Vision 360 Administration User Guide

Transcription

1 Vision 360 Vision 360 Administration User Guide 1.0 Copyright INPS Ltd The Bread Factory, 1A Broughton Street, Battersea, London, SW8 3QJ T: +44 (0) F:+44 (0) W:

2 Copyright Notice 2012 INPS All Rights Reserved. No part of this document may be photocopied, reproduced, stored in a retrieval system or transmitted in any form or by any means, whether electronic, mechanical, or otherwise, without the prior written permission of INPS. No warranty of accuracy is given concerning the contents of the information contained in this publication. To the extent permitted by law, no liability (including liability to any person by reason of negligence) will be accepted by INPS, its subsidiaries or employees for any direct or indirect loss or damage caused by omissions from or inaccuracies in this document. INPS reserves the right to change without notice the contents of this publication and the software to which it relates. Product and company names herein may be the trademarks of their respective owners. INPS Ltd. The Bread Factory 1a Broughton Street London SW8 3QJ Website:

3 Contents VISION 360 ADMINISTRATION 5 Introduction 5 Vision 360 Administration Tasks 6 Task Overview 6 Organisation Management 6 User Management 6 Service Management 6 Auditing 7 Access Vision 360 Administration 7 Access Organisation Management 8 Access User Management 8 Add an Organisation 9 Edit an Organisation 9 Delete an Organisation 10 Remove Patient Clinical Data from a Practice 10 Add User 11 Edit User 12 Delete User 12 Unlock User 12 Search Audit Logs 13 Export Audit Logs 13 View Message Errors 14 View Patient Statistics by Registration Status 14 View Patient Statistics by Medical Terminology Code 14 View Patient Statistics by Exclusion Code 15 Hide/Unhide Patient Records 15 Set Up Application Access 15 Configure Automatic Timeout 16 View Error Logs 16 Vision 360 Administration Screens 17 Vision 360 Administration Screen 17 Organisation Management Screen 18 User Management - Organisation Tree Screen 21 User Management Screen 22 Reference Data Screen 24 Application Access Screen 27 Search Audit Logs Screen 28 Service Management Screens 31 Message Management Tab 31 Data Integrity Tab 33 Patient Hide/Unhide Tab 35 Error Log Viewer Screen 37 iii

4 INDEX 39 iv

5 Vision 360 Administration Introduction The Vision 360 Administration application is designed to allow administrative users to perform various tasks inherent to the efficient access and use of the Clinical Portal application and all available applications within e.g. Patient Summary. Tasks include: Maintenance of organisations Addition and maintenance of users Control of access to Clinical Portal applications at both organisation and user level Configuration of the Clinical Portal automatic timeout Monitoring of error logs Service Management Audit log search facility 5

6 Vision 360 Administration Tasks Task Overview Organisation Management Your organisational structure should reflect how your health system is composed. The Patient Population Level (PPL) is used to control at what level, in an organisational hierarchy, users can access a patient population. For example, in the organisational structure shown below, if the Patient Population Level is defined at Primary Care Trust level, then users in Local Health Community B, Practice 1 will be able to access patients from both practices in Local Health Community B but not patients belonging to practices in Local Health Community A. User Management Vision 360 users must be assigned one or more roles which should reflect their job function and give them access to the applications they need to use to do their job. Roles available include: 6 Super Administrator - Responsible for the initial set up of the organisational structure and the creation of Administrators within the organisation Administrator - Responsible for the assignment and administration of user roles Auditor - Access to auditing data Service Manager - Access to error message management and patient statistical data User - Access to Patient Summary patient records Application users - Access to applications available from the Clinical Portal e.g. Practice Access, Shared Access. For example, a member of staff in a practice may be required to assign roles to other staff as well as view Patient Summary records. In this situation, the employee must be assigned both the Administrator and User roles. Service Management Vision 360 Administration Service Management enables the monitoring and management of data flowing between the GP Adaptor and Vision 360. Error messages may be viewed and Vision 360 patient data may be viewed, analysed and hidden from the Patient Summary record. This information may be accessed by those with Service Management access rights and can be found in the following three tabs - the Message

7 Management tab (page 31), the Data Integrity tab (page 33) and the Patient Hide/Unhide tab (page 35). Service Managers can also access the Error Log Viewer (page 37) which provides a search and view function for errors created in Clinical Portal. Auditing With Auditor access rights, you can view Vision 360 user access details and, if required, export audit data. See Search Audit Logs (page 13). Access Vision 360 Administration 1. Enter the Vision 360 Administration URL into Internet Explorer 7 or above. 2. Enter your user name and password in the User Name and Password boxes. 3. In the Organisation drop-down, select your organisation. 4. Click on Log in to authenticate your details and log in to the Vision 360 Administration application. Note: After three unsuccessful attempts to login, your account will be locked out. Contact the system administrator to unlock your account. 7

8 Access Organisation Management Access to the Organisation Management screen is given only to users with Administrator or Super Administrator (page 22) access status. Select Maintain Organisations from the Menu to open the Organisation Management screen. Access User Management Access to the User Management Screen is granted to users with Super Administrator or Administrator (page 22) rights. Select Maintain Users from the Menu to open the screen. 8

9 Add an Organisation 1. Select Menu > Maintain Organisations. The Organisation Management screen opens. 2. Select the Patient Population Level from the PPL Lvl drop-down list. For example, options may include: "Strategic Health Authority", "Primary Care Trust" and "General Practice". Note: Users in a given population level may only access those patients who belong to organisations in or below the same population level. If, for example, you define the Patient Population Level at the "Primary Care Trust" level, this means that users within "Primary Care Trust A" can only view patient data from that specific trust and no other. 3. Click on an organisation (below which you wish to add a new organisation) and click Add. An entry called "New Organisation" is created. 4. Double-click to highlight the Name cell and replace the name. 5. Double-click the Type cell and choose, from the drop-down list, the type of organisation. For example, "General Practice". 6. Enter the national identifier in the National Identifier cell. For example, "Y00001". 7. Double-click in the View Data cell and check the box to allow users to view data for patients in the organisation/practice. 8. Double-click in the Process Patients bcell to allow unprocessed messages for the organisation/practice to be processed into the Vision 360 database. 9. Enter the security code in the Security Code cell. The security code acts as a label for the organisation's data. 10. In the Support cell, enter the address of the user who will be alerted when communication between the organisation and the central data hub has ceased. The alert process notifies those specified of any lapse in communication. 11. In the Start cell, enter the start time of the alert process. 12. In the End cell, enter the time when the alert process should end. 13. Double-click to select the Interval cell and enter the desired interval in minutes. The interval is the amount of time to elapse before the system checks for any data or a heartbeat message being sent from the GP Adaptor in the practice. It prevents network down-time going undetected. Edit an Organisation 1. Select Menu > Maintain Organisations to open the Organisational Management screen. The grid displays your organisational structure and consists of a number of editable columns. 2. Locate the organisation you wish to edit and double-click the cell within the column you want to change. For example, to change the Support of a practice: i. Double-click the relevant cell in the Support column. The existing address is highlighted. ii. Enter the new address to replace the old one. 9

10 Note: Refer to the Organisational Management Screen (page 18) for a description of all the different cell formats in the Organisational Management grid. Delete an Organisation Before you can delete an organisation, you must first: Delete all users attached to the organisation you want to delete Delete all organisations (and attached users) in the organisational hierarchy below the one you wish to delete. Delete all Users attached to an organisation 1. Select Menu > Maintain Users to display all organisations and users attached to each. 2. If there are any users in the organisation you wish to delete, click to highlight and select Delete. Delete an Organisation 1. In the Organisation Management grid, select the organisation below the one you wish to delete and click on the Delete button. Repeat this for all other organisations. 2. Finally, you can delete the organisation that now has no dependencies. Select to highlight the organisation and click Delete. Remove Patient Clinical Data from a Practice When a practice is flagged as 'non-contributing' in the Organisational Management screen (page 18), you can choose to remove all clinical data for all patients at this practice. Note: you must have Super Administrator, Administrator and User roles to perform this task. You must also have the necessary access rights to manage the relevant PCT (in the User Management window (page 22) your profile should be sitting at the relevant PCT level in the organisational structure and the relevant PCT should be selected in the Organisations Managed panel in your user profile). 1. Select Menu > Maintain Organisations to open the Organisational Management screen. 2. Click to highlight the practice from which you want to delete patient clinical data. 3. Click on the Remove Clinical Data button. 4. In the Remove Clinical Data popup, place a tick in the 'Delete all clinical data for this General Practice' checkbox. 5. Select OK to confirm the deletion. Note: Any open Patient Summary records will be closed. 10

11 Add User To perform this task you must have the Super Administrator or Administrator role. 1. Click the Menu at the top left of the screen and select Maintain Users to open the User Management window. 2. In the the Organisation Tree, click to highlight the organisation you want to add the user to. 3. Click Add to create a 'New User' under the organisation selected. 4. Click on the icon to open the user details in the <username> popup window. 5. Enter the user's forename in the Forename box. 6. Enter the user name in the User name box (this is the name that the user will use to log in). 7. In the Account Expiry box, either: enter the date that the user account will expire in the format dd/mm/yyyy or choose a date from the calendar picker provided. 8. In the Surname box, enter the user's surname. 9. Enter the user's password in the Password box. (A default password is already entered for new users, however for security purposes it is important to assign a unique password to each user). 10. If the user being created has Super Administrator, Administrator or Service Manager roles, you must select the organisation(s) they should be able to manage from the Organisations Managed list. To do this, click on the + icon to the right of the list to open the Choose Organisation popup. 11. In the Choose Organisation popup, select the organisation from the hierarchy and click on OK to add to the list. For users who require to manage multiple organisations steps 11 and 12 must be repeated for each organisation. 12. In the Roles list, select which roles you want to give to the user. This list includes all applications available from the Clinical Portal. 13. The Roles Grantable list contains the roles that Super Administrators and Administrators can assign to other users. 14. Click on the icon to close the window. Note: any changes you make are saved automatically. 11

12 Edit User To perform this task you must have the Super Administrator or Administrator role and the user you want to edit must have been created in Vision Click the Menu at the top left of the screen and select Maintain Users to open the User Management window. 2. Navigate through the Organisation Tree to find the user you want to edit. 3. Click on the icon alongside the user to open the user details in the <username> popup window. 4. Edit the details as necessary. 5. Click on the icon to close the window. Note: any changes you make are saved automatically. Delete User To perform this task you must have the Super Administrator or Administrator role and the user you want to edit must have been created in Vision Click the Menu at the top left of the screen and select Maintain Users to open the User Management window. 2. In the the Organisation Tree, navigate to the organisation that holds the user you want to delete. 3. Click to highlight the user and click on the Delete button at the top of the screen. Note: there is no confirmation message accompanying the delete function. Please be sure that this is the user you want to delete before you click on the Delete button. Unlock User When a user becomes locked out of Vision 360 (after 3 failed login attempts) the user should contact the Vision 3 system administrator who will reset the user's password and give the user a temporary password. The next time the user logs in to Vision 3 with the temporary password, they are forced to change their password. Note: If, however, the user logs into Vision 360 with the temporary password before logging into Vision 3, they will not be prompted to change their password - and must use the temporary password until they change this in Vision 3. Note: The Vision 3 password reset facility will take 15 minutes before synchronisation with Vision 360 occurs. Once synchronisation occurs, users will be able to log in to Vision 360 again. 12

13 Search Audit Logs You must first choose which audit data you wish to view: To search for access types by user: 1. Select Menu > Search Audit Logs to display the Search Audit Logs screen. 2. Choose which user you wish to view from the User drop-down list. 3. Select the access type from the Access Type drop-down list; for example, selecting "Add User" will display all occasions when the selected user has added a new user to the system. 4. Click Search to display audit data in the grid. To search for user access to patient records: 1. Click on the Choose Patient button to open the Select a Patient screen. 2. Choose a patient from the Select a Patient screen and click OK to return to the Search Audit Logs screen. 3. Click Search to display audit data in the grid. To display audit data between specific dates: 1. Click on the calendar icon and insert the required dates in the From and To boxes. 2. If required, you can specify a time in the time boxes provided. 3. Click Search to display audit data in the grid. Export Audit Logs To export audit logs to CSV format: 1. Select Menu > Search Audit Logs to display the Search Audit Logs screen. 2. Add the search criteria to the boxes displayed. See the Search Audit Logs Screen (page 28) topic for information on the boxes and menus available. 3. Click Export to create an export from the currently entered search criteria. 4. If you run a full search on all data without refining the search criteria a message will appear warning that the export may take some time. Click Yes to continue with the export. 5. Another popup appears asking you to confirm the inclusion of patient identifiable data. Click Yes to confirm or No to decline. Note: If you have system administrator rights at the top level of the organisational hierarchy, you will have no access to patient identifiable data. 6. A Windows 'Save as' dialog opens allowing you to save the export file in CSV format in your chosen location. Click Save to save the export. 13

14 View Message Errors 1. Select Menu > Service Management to view the Service Management screen. The Message Management tab (page 31) is displayed by default. 2. Any message errors are listed in the grid. 3. Click to highlight the message to view details in the adjacent panel. Note: Contact INPS support if you receive any message errors. View Patient Statistics by Registration Status 1. Select Menu > Service Management to open the default Message Management tab in the Service Management window. 2. Click on the Data Integrity tab. 3. Click on the Choose an Organisation button to open the Choose Organisation popup. 4. Click on the desired organisation from the folder hierarchy and click on OK. 5. In the 'Number of Registered Patients' panel, insert a Registration Status on which to refine your search (for example; Applied, Permanent) or leave the box blank to run a search on all registration status. Patient statistics are displayed in the grid and pie chart. View Patient Statistics by Medical Terminology Code 1. Select Menu > Service Management to open the default Message Management tab in the Service Management window. 2. Click on the Data Integrity tab. 3. Click on the Choose an Organisation button to open the Choose Organisation window. 4. Click on the desired organisation from the folder hierarchy and select OK. 5. In the 'Number of Patients with Code' panel, insert a medical terminology code (e.g. SNOMED, READ code) to refine your search (1 char minimum). Patient statistics are displayed in the grid and pie chart. Note: Entering a vague string in the Terminology Code box may take a long time to process due to the potentially high number of codes. View Patient Statistics by Exclusion Code 1. Select Menu > Service Management to open the default Message Management tab in the Service Management window. 2. Click on the Data Integrity tab. 3. Click on the Choose an Organisation button to open the Choose Organisation window. 4. Click on the desired organisation from the folder hierarchy and select OK. 5. In the 'Excluded Codes' panel, insert an Exclusion Code to refine your search or leave the box blank to run a search on all Exclusion Codes. Patient statistics are displayed in the grid and pie chart. 14

15 Hide/Unhide Patient Records 1. Select Menu > Service Management to view the Service Management screen. 2. Click on the Patient Hide/Unhide tab. 3. Enter search criteria required and click on Run to run the search. Alternatively, you can click on 'Show all hidden patients' and click Run to list all hidden patients. 4. Click to Select one or more patients in the grid and click on Hide or Unhide as required. Set Up Application Access Vision 360 administrators with the Super Administrator role are required to set up access by organisation to applications available from the Clinical Portal. 1. Click the Menu at the top left of the screen and select Application Access to open the Application Access window. The window contains two panels, the content of which depends on the view chosen in the Change View drop-down. The default view is by Application which allows you to map a selected application to one or more organisations. You can change this view to Organisation if you want to map a selected organisation to available applications. To Set Up Access by Application 1. Make sure Application is selected from the Change View drop-down. 2. Select to highlight an application in the list of applications displayed in the left panel. 3. In the right panel, select, by clicking the check-boxes, all organisations that should have access to this application. To Set Up Access by Organisation 1. Select Organisation from the Change View drop-down. 2. Select to highlight an organisation in the list of organisations in the left panel. 3. In the right panel, select, by clicking the check-boxes all applications you want this organisation to have access to. Note: when you make a change in one view and then swap to a different view, any changes are persisted 15

16 Configure Automatic Timeout To be able to access this area you must have the Super Adminstrator or Administrator role as defined in the User Management screen (page 22). 1. From the Menu, select Maintain Reference Data to open the Reference Data window. 2. Choose the organisation you wish to maintain from the Organisation dropdown. 3. Locate the Automatic Timeout box at the bottom of the screen. The default value is 15 minutes. 4. To change this value, either enter a number of minutes manually or use the number stepper provided. All changes are saved automatically. View Error Logs To perform this task you must have the Super Administrator role. 1. Select Menu > Error Log Viewer to open the Error Viewer window. 2. You can refine your search criteria by date, classification, user and organisation. Define your search criteria in the boxes available. 3. Click on Search to run the search and display all matching results in the results grid. 4. To view the details of an error message, click on the message in the grid to display the details in the Detail panel. 16

17 Vision 360 Administration Screens Vision 360 Administration Screen Purpose This is the first screen users will see after logging in to the Vision 360 Administration application. It provides a menu from which users can access specific areas of the application. Access Log in to the Vision 360 Administration application. Actions The following buttons are included on the screen: Button or icon Menu Logout Action A drop down list displays all areas of the application that the currently logged in user can access. Opens the online User Guide. Logs you out of the application and back to the Login screen. 17

18 Organisation Management Screen Purpose The Organisation Management screen allows the configuration and maintenance of an organisation's structure. Access Access to the Organisation Management screen is given only to users with the role of Super Administrator who are responsible for the initial setting up and maintenance of the organisational structure. Select Menu > Maintain Organisations to open the Organisational Management screen. Actions The following buttons are included on the initial screen: Button PPL Lvl Add Delete Action The PPL Lvl (Patient Population Level) menu option is available on initial configuration of Patient Summary and allows you to define at which level of the organisational structure users may access patient data. This is generally set at PCT (Primary Care Trust) level and allows users to access patient data from only those organisations within the same PCT as themselves. Allows you to add an organisation. Deletes the selected organisation. Note: All users must be removed from an organisation before it can be deleted. 18

19 Button Remove Clinical Data Move Practice Action This option is available when a practice is marked as non-contributing (when 'false' is the value in the Contributor cell) and you have Super Administrator, Administrator and User roles. You must also have the necessary access rights to manage the relevant PCT (in the User Management window your profile should be sitting at the relevant PCT level in the organisational structure and the relevant PCT should be selected in the Organisations Managed panel in your user profile). When clicked, the Remove Clinical Data button deletes all clinical data for all patients from the selected practice. You will be asked to confirm this action via a popup and a checkbox and you will be notified that any open Patient Summary records will be closed. You must first select a practice in the grid to enable the Move Practice button. Opens the Move Practice popup which allows you to select the organisation into which the practice will be moved. The following columns are displayed in the grid (double-click to activate a cell in the grid): Column Name Type National Identifier View Data Process Patients Security Code Support Start End Description The name of the organisation, such as, "Local Health Community A". Double-click to activate this cell. Max. 100 characters. The organisation type; for example, "Primary Care Trust". You can choose the organisation type from a system-defined drop-down list. The National Identifier is the unique code which is assigned by the Organisation Data Service (ODS), previously known as the National Administrative Code Service (NACS). Max. 12 characters. The View Data cell allows the system administrator to manage whether patient data can be viewed by users. When set to 'true' patient data can be viewed. When set to 'false' patient data is hidden. If Process Patients is enabled (set to 'true'), any unprocessed messages in the Vision 360 message table for the organisation/practice are processed into the Vision 360 database. If disabled (set to 'false'), the messages are not processed and remain in the message table to be processed once the flag is enabled. The Security Code acts as a label which identifies the organisation's data. Max 50 characters, A-Z, a-z, 0-9. The address of the person to be alerted when the heartbeat message for a practice has not been received for a given interval. A valid address should be entered. Max. 50 characters. The Start and End fields should specify the times (hh:mm) during which communications are monitored between the practice and Vision 360. If, during that period, there is any lapse in communications (see the Interval field description, below), either one or both of the following will occur as dictated by your system configuration: 19

20 Column Interval Description The lapse in communication is logged. The alert process will be triggered and the Support recipient will be notified. To ensure that communications do not fail between the practice and Vision 360 in the Data Centre, Vision 360 is configured to check periodically for either of the following: Data being sent from the practice A heartbeat message Vision 360 does this with the use of the Interval. The value specified for the interval is the amount of time that should elapse before Vision 360 checks for data or a heartbeat message from the practice. GP Adapter on the practice server is configured to send a heartbeat message as often as the 'polling interval property' dictates. Vision 360's Interval must be greater than this 'polling property interval' to give time for the practice to send a heartbeat message (taking latency into account). For example, a practice may be configured to send a heartbeat message every 15 minutes. In this case, Vision 360 could specify an Interval of 20 minutes. Every 20 minutes, Vision 360 will look for data from the practice or listen for a heartbeat message. If no data or heartbeat is received, this is logged and/or an alert is sent to the user defined in the Support field (above). Max. 5 characters,

21 User Management - Organisation Tree Screen Purpose The User Management - Organisation Tree screen along with the User Management screen (page 22) allow you to view, set up and maintain Vision 360 users and corresponding access rights. Access Access to the User Management Screen is granted to users with Super Administrator or Administrator rights. Select Menu > Maintain Users to open the User Management - Organisation Tree screen. Actions The following buttons are included in the screen: Button/icon Add Delete Action Adds a user to the selected organisation in the tree. This new user by default is given the name 'New User'. Deletes the selected user. Opens the User Management screen to display the user profile. If the user was created in Vision 3, the View User window opens allowing you to view the user profile only. You cannot edit, in Vision 360, a user that was created in Vision 3. Any changes that need to be made to a user created in Vision 3 must be performed in Vision 3 then synchronised with Vision

22 User Management Screen Purpose The User Management screen allows you to set up and maintain Vision 360 users and corresponding access rights. If a user was set up in Vision 360, the administrator will see the following screen: If a user was set up in Vision 3, the administrator will see the following screen: Access Access to the User Management Screen is granted to users with Super Administrator or Administrator rights. 1. Select Menu > Maintain Users to open the User Management screen. 2. Click the expand icon alongside a user in the Organisation tree to open the user profile Actions 22

23 The following buttons are included in the screens: Button/icon Action Vision 360 users: Expands to display user profile. Unlock (Organisations Managed panel) When the selected user has had 3 failed attempts at logging in, they will be locked out of the system. Click the Unlock button to unlock the user. Removes the selection from the list within the grid. Vision 3 users: Close Closes current user window. Closes the window The table below indicates fields available on the screen: Field Vision 360 user: Forename Surname User Name Password Account Expiry Organisations Managed Roles Description User's forename (one character minimum). User's surname (one character minimum). The user name (one character minimum, 30 characters maximum) used to log in to patient Summary. User's password. The default value is "Password1" and should be changed to a unique value to enhance security. The date on which the user account will expire. You can insert a date manually (in the format DD/MM/YYYY) or click to open the calendar picker. Any invalid entries will be ignored. When clicked, the expand icon opens the Choose Organisation popup. Click to choose organisations that the user will be able to manage. The roles available to this user. One or more of: Super Administrator - responsible for the initial setting up and maintenance of the organisation structure (this is generally done in-house at INPS). The Super Administrator can also set up and maintain Patient Summary users, if necessary, and access the Reference Data screen. Administrator - can set up and maintain users within the organisation level defined in the Organisations Managed grid. Can also access the reference Data screen. User - access to Patient Summary patient records Auditor - access to Search Audit Logs screen. Service Manager - access to Service Management screens and data at the organisation level defined in the Organisations Managed grid. Data Entry - access to Clinical Data Entry 23

24 Field Description Patient Summary Viewer - Access to Patient Summary Viewer Note: The User and Auditor role types do not have access to the Organisation Management and User Management screens, therefore the Organisations Managed and Roles Grantable grids are irrelevant when setting up users with these roles. Roles Grantable Vision 3 user: Forename Surname Username Activities The roles that Super Administrators and Administrators can assign to other users. The user's forename. The user's surname The user's username The Vision 3 activities available to the user. Reference Data Screen Purpose The Reference Data screen allows administrators with the Super Administrator role to maintain an organisation's reference data including: Clinical Exclusion Codes Consent Text Acute Medication Date Range Registration Status Free Text Inclusion for Codes Priorities 24

25 Clinical Portal Automatic Timeout Access To display the Reference Data screen, select Menu > Maintain Reference Data. Actions The table below describes the fields available on the screen. Field Organisation Clinical Exclusion List Consent Text Acute Medication Date Range Description A drop-down list allows you to choose the organisation. The Exclusion List contains clinical terms which will be excluded from the Patient Summary record. You can add to this list by inserting the relevant code and description in the Code and Description fields and clicking the Add button. To delete an item from the Exclusion List, click to select, and click on the delete icon. The Consent Text list contains the values available in the 'Reason for Selecting Patient' drop-down menu which appears after users select a patient before viewing a Patient's Summary record. You can add to this list by typing a value in the Add Consent field and clicking the Add button. To delete an item, select the value and click on the delete icon. This value determines the date range in which acute medication will be displayed in the Medications Panel in the patient summary record, and can be defined in days, months or years. The default medication date range is 3 months, which means that acute medication will be displayed for the previous 3 months. For 25

26 Field Description example, if you want to define a period of six months, insert "6" and select "Months" from the drop-down list. The "All" checkbox, when checked, displays all medication with no date restrictions. Registration Status Priorities Automatic Timeout Free Text Inclusion for Codes You can choose to view users with a specific registration status by selecting from the Registration Status list. Select at least one checkbox, choosing from: Applied Permanent - (default) Temporary Resident < 16 days Temporary Resident 16 days to 3 months Referred Private Child Health Surveillance Contraception Maternity Minor Surgery Immediately Necessary Treatment Emergency Treatment This table allows you to filter which medical data is listed (according to medical priority) in a patient's medical history. Values range from 0-9 and priority 0, which is the only system-defined priority, covers sensitive data (for example HIV status). The others (1-9) are based on your own practice-defined priority rating. For example a practice might reserve priority 1 for life-threatening conditions and priority 9 for minor conditions. Enables you to specify the number of minutes of user inactivity before the Clinical Portal application will time out. Lists clinical terms which, when associated with the patient's record, should include a free text area in the patient record. For example, codes include those concerning palliative care and advance directives. To add to this list, insert the relevant code and description in the Code and Description fields and click the Add button. To delete, select an item in the list and click on the delete icon. Note: To de-select a value and revert to the default in a drop-down list, Ctrl+click the selected value. Application Access Screen Purpose This screen allows users with Super Administrator role to manage access to Clinical Portal applications at the organisational level. This means that users within that 26

27 organisation will be able to access the application if they have the necessary access rights. For Vision 360 users, this is defined in the Manage Users area. For Vision 3 users, this is defined either by locally mapped (Vision 3) or externally mapped (RBAC) business activities. Access From the Menu, select Application Access to display the Application Access screen. Actions The following buttons are included on the screen: Button or icon OK Cancel Action Saves your changes and closes the screen. Discards your changes and closes the screen. Data Entry and Display The table below indicates valid entries for the fields available on the screen. Field Change View Description By default, the Application view is displayed. In this view you can select an application from the left panel and then select permitted organisation(s) from the right panel, by ticking the corresponding check-box(es). The other view option is by Organisation. Selecting this, you can choose the organisation in the left panel and accessible application(s) in the right. 27

28 Search Audit Logs Screen Purpose The Search Audit Logs screen allows staff assigned the Auditor (page 22) role to view a history of user access over a defined time period. The following information is displayed: Access Date and Time Patient Number Consent Type User Access Type Service 28

29 Requesting System Id Access To display the Search Audit Logs screen, select Menu > Search Audit Logs. Actions The following buttons are included on the screen: Button Choose Patient Search Export Clear Action If you want to view audit logs on patients viewed, click the Choose Patient button which will allow you to select a patient from the Select a Patient dialog. Runs the search on the criteria entered and displays the results in the grid. Creates an export from the currently entered search criteria (irrespective of whether the search has been run). When selected, and if you have not refined the search, a popup opens warning that the export may take some time. If you confirm this action, by selecting Yes, another popup opens asking if you want to include patient identifiable data in the export. Selecting Yes or No opens the 'Save as' dialog and outputs a CSV file to the selected location. Note: You cannot access patient identifiable data if you have sysadmin access rights at the top level of the organisational hierarchy. Therefore, you will not be asked if you want to include patient identifiable data in the export. Clears all data on the screen and reverts to the default Search Audit Logs window. 29

30 Data Entry and Display The table below describes the fields and menus available on the screen: Field/Menu From To Consent Type User Access Type Service Requesting System ID Description The From and To fields are used to specify the time and date range for which you wish to view audit logs. Displays the consent type given from the patient for the audit event: All Consent Types (default) Yes Emergency Note: This is consent to view information, and not consent to share information. A drop-down list allows you to choose which user you wish to audit. The default 'All Users' allows you to view audit logs for all users. This drop-down list allows you to define the access type. If, for example, you want to look at audit logs of when the selected user has logged in to Patient Summary, select 'Login' from the list. Displays the service (i.e. Health Community) of the audit event. Allows you to insert a requesting third party viewer system identification to audit. This list is derived from IDs within the full audit log. Default 'All IDs' Note: To de-select a value and revert to the default in a drop-down list, Ctrl+click the selected value. Note: Columns in the grid can be sorted alphabetically, numerically or by date depending on the column contents. Click the column header to reverse the sorting order. 30

31 Service Management Screens Message Management Tab Purpose The Message Management tab allows the Service Management user to view error messages sent from the GP Adaptor to Vision 360. Click to highlight a message in the grid to display message details in the adjacent panel. Access To display the Message Management tab, select Menu > Service Management. Actions The following buttons are included on the screen: Button Refresh Action Refreshes the message grid to display any new messages. Data Entry and Display The following columns are displayed in the grid: Column ID Security Code Organisation Name Description The message ID. The security code. The organisation name. 31

32 Column Import Date Status Description The import date. The message status. Note: Should you receive any error messages, contact INPS Support. Data Integrity Tab Purpose The Data Integrity tab allows the Service Management user to view an organisation's patient statistics using data grids and pie charts. Access 1. Select Menu > Service Management to open the default Message Management tab in the Service Management window. 2. Click on the Data Integrity tab. Actions The table below describes the panels displayed on the screen: Panel Number of registered patients Description Displays the statistics of patients within that organisation per Registration status. 32

33 Panel Number of patients with code Excluded codes Description Displays patient statistics in relation to medical terminology codes.you must enter at least one character in the Search field before the Search button is enabled. Displays that organisation's patient statistics relating to Exclusion codes. The following buttons are included on the screen: Button Choose an Organisation Search Action You must first choose an organisation before you can view that organisation's patient data. Clicking on this button opens the Choose Organisation popup. The Search facility is present in all three panels and allows you to search for particular Registration status and Exclusion and Terminology codes. If you click Search in the 'Number of registered patients' or the 'Excluded codes' panel when the Search field is blank, all existing data will be displayed in the grids and pie charts. You must enter at least one character in the Search field in the 'Number of patients with code' panel to enable the Search button (try to be as specific as possible when entering your search criteria - the high number of medical terminology codes may take the search function a long time to process). Note: Searches are case sensitive. Note: To de-select a value and revert to the default in a drop-down list, Ctrl+click the selected value. 33

34 Patient Hide/Unhide Tab Purpose The Patient Hide/Unhide tab allows the Service Management user to choose to hide or unhide patient records. Access To display the Patient Hide/Unhide tab, select Menu > Service Management and click on the Patient Hide/Unhide tab. Actions The following buttons are included on the screen: Button Run Clear Hide Unhide Action Runs the search. Note: When the Search option is selected, you must enter some search criteria to enable the Run button. Clears any data from the search criteria fields. Hides the selected patient(s). Unhides the selected patient(s). 34

35 Note: You can multi-select patients in the grid (by using Ctrl-click) and choose to hide or unhide them, provided they have the same hidden status. Data Entry and Display The table below describes the fields available on the screen: Column Search Patient ID Surname Forename Show all hidden patients Description Enables the search criteria fields. The patient's unique identification number, e.g. CHI, NHS. The patient's surname. The patient's forename. Runs a search for hidden patients only. 35

36 Error Log Viewer Screen Purpose This screen allows users with the 'Service Manager' role (as defined in the User Management screen) to search for and view error logs. Access From the Menu, select Error Log Viewer to display the Error Viewer screen. Actions The following buttons are included on the screen: Button or icon Search Clear Action Starts the search on the criteria selected and displays the results in the grid Clears all the search criteria entered. Data Entry and Display The table below indicates valid entries for the fields available on the screen. Field From To Classification User Description The start and end date of the search filter The error classification type The user who received the error 36

37 Organisation Grid Date and Time Unique Ref Number Classification User Organisation The organisation that received the error The date and time that the error was generated The unique reference number of the error The error classification type The user who received the error The organisation that received the error 37

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39 O Index Organisation Management 6 Organisation Management Screen 10, 18 P Patient Hide/Unhide Tab 7, 34 A Access Organisation Management 8 Access User Management 8 Access Vision 360 Administration 7 Add an Organisation 9 Add User 11 Application Access Screen 26 Auditing 7 C Configure Automatic Timeout 16 Copyright Notice ii D Data Integrity Tab 7, 32 Delete an Organisation 10 Delete User 12 E Edit an Organisation 9 Edit User 12 Error Log Viewer Screen 7, 36 Export Audit Logs 13 H Hide/Unhide Patient Records 15 I Introduction 5 R Reference Data Screen 24 Remove Patient Clinical Data from a Practice 10 S Search Audit Logs 7, 13 Search Audit Logs Screen 13, 28 Service Management 6 Service Management Screens 31 Set Up Application Access 15 T Task Overview 6 U Unlock User 12 User Management 6 User Management - Organisation Tree Screen 21 User Management Screen 8, 10, 16, 21, 22, 28 V View Error Logs 16 View Message Errors 14 View Patient Statistics by Exclusion Code 14 View Patient Statistics by Medical Terminology Code 14 View Patient Statistics by Registration Status 14 Vision 360 Administration 5 Vision 360 Administration Screen 17 Vision 360 Administration Screens 17 Vision 360 Administration Tasks 6 M Message Management Tab 7, 14, 31 39