Module 2: Site Administration

Module 2 Agenda Ocean Sites and User Management Advanced Tablet Administration Managing EForms and Favourites

Ocean Site Management  Recall that an Ocean Site is an account in Ocean that contains patient data, configuration settings and account settings Patients individually encrypted Your site Ocean Access to site is restricted

Site Admin Tab  Site name How other clinics will see you  Site number The unique identifier in Ocean  Payer Receives invoices & has CC info  Finance, Clinic Admin, Referral s For various alerts  "From" Address Makes your Ocean web questionnaires look like they are coming from you

Site Admin Tab  Clinic Type Standard shows additional tabs for tablet and Ocean Online use  Digits for Generated Pt Refs More -> more security & more “room”  Require Form Memory for new pts Doesn’t apply for EMR Integration  Advanced Referral Management Adds additional eReferral/eRequest management features  Tablet Languages Adds language choice to tablet intro screen

Site Security  Site encryption key Your shared encryption key as entered on this browser A "footprint" is stored on your site settings so that other devices (web browsers, tablets, EMRs, etc.) can check to make sure the correct one is entered  Ocean Users Registered at this Site Find/add existing Ocean user Invite people to join your site by Set “site admin” roles (to show tablets, eForms and admin tabs)

You’ll need a partner for this one! 1.User 1: Invite a colleague to your site 2.User 2: Accept invitation; log in; notice site drop- down 3.User 1: Grant site-admin role 4.User 2: Log out & back in; switch to site & notice new tabs Exercise: User Management

Other Admin Tabs (In Brief) Directory: Allows you to manage a referral target that you’ve claimed from the Ocean health service directory Intake Portal: Allows patients to register as new patients, request appointments, etc. on your website Referral Portal: Allows other clinicians to complete referrals/requisitions on your website

1.Log into your site 2.Create a patient 3.Change your encryption key 4.Enable “form memory required” 5.Create another patient 6.Change your encryption key back 7.View the patient tab Exercise: Encryption

Ocean Single-Sign-On (SSO)  Ocean features a single sign on (SSO) capability with some EMRs Allows any user of the EMR system to use most Ocean features such as inviting to web questionnaires and referring patients Any anonymous EMR user can signup for a full account by linking their account EMR user name stored on Ocean user account

Advanced Tablet Administration: Review  Tablets are registered with an Ocean site by a user with access to that site  Tablets can be deregistered in the web portal  Tablets can be configured in the web portal  Every tablet in a site behaves the same way* * – this is just a review, right? We'll talk about this again in a few minutes…

Advanced Tablet Features  Multi-Lingual Support Allows a patient to choose a language on the first screen  Customizable Introduction Screen Language buttons and birth day validation  Customizable demographic review screen  Auto-Survey Invitation Simple mechanism to show a survey to all patients  Rules Engine Show forms based on patient criteria (age, sex, problem list, risk factors, etc.)  Kiosk Mode/Anonymous Mode For mounting tablets instead of handing them to patients

Advanced Tablet Administration: Scenario  You enter a large family health team clinic You have a mental health nurse who wants to use a single tablet for mental health questionnaires You have a nursing team responsible for doing Nipissing and Rourke questionnaires for new parents You have an executive director who wants to administer patient experience surveys on the tablets for all users who haven’t completed one already You want tablets in the waiting room to do smoking screening and Canada Lung Health Tests for 40yr olds  Is one tablet configuration going to work?

Advanced Tablet Administration: Solution Tablet Setting Groups Group together tablets with different settings. Example scenarios include:  A “waiting room” group that has an introduction screen, rules for smoking screens and the patient satisfaction survey, as well as demographic review  A “clinician” group that had no demographic review or introduction screen  A “test” group that allowed you to test new rules

1.Clone a tablet settings group; name it “Waiting Room” 2.Add a patient experience survey to be auto-completed 3.Add a rule for patients over the age of 14 to complete the smoking screen 4.Bonus: add a rule to show the Canada Lung Health test if the patient confirms smoking and is over the age of 40 5.Enable the demographic review and introduction screen 6.Drag your tablet into the group and try it on your test patient! Exercise: Tablet Configuration

EForms  EForms are forms that can be clinical questionnaires, study surveys and even referral/requisition forms Can be completed in a web browser (online) or on an Ocean tablet  Definition contains logic to make it easy for a patient to understand and to generate a concise clinical note  Can be “encrypted” for clinical use, “anonymous” for research use, or “hybrid” for both clinical and research use (more on this in Module 4)

Sites and EForms  400+ “global” eForms that you can use and (usually) adapt for your purposes  You create eForms specific to your site  Sharing is implicit in Ocean Your site Ocean EForm Global EForms Available Import

Managing EForms in your Site Opens the EForm Editor to create a new EForm Allows you to browse and import EForms from other sites Upload an XML EForm file Click on an EForm to see actions Favourite groups of EForms

Functions for an EForm Create a new favourite starting with this form Preview this form in a web browser Creates “translation keys” for every piece of text so that you can add the string translations in the editor Opens the online EForm Editor with this form. Will create a copy in your site if it’s a global form. (Some actions depend on whether the EForm is global, site-specific or imported from another site)

1.Preview a form 2.Click “view XML”, then view source with your browser 3.Save the source 4.Make a change to the title attribute 5.Upload the file and search for your updated title Exercise: Go to the Source

EForm Sharing  As a company, we are very passionate about the importance of sharing clinical content  All new EForms are covered by the creative-commons licence unless agreed & marked otherwise  When you import a form, you “snapshot” it (and assume all liability)  You can “opt-out” of the public directory in the Editor so your forms are hidden (good for test forms)  You can “sync” the form to get the latest version if your snapshot it out of date

1.Import a form from the demo site 2.Make a simple modification to it in the editor & save 3.Duplicate your updated form 4.(Instructor will make a change to the original) 5.Sync snapshotted form to get latest version 6.View both your forms Exercise: Importing EForms

End of Module 2 Quiz 1.How do you change an encryption key for a site? 2.Describe describe two ways to get an EForm from one Ocean site to another. 3.How do you configure an Ocean EForm for a blinded research study? 4.Two tablets registered in the same site have different behaviour. What could explain this?

Feedback Survey