CentoPortal. User Manual for Physicians. Page 1

Transcription

1 CentoPortal User Manual for Physicians Page 1

2 Contents 1. Purpose and objective How to register for CentoPortal How to login at CentoPortal The CentoPortal welcome screen The CentoPortal working space Request new CentoCard analysis Register the patient data Select your test Screening CENTOGENE Product Portfolio CentoGenome CentoGenome Solo CentoGenome Trio / CentoGenome TRIO Plus CentoXome CentoXome Solo CentoXome Trio / CentoXome TRIO Plus Panels/ Single Gene Analysis Sample & clinical data Consent form Final check Request NIPT Select your test Register the patient data Edit the patient data Sample & clinical data Consent form Final check Orders/Invite My Orders Orders archive Invite Delegate Profile Additional settings Forgot your password? Help and support List of figures Page 2

3 1. Purpose and objective CentoPortal is the user-friendly online ordering portal from CENTOGENE designed to assist you in each step of administrating patients samples. You can track a sample through each step of the process, get an overview of all requested analyses and patients, and download medical reports. CentoPortal will save you time and reduce your labor input. This user manual was designed to provide detailed instructions for the proper use of CentoPortal in order to access, request, and retrieve information from CENTOGENE s web order entry portal. The following chapters provide step-by-step instructions for using CentoPortal. 2. How to register for CentoPortal To register for CentoPortal please visit Figure 1: Screenshot - CentoPortal Login Page A click on Sign up Now! takes you to the registration form shown in Figure 2. Page 3

4 Figure 2: Screenshot - The registration form All mandatory fields are marked with an asterisk (*) and must be completed. Please choose your Title, Language, Country and Specialization from the dropdown menu. All fields shaded grey, such as City or Institution, are inactive until a country has been seletcted. After the Country has been selected, the City needs to be entered, and once the City has been entered, the Institution field is enabled. This Institution Page 4

5 field has an autofill option listing institutions already in the system. A dropdown list is also provided for choosing the specialization; please select one of the options listed. Please choose a strong password that meets the following requirements: Minimum password length of eight characters including at least: 1. One lowercase letter [a-z] 2. One uppercase letter [A-Z] 3. One number [0-9] or one symbol # % ^ () *?] 4. Only Latin characters are accepted. If the password is not complex enough, incorrect, or inconsistent, you will be asked to make changes in order to meet security criteria. It is necessary to provide a unique Login as well as a valid Contact connected to the respective institution. When clicking on the Privacy Policy or Terms and Conditions, a new window containing all information regarding the Privacy Policy and Terms and Conditions will appear.it is mandatory to read these carefully before checking the respective boxes. Please also certify that you are a licenced physician by checking the respective box. Click on the Register button after filling in all mandatory fields. Mandatory fieids will be framed in red as long as information is still missing. Please add this information and click the Register button again. This will generate an asking you to confirm the registration. You can then log into CentoPortal using your chosen username and password. Page 5

6 3. How to login at CentoPortal In order to login at CentoPortal go to and enter your chosen username and password and press Log In. Figure 3: Screenshot - CentoPortal Login 4. The CentoPortal welcome screen Figure 4: Screenshot Welcome Screen After the login the welcome screen offers you two different sections. The What do you want to do section gives you the possibility to find your reports or to order new analysis via shortcuts. Within the Need help? section you have the possibility to watch information videos or download the User Manual via shortcut. Page 6

7 5. The CentoPortal working space The CentoPortal interface provides several main tools and features: CENTOGENE logo Always takes the user back to the working space 2 Orders/Invite 2.1 My Orders 2.2 Orders archive 2.2 Invite Delegate 3 Request New Centocard Analysis Overview of all orders and reports as well as the opportunity to invite your clinical staff and team members Overview of all orders placed in CentoPortal as well as an overview of all reports, also includes those orders placed not using CentoPortal Orders which have been completed can be archived here Invite your clinical staff and team members to be delegates New analysis out of the CENTOGENE portfolio can be ordered 4 Request NIPT New non-invasive prenatal test can be ordered 5 Institution Overview of all created Institutions (you can choose between them, the active Institution is displayed in navigation bar) 6 Notifications List of all updates (status changes of orders, etc.) 7 Profile Manage user information, download user manual, additional seetings, logout 8 Language Preferred language can be selected 6. Request new CentoCard analysis To request a new CentoCard analysis, please select Request New CentoCard Analysis in the navigation bar. Page 7

8 6.1 Register the patient data When registering patient data you can choose between two options: Create new patient or Select an existing patient. (Figure 5) Figure 5: Screenshot - Analysis Request Patient Data When using CentoPortal for the first time, you will first have to create a new patient file. Click on Create new patient to access a pop-up window in which all respective data can be entered (Figure 6). Once saved, this file on the patient becomes part of your existing patient list. Page 8

9 Figure 6: Screenshot Add a new patient Click on Select an existing patient to access a pop-up window containing all patients you have previously entered in CentoPortal. Here you can filter by Ref. ID, name, date of birth, and gender or simply use the search function. Once you have found the respective patient, simply press on the red button. By choosing Edit (the white button ) - there is also the possibility to change the patient data entered previously. Once all patient information has been introduced, please click on Add a CentoCard to access a pop-up window, which offers you the possibility to enter the CentoCard ID (Figure 7). This number is located in the upper left corner of the CentoCard. You can either type it in manually or scan the barcode. Please add also the sample collection date. Page 9

10 Figure 7: Screenshot Enter CentoCard ID Once the barcode number is entered, press Add. If the barcode number has been entered correctly, the CentoCard ID number will be included in the patient data information. 6.2 Select your test If you are using a card which was distributed by an industrial partner for a screening project, you will need to indicate if you wish to continue with Screening [Partnername] ( Partnername will be replaced by the name of the corresponding company/institution) or the entire product portfolio of CENTOGENE, and then click the corresponding Confirm button (see Figure 8). Otherwise you will get access directly to the entire product portfolio (next steps see CENTOGENE Product Portfolio). Page 10

11 Figure 8: Screenshot Choose Screening Globalpartner or CENTOGENE Product Portfolio Screening If the selected CentoCard is part of a screening project the corresponding test(s) are automatically preselected. To finish, press Save and Proceed. The Save and Proceed button will remain disabled until all required fields have been filled in correctly. Please double-check to make sure you have correctly completed all required data fields. If more CentoCard s are required for the chosen test or you would like to send more than one CentoCard, you have the possibility to add additional cards here. The Save and Proceed button will remain disabled until you have entered a sufficient number of CentoCard s. After all data have been saved properly a green line will appear connecting Patient data to Clinical data CENTOGENE Product Portfolio If you choose CENTOGENE Product Portfolio you will be able to select from CentoGenome, CentoXome and Panels/Single Gene Analysis. Page 11

12 CentoGenome If you select CentoGenome you will need to add 3 CentoCard s. To continue, press Save and Proceed. The Save and Proceed button will remain disabled until all required fields have been filled in correctly. Please double-check to make sure you have correctly completed all required data fields. The Save and Proceed button will also remain disabled until you have entered 3 CentoCard s. The next steps are: - Choose the sequence analysis data exchange - Choose an additional testing included in the WGS analysis - Choose the number of samples To finish, press Save and Proceed. The Save and Proceed button will remain disabled until all required fields have been filled in correctly. Please double-check to make sure you have correctly completed all required fields CentoGenome Solo Once you have chosen CentoGenome Solo analysis the next step is filling in clinical data of the Index Patient. Please choose the respective clinical information by selecting the available checkboxes displaying different HPO terms. To finish, press Save and Proceed. After all data have been saved properly, a green line will appear connecting Symptoms to Physician Details (next steps see 5.3 Sample & Clinical Data) CentoGenome Trio / CentoGenome TRIO Plus If you have chosen CentoGenome Trio analysis or CentoGenome Trio Plus analysis the next step is filling in Patient Relative Data. When registering patient data you can choose between two options: Create new patient or Select existing patient. If you would like to create a new patient file, click on Create new patient to access a pop-up window in which all respective data can be entered. Once saved, this file on the patient becomes part of your existing patient list. Page 12

13 Click on Select existing patient to access a pop-up window containing all patients you have previously entered in CentoPortal. Here you can filter by name, date of birth, and gender or simply use the search function. Once you have found the respective patient, simply press Select. By choosing Edit there is also the possibility to change the patient data. Please add 3 additional CentoCard s for each relative of the Index Patient. When adding the first CentoCard for each relative, make sure you have indicated the relationship and selected either Affected or Not affected by ticking the corresponding boxes. After all data have been saved properly, a green line will appear connecting Relatives Data to Symptoms. The next step is filling in clinical data of the Index Patient. Please choose the respective clinical information by selecting from the checkboxes displaying different HPO terms. To finish, press Save and Proceed. After all data have been saved properly, a green line will appear connecting Symptoms to Physician Details (next steps see 5.3 Sample & Clinical Data). Please note that if you placed an order for several patients there will be a separate report for each patient. You will find the report for each patient in a separate line. Only the index patient report will appear inside the order. You can find the patients by searching for their last name CentoXome If you select CentoXome you do not need to add any further CentoCard s in the first step. To continue, press Save and Proceed. The Save and Proceed button will remain until all required fields have been filled in correctly. Please double-check to make sure you have correctly completed all required data fields. The next steps are: - Choose between CentoXome Platinum and CentoXome Gold - Choose the sequence analysis data exchange - Choose an additional testing included in the WES analysis Page 13

14 - Choose the number of samples To finish, press Save and Proceed. The Save and Proceed button will remain disabled until all required fields have been filled in correctly. Please double-check to make sure you have correctly completed all required data fields CentoXome Solo If you have chosen CentoXome Solo analysis the next step is filling in clinical data of the Index Patient. Please choose the respective clinical information from the available checkboxes displaying different HPO terms. To finish, press Save and Proceed. After all data have been saved properly, a green line will appear connecting Symptoms to Physician Details (next steps see 5.3 Sample & Clinical Data) CentoXome Trio / CentoXome TRIO Plus If you have chosen CentoXome Trio analysis or CentoXome Trio Plus analysis the next step is filling in Patient Relative Data. When registering patient data you can choose one of two options: Create new patient or Select existing patient. If you wish to create a new patient click on Create new patient to access a pop-up window in which all respective data can be entered. Once saved, this file on the patient becomes part of your existing patient list. Click on Select existing patient to access a pop-up window containing all patients you have previously entered in CentoPortal. Here you can filter by name, date of birth, and gender or simply use the search function. Once you have found the respective patient, simply press Select. By choosing Edit there is also the possibility to change the patient data. Please add an additional CentoCard for each relative of the Index Patient. When adding the CentoCard for each relative, make sure you have indicated the relationship and selected either Affected or Not affected by ticking the corresponding boxes. After all data have been saved properly, a green line will appear connecting Relatives Data to Symptoms. Page 14

15 The next step involves filling in clinical data of the Index Patient. Please select the respective clinical information from the available checkboxes displaying different HPO terms. To finish, press Save and Proceed. After all data has been saved properly, a green line will appear connecting Symptoms to Physician Details (Next steps see 5.3 Sample & Clinical Data). Please note that if you placed an order for several patients there will be a separate report for each patient. You will find the report for each patient in a separate line. Only the index patient report will appear inside the order. You can find the patients by searching for their last name Panels/ Single Gene Analysis If you have chosen Panels/ Single Gene analysis the next step is choosing the required test(s). Simply select the test of interest by and choose the preferred test method by clicking Add to selection. If additional tests are of interest go back to the overview by clicking Back to list and repeat as often as needed. There is an overview of all chosen tests in the shopping cart displayed in the left column. If you have choosen a Carrier testing you need to fill in c.position, p.position and transcript (at least two out of three). To finish, press Save and Proceed. The Save and Proceed button will remain disabled until all required fields have been filled in correctly. Please double-check to make sure you have correctly completed all required fields. After all data has been saved properly, a green line will appear connecting Panels/ Single Gene Analysis to Symptoms. The next step will be filling in clinical data of the Index Patient. Please choose the respective clinical information by selecting the available checkboxes displaying different HPO terms. To finish, press Save and Proceed. If all data has been saved properly, a green line will appear connecting Symptoms to Physician Details (next steps see 5.3 Sample & Clinical Data). 6.3 Sample & clinical data The information entered previously will be automatically displayed to make the request analysis process faster. So, Physician Details and Institution Information will be Page 15

16 already filled out with your user information and you can amend the data if needed manually. It s also possible to add an additional report address and/or a different billing address. Please enter also the date of sample shipment and additional clinical information. In this step, CentoPortal allows you to import files. You can easily upload any previous medical reports or a medical result that may be important or provide a support for the final diagnosis. To finish, press Save and Proceed. The Save and Proceed button will remain disabled until all required fields have been filled in correctly. Please double-check to make sure you have correctly completed all required fields. After all data have been saved properly, a green line will appear connecting Physician Details to Consent forms. 6.4 Consent form It is mandatory to ensure that each patient has granted his or her consent to conduct genetic analysis. For this reason, you must confirm that you currently have a consent form signed by your patient in your files. A PDF version can easily be accessed and downloaded by clicking the Download PDF button on the top. Please read the instructions carefully and click on the Confirm button. A green line will appear connecting Consent form to Final check indicating that all data were saved properly. 6.5 Final check This step provides the chance to double-check all entered information for the requested analysis. Please note that you will need to read the given check points carefully. Once all points are correct, please press Confirm and Finish. After all data have been entered properly, you will receive a confirmation notice. 7. Request NIPT To request a new non-invasive test, please select Request NIPT in the navigation bar. Page 16

17 7.1 Select your test If you choose Request NIPT you will be able to select between Non Invasive Prenatal Testing - Singleton and Non Invasive Prenatal Testing Twin. 7.2 Register the patient data When registering patient data you can choose between two options: Create new patient or Select an existing patient. (Figure 4; see page 7) When using CentoPortal for the first time, you will first have to create a new patient file. Click on Create new patient to access a pop-up window in which all respective data can be entered (Figure 5; see page 8). Once saved, this file on the patient becomes part of your existing patient list. Click on Select an existing patient to access a pop-up window containing all patients you have previously entered in CentoPortal. Here you can filter by Ref. ID, name, date of birth, and gender or simply use the search function. Once you have found the respective patient, press on the red button. By choosing Edit the white button - there is also the possibility to change the patient data enterd previously. Once all patient information has been introduced, please click on Select material to access a pop-up window, which offers you the possibility to enter the NIPT streck tube ID (Figure 9). This number is placed on the tube. Please add also the sample collection date. Page 17

18 Figure 9: Screenshot Enter NIPT streck tube ID 7.3 Edit the patient data After selecting an existing patient you can edit their data if needed. For this there will appear the additional option Edit Patient (see Figure 10) in addition to Create new patient and Select an existing patient. Figure 10: Screenshot Additional Edit Patient Option Page 18

19 There you are able to edit the data of the patient (see Figure 11). You can confirm the changes by selecting Save (red button) or you can remove the changes by selecting Cancel. Figure 11: Screenshot Edit Patient 7.4 Sample & clinical data The information entered previously will be automatically displayed to make the request analysis process faster. So, Physician Details and Institution Information will be already filled out with your user information and you can amend the data if needed manually. It s also possible to add an additional report address. Please enter also date of sample shipment and clinical information. If it is a normal pregnancy, please choose the according button othwerwise at least one clinical information is mandatory. The gestational age as well as the selection if the fetal gender shall be reported is also mandatory. (Figure 12) Page 19

20 Figure 12: Screenshot Clinical information for CentoNIPT In this step, CentoPortal allows you to import files. You can easily upload any previous medical reports or a medical result that may be important or provide a support for the final diagnosis. To finish, press Save and Proceed. The Save and Proceed button will remain disabled until all required fields have been filled in correctly. Please double-check to make sure you have correctly completed all required fields. After all data have been saved properly, a green line will appear connecting Physician Details to Consent forms. 7.5 Consent form It is mandatory to ensure that each patient has granted her consent to conduct NIPT. For this reason, you must confirm that you currently have a consent form signed by your patient in your files. A PDF version can easily be accessed and downloaded by clicking the Download PDF button on the top. Please read the instructions carefully and click on the Confirm button. A green line will appear connecting Consent form to Final check indicating that all data were saved properly. 7.6 Final check This step provides the chance to double-check all entered information for the requested non-invasive prenatal testing. Please note that you will need to read the given check Page 20

21 points carefully. Once all points are correct, please press Confirm and Finish. After all data have been entered properly, you will receive a confirmation notice. 8. Orders/Invite 8.1 My Orders By selecting My Orders, a summary shows an overview of all orders placed in CentoPortal as well as an overview of all reports, also includes those orders placed not using CentoPortal. a. CentoPortal Order ID b. Centogene Order ID c. Material ID d. My Reference ID: can be used to add your own internal patient reference number e. Patient Name f. Patient Date of Birth (mm-dd-yyyy) g. Test Requested: shows which analysis was requested h. Date Request: shows when the analysis was requested i. Order Status: shows the current status of your order j. Reports: provides the diagnostic report once it is ready k. Date Report Sent l. Report Ref. Number m. Edit n. Remove o. Archive Use the search field to find the desired order or report, and by clicking on one of the above mentioned category fields, results will rearrange alphabetically or chronologically based on type of data. You can download your reports from the column Reports once the status is marked with Preliminary report or Final report. It is also possible to download a CSV file of the entire order overview simply by clicking the Download CSV button. The options Edit and Remove will appear as soon as you click on the red box with the white arrow on the right side. (Figure 13) Page 21

22 Figure 13: Screenshot My orders Edit and Remove Furtherone the option Archive will appear as soon as there is a final report for this order. Please click again on the red box with the white arrow on the right side. (Figure 14) Figure 14: Screenshot My Orders Archive Please note that if you placed an order for several patients there will be a separate report for each patient. You will find the report for each patient in a separate entry in your My Orders page. Only the index patient report will appear inside your placed order. You can find the reports for the relatives ordered alongside the index patient using the search field, for example by typing their last name. 8.2 Orders archive Orders which have been completed can be archived in this section. You can use the archive option within the red button or you can activate the auto-archive option within the Additional settings section. (For the Additional settings section please see Profile.) Page 22

23 8.3 Invite Delegate Invite your clinical staff and team members to be delegates by simply adding their address. Confirm this by clicking the Invite button. (Figure 15) Figure 15: Screenshot Invite Delegate To register for CentoPortal as a delegate, please click on the activation link you received in the registration from centoportal@centogene.com. A click on this activation link takes you to the registration form. When clicking on the Privacy Policy or Terms and Conditions, a new window containing all information regarding the Privacy Policy and Terms and Conditions will appear. It is mandatory to read these items carefully before checking the respective boxes. After filling in all mandatory fields the Register button will be enabled for you to click. This will generate an confirming the successful registration. You will then be able to log into CentoPortal using your chosen username and password. Please note: One delegate can be invited by more than one physician. As a delegate you have the possibility to register patient data, to add the CentoCard ID, and to add sample and clinical data. Once you have filled out all the fields, please select Submit to Physician. Once all data have been entered properly, you will receive a corresponding note informing you that you have successfully submitted the order to the physician, who can now complete the analysis request. Page 23

24 Institution The institution you have specified is noted next to request NIPT. In cases where more than one institution has been entered, all institutions are displayed in a table when selecting this menu option. It is possible to editing existing institutions and to add further instutions under Profile - Change Address / Create new institution. 9. Profile This function gives you a very simple way to modify the following data: password, address, contact data, and institution information. By pressing Change Address, all information will be updated on CentoPortal. Furthermore, you can also download the user manual here and log out of the system. 9.1 Additional settings Here you can enable and disable the auto-archive function for your orders, and you can decide in which cases you would like to receive notifications and/or s. If the button is green, you will get the notification. If the button is grey it is off (See Figure 16 and 17). Notifications ON Notifications OFF Figure 16: Screenshot Notifications ON Figure 17: Screenshot Notifications OFF 10. Forgot your password? If you forget your password, a new one can be requested. To do so, please click Forgot Password on the login page at and request a new password by filling in your user name or address and entering the text from the image. Then Page 24

25 press Send password recovery . You will then receive an which will help you generate a new password. 11. Help and support The CentoPortal support team can be contacted via telephone or support@centoportal.com Phone: +49 (0) You can also find this information at the bottom of the CentoPortal homepage. List of figures Figure 1: Screenshot - CentoPortal Login Page 3 Figure 2: Screenshot - The registration form 4 Figure 3: Screenshot - CentoPortal Login 5 Figure 4: Screenshot CentoPortal Welcome Screen 6 Figure 5: Screenshot Analysis Request Patient Data 7 Figure 6: Screenshot - Add a new patient 8 Figure 7: Screenshot Enter CentoCard ID 9 Figure 8: Screenshot Choose Screening Globalpartner or CENTOGENE Product Portfolio 10 Figure 9: Screenshot Enter NIPT Streck Tube ID 16 Figure 10: Screenshot Additional Edit Patient Option 17 Figure 11: Screenshot Edit Patient 17 Figure 12: Screenshot Clinical Information for NIPT 18 Figure 13: Screenshot - My orders "Edit and Remove" 20 Figure 14: Screenshot - My orders "Archive" 20 Figure 15: Screenshot - Invite Delegate 21 Figure 16: Screenshot - Notifications ON 22 Figure 17: Screenshot - Notifications OFF 22 Page 25