the Scan Point QuickPrint window, click File. 2. In the File menu, click Exit. Scan Point QuickPrint fully exits. Note: A warning box may open when exiting Scan Point QuickPrint. Click OK to exit. If you would like to permanently turn off this warning box, select the check box, and then click OK. Procedure 2. LOG IN TO SCAN POINT QUICKPRINT 1. Double click the Scan Point QuickPrint icon on your desktop. If Scan Point QuickPrint is already running, double click the Scan Point QuickPrint icon tray. in your system 2. When opening Scan Point QuickPrint for the first time, follow the QuickPrint Preferences Wizard and enter your login information when prompted. If another user is already logged in, click Tools, and then click Preferences. Enter your user name and password, and then click Connect. Clinical User's Manual: Introducing Scan Point QuickPrint 3

10 UPLOADING EXAMS This chapter contains procedures for uploading exams from a AortaScan, BladderScan, or FloPoint Elite instrument to your Scan Point account. CAUTION Scan Point allows users to access confidential patient information. Please keep your login information secure. Giving your Scan Point access to unauthorized individuals could violate HIPAA Rules. CAUTION While exam data is uploading to Scan Point, do not remove the instrument from the Scan Point docking station or remove the console battery while data is being uploaded. The QuickPrint window displays the percentage of data transferred. Procedure 1. UPLOAD EXAMS FROM 6000 SERIES AND FLOPOINT ELITE INSTRUMENTS Use this procedure in order to upload exam information from BladderScan BVI 6100, BVI 6200, BVI 6400, BVM 6500, and FloPoint Elite instruments. BladderScan BVI 6100 BladderScan BVI 6200 BladderScan BVI 6400 BladderScan BVM 6500 FloPoint Elite Option 1. EXAMS WITH VOICE ANNOTATION If the instrument is holding an exam that does not have a voice annotation, skip to the option Exams Without Voice Annotation on page Place the instrument on the Scan Point docking station. 2. The exams will automatically start to upload to Scan Point. Do not remove the instrument from the Scan Point docking station while exam data is being uploaded. Once the exam data has finished uploading, a Scan Point window opens allowing you to review the exams. If you need to add annotations to an exam, continue to the procedure Annotate a New Exam on page 8. 4

11 Option 2. EXAMS WITHOUT VOICE ANNOTATION Complete this option if the instrument is holding an exam that does not have a voice annotation. 1. Place the instrument on the Scan Point docking station. 2. If more than one docking station is connected to the Scan Point host computer, ensure that the instrument you would like to upload exam data from is selected. Note: A maximum of four docking stations can be connected to the QuickPrint host computer at one time. 3. Annotate the exam, and then click Submit. The exam uploads to Scan Point. Clinical User's Manual: Uploading Exams 5

12 Procedure 2. UPLOAD EXAMS FROM 9000 SERIES INSTRUMENTS Use this procedure in order to upload exam information from BladderScan BVI 9400, BVM 9500, BVI 9600, and AortaScan AMI 9700 instruments. BladderScan BVI 9400 BladderScan BVM 9500 BladderScan BVI 9600 AortaScan AMI Place the instrument within 3 m (10 ft) of the Battery charger/wireless hub. 2. On the instrument, on the Home screen, press the Scan Point button. 3. On the computer, in the Scan Point QuickPrint window, click Find New. QuickPrint establishes a connection with the instrument, and an icon for the device appears in the left pane. On the console, two arrows appear, confirming that the console is connected to Scan Point. The saved exams begin to transfer. Once the exam data has finished uploading, a Scan Point window opens allowing you to review the exams. If you need to add annotations to an exam, continue to the procedure Annotate a New Exam on page 8. 6

13 MANAGING EXAM DATA This chapter contains the following procedures for managing exam data uploaded to Scan Point: View New Exams Review Exam History Annotate a New Exam Print an Exam Review Patient History Search for an Exam For information on menu options not covered in this manual, please see the Scan Point Comprehensive User's Manual available at verathon.com/product documentation. Procedure 1. VIEW NEW EXAMS The Exam Home page lists new exams that have been uploaded to Scan Point. 1. At the top of the Scan Point window, click the Exams tab. 2. Click the Listen icon or Image icon to the right of the exam you would like to view. The exam results provide saved annotations, exam measurements, and ultrasound images or measurement graphs as applicable. Clinical User's Manual: Managing Exam Data 7

14 Procedure 2. REVIEW EXAM HISTORY The Review History page lists all exams that have been uploaded to Scan Point by any user on your instrument team. 1. At the top of the Scan Point window, click the Exams tab. 2. In the navigation menu, click Review History. The Exam Review History page opens. 3. Click the Listen icon or Image icon to the right of the exam you would like to open. If you need to search for an exam, complete the procedure Search for an Exam on page 11. Procedure 3. ANNOTATE A NEW EXAM 1. At the top of the Scan Point window, click the Exams tab. The Exam Home New Exams list opens. 2. In the New Exam list, locate the exam you would like to annotate. If you are not able to locate the exam, complete the procedure Search for an Exam on page Click the Listen icon or Image icon of the exam you would like to annotate. The exam opens. Note: If a voice annotation has been recorded, playback begins when the exam is opened. If you need to replay a voice annotation, near the bottom of the exam report, click Play. 4. Complete the Patient ID, Patient Name, Operator, and Physician fields as needed, and then click Save. Note: After an exam is annotated, the patient's name and ID appear in the navigation menu. 8

15 Procedure 4. PRINT AN EXAM 1. At the top of the Scan Point window, click the Exams tab. The Exam Home New Exams list opens. 2. Select one or more exams from the New Exam list. If the exam you would like to print is not in the New Exam list, complete the procedure Search for an Exam on page 11 to search for it. 3. Check the box to the right of each exam that you would like to print. If you would like to review or edit an exam before printing, click the Listen icon or Image icon to the right of the exam. 4. Click the Print Report button. An exam report window opens. 5. Select the Report Type you would like to print, and then click Print. For information on the types of exam reports available, see the chapter Exam Reports on page 13. Note: A print window may open with the report. If you would like to change the report type, click Cancel to close the window, select the new report type, and then click Print. Clinical User's Manual: Managing Exam Data 9

16 Procedure 5. REVIEW PATIENT HISTORY The Patient History page lists all past exams for a patient, along with the following four result charts that allow you to review the progress of treatment over time: Post void BladderScan BladderScan UEBW FloPoint Elite AortaScan Note: The Post void BladderScan chart is populated with exam data only if the bladder volume measurements were taken within 20 minutes after a FloPoint Elite exam. 1. At the top of the Scan Point window, click the Exams tab. 2. In the navigation menu, click Review History. The Exams Review History page opens. 3. From the Exams Review History list, click the ID or name of the patient whose history you would like to see. The Patient History page opens. If you are unable to locate an exam for the required patient, complete the procedure Search for an Exam on page

17 Procedure 6. SEARCH FOR AN EXAM 1. At the top of the Scan Point window, click the Exams tab. 2. Complete any of the Patient ID, Patient Name, Serial Number, Operator, Exam ID, or Start to End date fields. Note: Use an asterisk (*) in place of missing information within a field. Example: If you need to search for Mark Johnson, searching for "*Johnson" will locate all patients with the last name of Johnson. Searching with multiple fields can help to narrow the search results. 3. Press Enter or click the Search icon. The search results are displayed. Note: The information is listed chronologically by default. If you want to re sort the data, click the Exam Type, Model Name, Exam Date, Patient ID or Patient Name, or Measurement column heading. Clinical User's Manual: Managing Exam Data 11

18 INTERPRETING IMAGES AND REPORTS UNDERSTANDING ORIENTATION ICONS Exam images generated by BladderScan instruments feature orientation icons that assist with interpreting images. The icon is located at the top left of the ultrasound image. This icon shows the scan plane of the displayed image in relation to the probe's orientation. The scanhead is represented by the large circle and the probe's handle by the rectangle. The white dot in the large circle corresponds to the dot displayed at the upper left of the scan image. Scanhead Reference dots Handle When a scan is taken with the probe handle perpendicular to the patient s spine and pointing to the patient s right side, the orientation icon will show how the image corresponds to the patient. Table 1. Orientation Icons ICON MEANING The scan was taken in the sagittal plane, with the left side of the image toward the patient s feet The scan was taken in the transverse plane, with the left side of the image toward the patient s right side 12

19 EXAM REPORTS AORTASCAN, BLADDERSCAN AND FLOPOINT ELITE The exam data gathered from AortaScan, BladderScan, and FloPoint Elite instruments is available in several different report formats: AortaScan Aortic Diameter Reports Standard (summary) BladderScan Bladder Volume Reports Standard (summary), Physician s Office (detailed), and Extended Care Facility (detailed) BladderScan UEBW Reports Standard (summary) FloPoint Elite Reports Summary and Detailed Note: To view examples of the available reports, In the Scan Point QuickPrint window click Help, and then click Report Type Samples. BLADDER ASSESSMENT KIT A Bladder Assessment Kit report is only available when exam data from a pre void BladderScan exam, FloPoint Elite exam, and post void BladderScan exam are taken within 20 minutes of each other. The BladderScan Bladder Assessment Kit report combines data from all three exams. Procedure 1. CREATE A BLADDER ASSESSMENT KIT REPORT 1. Complete the procedure Review Patient History on page 10, in order to view the patient's available exams. 2. Check the box to the right of the pre void, FloPoint Elite, and post void exams that you would like to combine into a Bladder Assessment Kit report. 3. Click the Composite Exam Report icon. The Bladder Assessment Kit preview opens. 4. If you want to print the Bladder Assessment Kit report, click Print. Clinical User's Manual: Interpreting Images and Reports 13

20 MANAGING YOUR SCAN POINT ACCOUNT Scan Point is a HIPAA compliant image management technology that allows your facility the ability to access uploaded exams for viewing, printing, or archiving. The Scan Point home page for clinical users lists newly uploaded exams that you can open, print, annotate, and export. There are also search fields allowing you to search all new and previously uploaded exams. Figure 2. Clinical User Home Page Search fields Print Navigation menu Export New exams list Customer Care review Procedure 1. LOG IN TO SCAN POINT 1. Open the Scan Point website: my.scanpoint.com. 2. Enter your login and password, and then click Login. Note: Scan Point automatically logs you out after a few minutes of inactivity. Procedure 2. CREATE A NEW SCAN POINT ACCOUNT 1. Open the Scan Point website: my.scanpoint.com. 2. On the Scan Point Login page, click Create a Login. The Create Login page opens. 3. Complete the form, and then click Continue. The Security Questions page opens. 4. Complete the five security questions and answers and then click Save. 5. If the information you entered was accepted, the text, Login successfully created. You will get an e mail notification appears. Scan Point sends a confirmation containing your login and temporary password to the address provided during Step If you left your browser open while you checked your , click To Login. Otherwise, restart your browser and open the Scan Point website: my.scanpoint.com. 7. Using your login and temporary password, log in to your Scan Point account. 8. Click Change Password. The Change Password page opens. 9. Complete the Old password, New password, and Confirm password fields, and then click Change Password. The password is reset and you are logged in to Scan Point. 10. Continue to the next procedure to join a team. 14

21 Procedure 3. JOIN A TEAM 1. Click the My Account tab at the top of the Scan Point window. 2. In the My Teams section, click Join Another Team. A serial number box appears. 3. In the Serial Number box, enter the 8 digit serial number of an instrument belonging to the team you would like to join, replacing the first two characters with zeros (Example: B would be entered as ). 4. Click Find a team. The Request Membership page opens. If Scan Point was able to locate your instrument, continue to Step 5. If the serial number you entered could not be found, remove the four preceding zeros from the serial number (Example: would be entered as 1234), and then click Search. 5. Select the instrument team you would like to join. 6. Select the types of roles you are requesting: Clinical user Technical user Administrator Document Security Officer Patient Administrator For information on the different types of roles, see the Scan Point Comprehensive User's Manual available at verathon.com/product documentation. 7. Click Subscribe. The text Membership successfully requested appears. The team administrator must reviews your request and grants access. Once access has been granted, Scan Point sends a confirmation to the address associated with your account. Procedure 4. CHANGE YOUR PASSWORD 1. Open the Scan Point website: my.scanpoint.com. 2. Log in to Scan Point, and then click the My Account tab at the top of the Scan Point window. 3. In the My Personal Information section, click Change Password. The Change Password page opens. 4. In the Old password field, enter your current password. 5. In the New password and Confirm password fields, enter the password you would like to use, and then click Change Password. The password is reset. Clinical User's Manual: Managing Your Scan Point Account 15

22 Procedure 5. RESET YOUR PASSWORD In this procedure, you will be asked to answer two security questions. These questions were chosen when you created your account. Ensure the answers match your original answers exactly (answers are case sensitive). 1. Open the Scan Point website: my.scanpoint.com. 2. Click Help. Help information appears at the bottom of the screen. 3. Click Reset Password. The Password Reset page opens. 4. Enter your login name or e mail address, and then click Request password reset. Scan Point sends an containing a password reset link to the address associated with the account. 5. In the message, click the password reset link. The Scan Point security verification page opens. 6. The Security Verification page will display two of the security questions you answered during your account setup. Answer the questions, and then click Verify. The Change Password page opens. Note: If you are unable to remember the answers to the two questions shown, click Change Question. Two new questions are displayed. If you are still unable to reset your password, please contact your local Verathon representative or Verathon Customer Care. 7. In the New password and Confirm password fields, enter the password you would like to use, and then click Change Password. The password is reset. CLINICAL USER ACCOUNT ROLES Scan Point provides five unique types of user roles: Clinical (C) Technical (T) Team Administrator (A) Document Security Officer (S) Patient Administrator (P) Each of these roles offers different types of access, each with specific privileges and restrictions. The clinical role typically belongs to a doctor, nurse, or other clinician who actually performs and annotates patient exams. Clinical users have access to all patient data associated with the instruments they are authorized to use. For information on the other types of roles available, please see the Scan Point Comprehensive User's Manual available at verathon.com/product documentation. To request additional roles, contact your Team Administrator. 16

23 EXPORTING EXAMS UPLOADING TO ELECTRONIC HEALTH RECORD (EHR) SYSTEMS Scan Point incorporates different methods for uploading patient exam data to electronic health record (EHR) systems. Depending on how your IT administrator has configured the interface between Scan Point and your EHR system, the process may be fully automatic or may require manual assistance. AUTOMATIC If your system is set up with automatic export, once a patient exam has been annotated and saved, it will automatically uploaded to your EHR system in one of the available formats: Health Level Seven (HL7 ) Cross Enterprise Document Sharing (XDS) MANUAL If your EMR system is not able to accept automatic uploads, you may have need to initiate the export to your EHR system manually or export to a local XML file in one of the following formats: Export to CDA CDA (PDF) Once saved, your team's Document Security Officer can then upload the file to the EHR system. Procedure 1. EXPORT AN EXAM TO AN ELECTRONIC HEALTH RECORD (EHR) Once your team's export settings are applied, any exam that a team member annotates in Scan Point can then be exported by clicking the Send to HL7 or Send to XDS buttons in the Exam Results page. Option 1. EXPORTING TO HL7 OR XDS 1. Search for the exam by using one of the methods in the chapter Managing Exam Data on page In the Exam Results, click the export button appropriate for your Electronic Health Record (EHR) system. Note: Export buttons configured only for your EHR system will be visible. Option 2. EXPORTING TO CDA AND CDA (PDF) Files exported as CDA must be imported to your electronic health record (EHR) system manually. 1. Click on Export to CDA or CDA (PDF). 2. In the File Download window, click Save. 3. Choose a file location that complies with your organization s security policies and local security regulations, and is available to your team's Document Security Officer, and then click Save. Your team's Document Security Officer can then upload the exams reports manually. For additional information on available team roles or export settings, please see the Scan Point Comprehensive User's Manual available at verathon.com/product documentation. Clinical User's Manual: Exporting Exams 17

24 TROUBLESHOOTING Scan Point and QuickPrint can display error codes when software or system errors occur. Table 2 lists QuickPrint error codes with solutions you can apply directly. If QuickPrint displays one of these error codes, try to correct the error using the solution shown in the table. If the error persists, or if Scan Point or QuickPrint displays an error code not shown in the table, report the problem to a Technical user in your organization or contact Verathon Customer Care. Table 2. Scan Point QuickPrint Error Codes CODE ISSUE SOLUTION 0008 QuickPrint cannot parse a downloaded exam. The data in the exam may have been corrupted QuickPrint was not able to download an exam QuickPrint was unable to communicate with the Scan Point server. Delete the first exam from the instrument, and then try the download again. Check the computer s connections to the Scan Point docking station and to the Internet. Check the computer s Internet connection. 18

25 GLOSSARY TERM HL7 CDA EHR HIPAA IHE XDS DEFINITION Health Level Seven (HL7 ) and its members provide a framework (and related standards) for the exchange, integration, sharing, and retrieval of electronic health information. These standards define how information is packaged and communicated from one party to another, setting the language, structure, and data types required for seamless integration between systems. Clinical Document Architecture (CDA ) is a document markup standard developed by HL7 that defines the structure and semantics of certain medical records for the purpose of data exchange between healthcare providers and patients. Electronic Health Record (EHR) is an electronic record of patient health information. Included in this information are patient demographics, treatment progress notes, current patient illnesses, medications, vital signs, past medical history, immunizations, laboratory data, and radiology reports. The EHR has the ability to generate a complete record of a clinical patient history. Health Insurance Portability and Accountability Act Integrating the Healthcare Enterprise (IHE) is an initiative by healthcare professionals and industry to improve the way computer systems in healthcare share information. IHE promotes the coordinated use of established standards such as DICOM and HL7 to address specific clinical needs in support of optimal patient care. Cross Enterprise Document Sharing (XDS) is a mechanism defined by IHE for coordinating document retrieval and search between multiple information systems. Scan Point implements the Provide And Register Document Set b transaction and sends an HITSP/C32 continuity of care document with an embedded PDF of the patient exam report to a designated EHR system. The XDS profile is described in full in the IHE IT Infrastructure technical framework at Clinical User's Manual: Glossary 19

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