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 individu-ally

encrypted

Your site

Ocean

Access to site isrestricted

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 Emails

• For various email alerts

Email "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 secret EMR 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 email• 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 websiteReferral 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• 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: SolutionTablet 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 EForm EForm EForm

EForm EForm

EForm EForm

Global EForms

Available

Import

Managing EForms in your SiteOpens 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