CTU Database revised June 2001 The UH Cancer Center CTU Database is a web based application. You should be able to use this application from any web browser, though it was designed for IE8, it has been tested using Goggle Chrome, FireFox and IE9. You should always launch the application from the ISR Home Page http://www.crchbioinfo.org/ IE8 should use a standard configuration, you can not use the application if you have cookies disabled on your browser. You should also have your Pop-up Blocker turned OFF! You must have an account on the system to be able to login. Accounts will be created by the system administrator. Once you account is created the system administrator will send you an email with your user name and password. The first time you login you will be prompted to change your password. Passwords must be at least 6 characters in length. You should also make sure that your password is something you can remember and not easily guessed by someone other than yourself. The following manual describes the entire database, the system administrator will set your security level so the options you see might differ from the options described in the manual. Any questions, recommendations, comments should be directed to the person assigned to handle this task, and only that person. Please report ANY errors, to the assigned person as soon as possible so they can be corrected.
Login Process Users are required to login to the system. A user name and password will be provided to you upon request. Passwords are case sensitive. If you see this red box the system is in development mode and you should contact the systems administrator. You will not be able to login if the system is in this mode Change Password box for first time logins
Main Menu The Main Menu (Default) page will be displayed after a successful login. You will be able to access the major components of the application from this page. DO NOT USE The BACK or FORWARD button provided on your browser. This is a web based application not to be confused with a web page. Attempting to use these buttons could have undesirable effects. Always logoff when you are finished using the application Use the application buttons provided in the application. You can not recover from mistakes by using the back button in this application. Always use the buttons provide inside of the application to move from page to page. Always use the Logoff button to end your application session. Failure to use this button can result in errors if you attempt to login after closing a tab rather than logging off. A logoff button is provided for your convenience on each major page.
Patient Page The Patient Page is one of the main pages of the application. From this page you gain access to add/delete/modify/register patient records. Depending on your access level you will see buttons for these features on the left hand side of the screen. This page also allows you to query for patients from a list of criteria such as patient name, doctor, protocol, group, etc. Page Menu, buttons will appear when features are available. Query fields to display patients Patient List will appear on successful query Patient Details for patient selected from Patient List You must narrow the patient list via a query for at least one value. Loading the entire patient list can take a few minutes. The more refined your query the shorter the list the faster the application will run.
Patient Page View Options There are two views for the Patient Page, Short View and Full View. Most users will use the Full View this is the default, most examples in this manual will use the full view. If a patient has been entered into the database and has NOT been registered their name will only appear in the Short View. Page View Options. Query fields to display patients Patient List will appear on successful query Patient Details for patient selected from Patient List In the Short View you may see patients listed multiple times, this is NOT an error. The patient has been registered in multiple protocols under the same PatientID. When in Full View you will see the differences in the records.
Patient Page Query Results In the example below we narrowed the patient list via a query by patient first and last name, a and a. The resulting list will be order by Last Name, First Name, and Patient ID. Once values are entered click the Search Button to populate the Patient List Note the differences in number of Records (26)and number of Patients(23). This occurs because a Patient can be registered more than once.
Patient Page Selecting a Patient In the example below we have selected the first patient in our query results list. Once selected the patients demographics, and visits lists are displayed. Click the Select Hyperlink to select the patient. Note after selecting the patient the buttons in your menu change. The button list will depend on your access level. If the selected patient has Notes the number of Notes will be displayed. To read the notes select the Notes button You may view the patients Registration Report by clicking the Registration Report button. You browser must allow Pop-ups and you must have Adobe Reader installed.
Patient Page Registration Report The image below shows the Registration Report for the selected patient in the previous page. Each Protocol the patient is registered in will be displayed.
Patient Page Patient Visits Once a patient is selected a list of buttons will appear on the menu bar located at the left of the screen. One of these buttons will be Patient Visits, another is Follow-up RPT. Both are associated with Patient Visits. This screen allows the user to add/modify the patients Visits, Follow-up Weeks, Off Treatment status, and Death status. Click the Patient Visits button to change to the patient visits page. Click the Follow-up RPT button to see which patients need attention.
Patient Follow-up Report This screen shows the follow-up status for patients. Choosing a patient from the list takes the user to the patient record in the Patient Visit page for easy editing. Narrow the list using the query options Edit the Patient Visit(Follow-up) Last contact date Due date for next follow-up Using the Back button from the Patient Visit page will return you to this page with the updated information.
Patient Visits Page In the example below we have selected the first patient in our query results list. Once selected the patients demographics, and visits lists are displayed. Follow-up Status Off Treatment Status Visit List Death Status Use the buttons provided to add/modify the data. To go back to your Patient Page use the Back button provided on the Menu Bar. This will return you to the last query you created.
Patient Visits Page The boxes displayed when choosing a button the Patient Visits Page. Use these to add/modify the data.
Patient Page Save Results You may save the results of your query to a CSV file that can be viewed in MS Excel. Run your query, once the list is created click the Save Results button. Click the Save Results button to Save your query results to a CSV file The File Download box will appear. You can either View the results or save it to a location of your choosing.
Patient Page Form Letters/Address Labels You may generate Form Letters and Address Labels from your query results by choosing the Form Letters button. Click the Form Letters button to generate form letters and address labels for the patients in your query results
Form Letters/Address Labels You may generate Form Letters and Address Labels from your query results by choosing the Form Letters button. Form Letters will be in PDF format, Address Labels will be in Crystal Report format which can be exported to MS Word. Duplicates will not be created even if they are on the list. Uncheck any patient you do not want to generate a letter or label for. Select the saved letter to use or create a new letter using the button provided. Address Labels will be in Avery 5160 format Form letters should be generated in the word processor of your choice. Spell check your document! Enter only the body and footer of the letter. The header and Dear Sir/Ms will be provided.
Form Letters/Address Labels You may generate Form Letters and Address Labels from your query results by choosing the Form Letters button. Form Letters will be in PDF format, Address Labels will be in Crystal Report format which can be exported to MS Word. A form letter. Export Address Labels will be in Avery 5160 format
Add Patient Adding a Patient is a two step process. The first step enters the Patient into the database with the basic fields for that patient. The second step allows you to enter more details associated with the Patient. To add a new patient you will see the following screen. You must enter at the bare minimum the Patients Name, other fields are optional, though you should supply all the information you have available. Once the fields are added click the Add Patient Button, the patient will be entered into the database and you will be redirected to the second screen. After fields are populated click Add Patient button to enter the data into the database
Add Patient Screen #2, Edit Patient Screen The second step of adding a Patient and the Edit Patient Screen are the same. From Here you can begin to populate the secondary Patient information such as MRN s, Race, Ethnicity, Death Status, Phone Numbers, E-Mail Address, and Insurance Types. You may also edit any of the patient fields that need to be modified. You will note next to some fields you will see a + and - button. These buttons will allow you to enter new data into these fields, since these fields will allow for more than one entry for each field. The - button will delete the highlighted field from the database. Clicking the + signs will bring up a data entry box for the field. When editing fields without the + buttons, you will need to SAVE the Patient record by clicking the Save Record button. The record will not be saved if you forget this step, Modified fields will be highlighted in yellow and the save record button will also be highlighted. Save Record Button for saving edited Patient data + and - buttons for adding and deleting records Change Death Status for a Patient
The following are examples of adding the additional data. Add Patient Screen #2, Edit Patient Screen Adding Medical Record Numbers (MRN) and their Location Newly Added Medical Record Numbers (MRN) and their Location
Adding Race(s) You may add one or more Patient Races. You may designate one of these chosen races as the patients Primary Race. List of Races List of Races with two races selected and one chosen as Primary New Races added with Primary Race denoted with an *
Add Phone Numbers Add Email Addresses Add Insurance Types With all fields added and saved
Edit Patient Record After a Patient Record has been added it can be modified. Any field without a + button can be edited as free text with the exception of the PatientID this is a static field and can only be added via Registering a Patient. When a field in the record has been changed but not yet saved the field will change from green to yellow. Note the two buttons on the left Cancel Edit and Save Record have also changed color. By clicking Cancel Edit the record reverts back to its pre-edit state. By clicking Save Record the edited field will be saved and the change can not be reverted without a new edit. Highlighted buttons after a field has been modified but not yet saved Edited Field Change Death Status
Patient List with new Patient Added and Selected After the new Patient has been added and selected they are now ready to be registered. Note the new buttons that are now visible once a Patient has been selected, and their fields are displayed in the are at the bottom of the screen. If this Patient had a Protocol, you can click your mouse on the Protocol and a box will display any information stored on that Protocol.
Registering a Patient into a Protocol The first time you register a Patient into a Protocol you will see a blank screen as the one on the left. The only information will be the non-editable Patient Demographics. You can begin entering the Registration Information. The minimum information needed to Register a Patient is the Patient # and Protocol all other data while recommended is not necessary to save the Registration. A Registration can be edited at a later time if necessary. To make it easier on the user you should always choose Group which will narrow your Protocol list, then you should choose Protocol this will narrow the other fields in the Registration process. Patient Demographics Make sure you have the correct Patient before Registering Required Fields for all Registrations Always choose Group first then Protocol before filling in the rest the information
Registering a Patient into a Protocol After filling in all the information you will need to save the record. To do this click the Save button at the bottom of the screen. Failure to save the record will result in the data not being entered into the database. If you are saving the record for the first time you will get a Green box that will ask you to verify that you wish to save the record. If the record already existed and you click Save you will see an Yellow box asking you to verify that you want to save the record. If you see the Yellow box when you think you are adding a NEW record then there is a problem and you are about to overwrite an existing record, you should verify that the PatientID you entered is not already being used. Green box means Adding a NEW Registration Yellow box means you are MODIFYING and existing Registration
Registering a Patient into a Protocol After a Patient has been Registered for the first time, their entry in the Patient List will now have a PatientID, before they are registered for the first time this field is blank. A Patient can be Registered into as many protocols as needed. Each time a Patient is Registered they will show up as a distinct record in the Patient List. PatientID field now contains data DB_ID is a unique identifier used by the database to track each Patient
Patient Visits All of the visits a Patient makes to their doctor can be tracked by entering their visits from this page. Click the Add Patient Visit button to bring up a data entry box. Click button to add a new Visit To Delete a Visit click the X Enter Visit information and click Save A saved Visit
Delete Patient You can Delete a Patient from the database. All data associated with the Patient is also Deleted. You should be very careful when using this feature. You can not Recover a Patient or the associated data once the Patient is Deleted!
Managing Protocols To manage Protocols select the Protocols Button from the Main Menu. If you wish to add a new Protocol select the Add Protocol button from the Protocol Page and a box will popup that will allow you to enter the information to begin adding a new Protocol To Edit an existing Protocol you will need to chose the Protocol from the dropdown list. As always you should first choose Group to narrow your Protocol list.
Add New Protocol Adding a New Protocol is a two step process. Once you click the Add Protocol button a input box will appear. You will need to select a Group for your Protocol, if a Group does not exist you can create a new Group by clicking the + next to the Group dropdown box. After you have selected a Group enter the New Protocol Name and click the Ok button. You initial Protocol is now in the database and ready to have the rest of the fields edited. Add New Protocol Add New Group if needed
Edit Protocol Once a Protocol has been created it can be edited at any time. To edit the Protocol first select the Group that the Protocol is in, this will narrow the Protocol List. Next select the Protocol, this will populate any fields that have already been populated. A Protocol with all blank fields is a newly defined Protocol. Enter the fields required for your Protocol, all Editable fields without the + next to them will only be saved if you click the Save Changes button. Fields with the + next to them will bring up a box to add the fields, these fields allow for multiple entries. Clicking the X next to the multi-entry fields will remove the field next to the X. Fields that need Save Changes Buttons Clicked before the data is written to the database Add Multi-Field Fields Delete a Field Save the Record
Adding a New Multi-Field Protocol Field Select the + next to the field title you wish to add. A box will popup where you will need to enter the information for the selected field. Enter the data and click Ok this will save the field to the Protocol.
Protocol Credits and Follow-Up Lists Protocols can have credits assigned to them. One of the credit types are Follow Up Credits. When a Patient is Registered they can be assigned to receive Follow-Up Credits. If a Protocol has Follow-Up Credits you will see a button to display a list of users who have been assigned to receive Follow-Up Credits. You can add or remove Patients from the Follow-Up list by clicking the check box next to their name. After all Patients changes have been made to the list you must click the Update button for the changes to be saved to the database. Follow-Up List Button Credits Patient Follow-Up list Update Follow-Up List
Report Generation From the Main Menu choose Reports, this will take you to the Reports page. Once you are in the reports page choose the Canned Report from the drop down box. Not all users will see all Reports, the Reports you see will depend on your security level. Reports Button Reports dropdown box, choose the report you wish to build.
Report Generation To generate a Report choose the Report you want from the dropdown box, a input box will appear, enter the needed data in most cases a date range and click the Build Report button. A datagrid with the query result will be displayed. To save the results to a CSV file click the Save To CSV button. You will be given the option to view or save the results to your local computer. Some Reports have a Formatted button, this option will display a Formatted Report using Crystal Reports, with graphs and search capabilities.
Report Generation You will get this box when choosing Save to CSV Button The CSV File You will get this box when choosing Formatted Button
Report Generation When choosing Formated Reports you will receive a nice clear easy to read and search report, that can be exported to you local computer in a number of formats including, PDF, Word, Text, and Excel. Plots can be copied and pasted into other documents as well. Currently we only have a few canned Formatted Reports but you should expect many more in the near future. If there is a report you need or want send your request to the CRCH CTU Planning Committee. Use the button to go back to the Report Page Save/Print/View Options Reports are fully searchable
Logoff The Database It is VERY IMPORTANT that you Logoff the database when it is not in use. Logging off the database will close your session and kill all cookies a variables that are active. It also prevents non authorized people from accessing Patient information. It is your reasonability to logoff. Closing the browser is not the same as logging off, portions of the application may remain alive if you just close the browers. Closing a TAB on your browser leaves the session completely active and is the same as being still logged on. You will experience errors if you attempt to re-login to the system. The system is designed to allow only one login per workstation. You may only have one copy running at any given time. Logoff buttons are provided for you on all main pages of this application. Logoff Button You have successfully logged off the database Log back into the database
Logoff The Database If for some reason you attempt to load a second copy of the CTU Database you will receive the error message below. The message occures when you have either attempted to load a second copy of the database, you have closed the tab that the database was running under and didn t logoff first, you closed your browser and didn t log off the database. A button has been provided that will close all existing sessions and allow you to log back in. Use this button with care, you should first attempt to find your open session. If you choose to close the session, all unsaved work will be lost. ALWAYS LOGOFF WHEN DONE Close existing sessions of the database and log back in as a new user This will cause you to lose all unsaved work!