OTOLOGY EAR AUDIT USER GUIDE.

Transcription

1 OTOLOGY EAR AUDIT USER GUIDE

2 Table of Contents Login... 3 About Us... 4 Downloads... 5 Useful Links... 6 Test Drive... 7 Main Page after Logged In... 8 Edit User Profile... 9 Reviewing Data/Adding Operation and Post Operation Data Review PreOp Update Operation Review Operation Update Op Procedure (Only in Level 2) Downloading Hospital Data Log off... 25

3 Login To login, please first select COA Platform and select your Hospital. Then input User Name and Password before you click the Login button to login our site. Login session will be expired when user idle for 30 minutes. Re-login is needed when login session is expired. All hospitals participating in the Audit should have been provided with a user name and a password to gain access to the site. If you have not yet received these, please click Not yet a member in the login page and stephen.wilson@ipswichhospital.nhs.uk. They will mail you immediately. (Remarks: The password that is allocated to you is a very simple and obvious one and therefore not really secure, so it is recommended that the first thing all users do is exchange this password for one of their own choosing. To do this, please follow Change password guideline.) There is a Tab bar for user to navigate different pages.

4 About Us About Us pages are some information about The Otology Audit Group, include our aims, background and guidelines on methodology.

5 Downloads Downloads include some useful files about Common Otology Audit group. Please download and read to have more understanding about us.

6 Useful Links This page includes some useful links related to Common Otology Audit Group.

7 Test Drive Test Drive allows you to have a test and get a feel for the way the site works by entering dummy data. You may create your own testing account by entering username and password in the page. Select the level you wish to try and login. However, you should make aware the Test Drive data may be removed without notice and mixing with other visitors is possible.

8 Main Page after Logged In After you login the site, you will enter the main page. In this page, there will be some Notice that may need to be attention to. There is a Tab bar for user to navigate different pages. In the yellow bar, Level 1 or Level 2 will be shown to indicate your current Level. Shortcut to review a Patient is available by entering the Patient Code into the search bar under Enter Patient Code to review and then press Enter for desktop users or Go for mobile users. Shortcut to create New Case (PreOp) is available by clicking the Create New Case (PreOp) button. It will bring you to the Create New Case form.

9 Edit User Profile To edit User Profile and change password, please click your Name next to Log off at the right-top side. After click on it, system will bring you to User profile page. You can edit the user profile and click Submit Change to update it. Change Password page is also available for you to reset the password. Please input the existing password and new password, then click Submit to update.

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11 Create New Case A case can be defined as an ear that was scheduled for an operation. Thus, there may exist several cases relating to the same patient over a period of time (eg. both ears operated on, revision operations on the same ear). Each case is automatically assigned a code (called CaseCode ) by the application as soon as the Proposed Op Date field on the PreOp form has been completed (the user has no part in this and cannot change the code once it has been set), and it is this code which is used to link all of the tables, except for the Patient Details table, in the database. It is, therefore, impossible to enter any Operation or Post Operation data if no PreOp data exists for a particular case, since in effect a case cannot exist without PreOp data. This applies to both Level1 and Level2. So, when a new case is to be created, click Create New Case (PreOp) from Tab menu bar and fill all fields on the form you are faced with. Failure to fill any of the fields will raise an error and you will not be permitted to proceed until the mistake is corrected. Once all data is present, click the Submit button. If the data is successfully accepted into the database, system will bring you to the Review Page of the case. There are several input types: 1. Free Text - just click on it and input the text 2. radio / check box button - click on it for selection 3. Calendar date input - you can select the date in the calendar or - directly input the date in format of dd/mm/yyyy (e.g. 28/02/2013)

12 Level1 Pre_OP form:

13 Level2 Pre_Op form :

14 Reviewing Data/Adding Operation and Post Operation Data If you want to add Operation and/or Post Operation data to an existing case, please click Review/Update in the tab menu bar. Please input the Patent code to search for Cases. Case codes will be listed below if it is available. Select a case code in the result list, the system will bring you to the review pages of the selected case.

15 Review PreOp This page will share the information about the PreOp of the case. Let you to have a reference about the case.

16 Update Operation If you did not input information about Operation before, Operation page will be a form for you to capture the Operation details. Please input the information and click Submit to save the Operation details in database. Level 1 Operation form:

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18 Review Operation After you submitted the Operation form and go back to Operation page, you can review the Operation. The page can be read-only for you to check the Operation details. View Op Note is available for you to have a well-formatted Operation Note. (Please note that a new window will be used to open the Operation Notes) You can also download the Op Note to MS Word by clicking Download to MS Word link.

19 Op Note:

20 Update Op Procedure (Only in Level 2) Op Procedure page allows you to capture Operation Procedure. It is only for Level 2 users. Once the data is submitted, the form will become read only and allow you to review the details. View Op Note is available for you to have a well-formatted Operation Note. (Please note that a new window will be used to open the Operation Notes) You can also download the Op Note to MS Word by clicking Download to MS Word link.

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22 Update Followup In Followup page, you can select different followup period by clicking the dropdown list at the top. If you did not submit the followup details for the selected followup period, the form allows you to input all the details. Once you submit the data, it will capture into database and fields will become read-only.

23 Review Followup

24 Downloading Hospital Data It is possible for any user to view and/or download their own hospital s data to an Excel spreadsheet. To do this, click Data Analysis and then select any links available in the list. What will be downloaded is obvious from the text of the link, but it is perhaps worth indicating that OpData only will produce both Findings and Procedures as one dataset (this applies only to Level2, since Level1 has a smaller combined Operation dataset, rather than separate Findings and Procedures). Once the file has been created in an new window. You will receive confirmation of that fact and you will see a Click here. link. Click the link to download the excel file.

25 Log off To log off, please just click the Log off at the right-top side and then click Yes to confirm you want to log off. Log off will clear the login session and bring you back to login page.