TSM Clinical Scheduling - · PDF fileTSM Clinical Scheduling v6.7.7 6 Using This Guide This...

Clinical Scheduling

Version 6.7.7

TSM TELEMEDICINE SERVICE MANAGER

ii

© Copyright Ontario Telemedicine Network (OTN) All rights reserved. Last update: Nov. 23, 2017 This document is the property of OTN. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, or information recording and retrieval systems, for any purpose other than the recipient's internal use, without the express written permission of OTN. OTN contact information: OTN Business Analysis 105 Moatfield Drive, Suite 1100 Toronto, ON M3B 0A2 Phone: (416) 446-4110 Fax: (416) 446-4139 Email: [email protected] Web site: www.otn.ca

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http://www.otn.ca/

TSM Clinical Scheduling v6.7.7 iii

Table of Contents

Using This Guide ................................................................................................................................................. 6

Document Updates ............................................................................................................................................... 7

About TSM .......................................................................................................................................................... 8

What is the Telemedicine Service Manager (TSM)? ............................................................................................. 8

TSM and Ncompass: What is the Difference? ...................................................................................................... 9

Security ............................................................................................................................................................... 10

Scheduling and Workflow Management ............................................................................................................ 11

How TSM helps you in the scheduling process ................................................................................................... 12

Using TSM ......................................................................................................................................................... 14

Understanding Screen Components and Functions ................................................................................................ 14

Selecting Icons and Clicking Buttons ................................................................................................................... 14

Data Fields .......................................................................................................................................................... 15

Keyboard Shortcuts ............................................................................................................................................ 16

TSM Icons and Buttons ....................................................................................................................................... 17

Error Messages and Warnings ............................................................................................................................ 22

Conflict Errors and Resolving Conflicts ............................................................................................................... 23

Marked Time ....................................................................................................................................................... 24

Logging In and Getting Started ................................................................................................................................ 25

TSM Home Page .................................................................................................................................................. 26

Using the Calendar Link ........................................................................................................................................... 28

Using Quick Search .................................................................................................................................................. 29

Using Advanced Search ........................................................................................................................................... 30

Search All ............................................................................................................................................................ 30

Search Clinical Events ......................................................................................................................................... 32

Search Clinic (Serial and Group).......................................................................................................................... 34

Clinical Events ................................................................................................................................................... 35

Creating a New Event .............................................................................................................................................. 35

Initiating a New Event ............................................................................................................................................. 37

Header Tab ......................................................................................................................................................... 37

Sites Tab .............................................................................................................................................................. 42

Approval Tab ....................................................................................................................................................... 46

Scheduling the Event ............................................................................................................................................... 47

Consultant Site Tab ............................................................................................................................................. 47

Site Verification Tab ............................................................................................................................................ 49

Patient Verification Tab ...................................................................................................................................... 51

Confirmation Tab ................................................................................................................................................ 53

Attaching Files ......................................................................................................................................................... 55

Adding an Attachment ........................................................................................................................................ 56

Deleting an Attachment ...................................................................................................................................... 58

Opening or Downloading Attachments .............................................................................................................. 59

Cancelling Scheduled Events ................................................................................................................................... 60

TSM Clinical Scheduling v6.7.7 iv

‘Un-cancelling’ Cancelled Events ............................................................................................................................. 61

Editing Unscheduled or Modifying Scheduled Events ............................................................................................. 62

Sending Event Notifications .................................................................................................................................... 63

Generating a Confirmation Summary ................................................................................................................. 63

Generating a Patient Letter ................................................................................................................................ 64

Fax and Email Notifications ................................................................................................................................ 66

Cloning an Event ...................................................................................................................................................... 69

Recurring an Event .................................................................................................................................................. 71

Sending Notifications for Recurring Events ........................................................................................................ 73

Event Special Resources .................................................................................................................................... 74

Bridge and Gateway Resources ............................................................................................................................... 74

Bridge warning messages ........................................................................................................................................ 76

Booking Dial-in Phone Numbers ............................................................................................................................. 77

Audio/Video Phone Number Requirements ....................................................................................................... 79

Searching for Dial-in Numbers ............................................................................................................................ 82

Portal Calling: Click-to-Call and Auto-Initiating Events ............................................................................................ 83

Using Auto-Initiation ........................................................................................................................................... 84

Serial Clinics ...................................................................................................................................................... 85

Serial Clinic Prerequisites ........................................................................................................................................ 86

Creating a Serial Clinic ............................................................................................................................................. 87

Associating Events to a Serial Clinic ........................................................................................................................ 90

Editing a Serial Clinic and its Associated Events ...................................................................................................... 93

Conflicts and Overlaps within a Serial Clinic ............................................................................................................ 96

Disassociating Events from a Serial Clinic ................................................................................................................ 98

Cancelling a Serial Clinic .......................................................................................................................................... 99

Cancelling an Associated Event from a Serial Clinic .............................................................................................. 100

Printing a Confirmation Summary ......................................................................................................................... 102

Cloning a Serial Clinic ............................................................................................................................................ 103

Recurring a Serial Clinic ......................................................................................................................................... 105

Group Clinics ................................................................................................................................................... 107

Managing Group Clinics ......................................................................................................................................... 108

Creating a Group Clinic .......................................................................................................................................... 108

Associating Events to a Group Clinic ..................................................................................................................... 113

Editing a Group Clinic and its Associated Events ................................................................................................... 115

Cloning a Group Clinic ........................................................................................................................................... 118

Recurring a Group Clinic ........................................................................................................................................ 120

Ncompass Clinics ............................................................................................................................................. 123

Creating an Ncompass Clinic ................................................................................................................................. 125

Ncompass Clinic Fields .......................................................................................................................................... 126

Associating Clinical Appointments to an Ncompass Clinic .......................................................................................... 132

Editing an Ncompass Clinic and its Associated Events .......................................................................................... 136

Changing the Number of Patients .................................................................................................................... 137

Changing Clinic Details and Associated Appointments ..................................................................................... 138

Ncompass Clinic Field Edits with Special Requirements ................................................................................... 139

TSM Clinical Scheduling v6.7.7 v

Notifying Participants in an Ncompass Clinic ........................................................................................................ 141

Disassociating Appointments from an Ncompass Clinic ....................................................................................... 142

Cancelling a Patient Appointment from an Ncompass Clinic ...................................................................................... 143

Cancelling an Ncompass Clinic .............................................................................................................................. 144

‘Un-cancelling’ a Cancelled Ncompass Clinic ........................................................................................................ 146

Cloning an Ncompass Clinic ................................................................................................................................... 148

Cloning a Clinic and its Associated Appointments ............................................................................................ 148

Cloning the Clinic Only ...................................................................................................................................... 151

Recurring an Ncompass Clinic ............................................................................................................................... 152

Viewing a Clinic that’s part of a Recurring Series ............................................................................................. 152

Editing a Clinic that’s part of a Recurring Series ............................................................................................... 153

Cancelling a Clinic that’s part of a Recurring Series .......................................................................................... 154

Using TSM Registries ....................................................................................................................................... 155

Site/System Registry .............................................................................................................................................. 155

Searching the Site/System Search Registry ...................................................................................................... 156

Site/System Registry Search Fields ................................................................................................................... 157

Using Site Finder ............................................................................................................................................... 161

Editing a Site ..................................................................................................................................................... 163

Editing a System ................................................................................................................................................ 164

Event Type Registry ............................................................................................................................................... 166

Searching the Event Type Registry .................................................................................................................... 166

Contact Registry .................................................................................................................................................... 167

Searching the Contact Registry ......................................................................................................................... 167

Contact Registry Search Fields .......................................................................................................................... 168

Creating a Contact ............................................................................................................................................ 171

Patient Registry ..................................................................................................................................................... 173

Searching the Patient Registry .......................................................................................................................... 173

Patient Registry Fields ...................................................................................................................................... 174

Creating a Patient ............................................................................................................................................. 176

Location Registry ................................................................................................................................................... 178

Searching the Location Registry ........................................................................................................................ 178

Location Registry Search Fields ......................................................................................................................... 179

Creating a Location ........................................................................................................................................... 180

Appendix A: Conference Modes (Video Layout) ..................................................................................................... 182

Full Screen Layout ............................................................................................................................................. 182

Split Screen Layouts (Side by Side, 1+7, 1+21) .................................................................................................. 182

Sample Screen Layouts .......................................................................................................................................... 183

Index .............................................................................................................................................................. 184

TSM Clinical Scheduling v6.7.7 6

Using This Guide

This guide explains the Telemedicine Service Manager (TSM) application, specifically the scheduling and managing of clinical requests. It includes:

• An introduction to TSM and its use, which contains general information about the application (what it is and how it is used) and descriptions of the home page.

• Instructions for creating and scheduling clinical events.

For information and instructions on other TSM functions, refer to the user guides:

• TSM Learning and Meeting Scheduling

• TSM Automatic Bridge Programming

To view, download, or print a TSM user guide, in the main toolbar move your cursor over Navigation and then select Help.

Figure 1: Navigating to TSM Help and user guides

Intended Audience

This guide is intended for use by OTN clinical schedulers and other authorized clinical schedulers who use TSM to manage the scheduling of clinical events. It can also be used by anyone interested in learning about TSM.

This guide has been prepared with the expectation that users have basic computer skills (for example, know how to click with a mouse, scroll a screen, close a window, etc.) and general familiarity with a web browser (such as Microsoft Internet Explorer).

http://dropbox.otn.ca/tsm/docs/tsm-sched-ed-admin.pdf

http://dropbox.otn.ca/tsm/docs/tsm-bridge-pgm.pdf

Using This Guide


Document Updates

This is a high-level list of revisions to this manual. For full details about a TSM release refer to the Release Notes issued with each release.

Version Date Description of Change

6.7.7 Nov. 23, 2017 Updated user guide to latest release of TSM/Ncompass.

This includes, but is not limited to, the following:

• For multi-point events, the Conference Mode field offers a new set of video layouts.

o Creating a clinical event

o Creating a group clinic

o Creating an Ncompass clinic

o Appendix A: Conference modes (video layouts)

• The fields Video Recording, Permission, and Number of Callers have been removed from the Sites tab.


About TSM

What is the Telemedicine Service Manager (TSM)?

The Telemedicine Service Manager is a software application developed by OTN to support the scheduling of telemedicine events.

TSM helps you keep track of the telemedicine events you’re scheduling while reserving the systems involved, managing communications with participants, and handling arrangements for programming the bridge.

TSM provides:

• Scheduling workflow management for scheduling patient consultations, clinics, group therapies, educational and administrative meetings, and web-streamed events.

• Video system reservations to detect and help resolve conflicts.

• Multipoint and ISDN call detection and resource tracking.

• Registries of sites, systems, people, patients, places, and therapeutic areas of care.

• Reporting and data mining tools for tracking telemedicine activity and operations.

• Email, fax, and letter notifications to coordinators, consultants and patients.

• Self-service portals to support local telemedicine coordinators. (See TSM and Ncompass: What is the Difference? on page 9.)

• Password protection and role-based permissions to regulate access to application functions and patient information.

About TSM


TSM and Ncompass: What is the Difference?

Both TSM and Ncompass enable users to schedule and manage telemedicine events. TSM and Ncompass share the same event and registry data and allow OTN customers and central schedulers to work hand-in-hand. However, there are a few differences.

• It is faster and easier to create events in Ncompass.

• Each application has a unique look and feel.

• Both Ncompass and TSM enable users to schedule events. However, Ncompass has a few restrictions. For example, Ncompass users can:

• Select only member sites and systems. (To schedule an ISDN system or a phone line into an event, they need to contact OTN Customer Care.)

• See patient information only if they have a clinical role and are associated with the patient system.

• Edit non-clinical events only if they are the creator or associated to the host site.

• TSM’s primary audience is OTN Customer Care - Scheduling Coordination. It enables us to fully support our customer base and assist in all their scheduling needs. Therefore, TSM offers have a few additional features. For example, TSM has:

• A more robust search engine.

• Admin and reporting functions different than Ncompass.

• Different restrictions for viewing events and searching registries.

• Fewer business rules around scheduling than Ncompass. For example, TSM users can:

• Select Off-Net and ISDN systems and Non-Member sites.

• Schedule bridges that belong to other organizations.

• Add phone lines to events.

• TSM users can access Ncompass, but Ncompass users cannot access TSM. For example, a TSM user might need to access Ncompass to run a specific report. However, when accessing Ncompass TSM users are limited to what they can do in Ncompass just like regular Ncompass users (with the exception of Admin Users).

For more information about Ncompass, see the user guides and reference material available from the Ncompass application on its Resources > Documents page.

Figure 2: TSM home page

Figure 3: Ncompass home page

About TSM


Security

TSM is username and password protected.

What you can see and do after logging in depends upon the administrative privileges granted to you. (For example, non-clinical schedulers cannot edit clinical events, see patient names, or search the Patient Registry).

After 15 minutes of inactivity you will be automatically logged out.

SAVE your data often to avoid losing it. Save your work if you need to step away from your computer, need to interrupt the scheduling process of a particular event and come back to it later, or if you want to backtrack during the scheduling process.

Detailed information about OTN’s privacy policies and procedures are available on the OTNhub website at otnhub.ca > Professional Development > Privacy Toolkit.

https://support.otn.ca/en/members/privacy-toolkit

About TSM


Scheduling and Workflow Management

TSM manages scheduling by splitting an event’s information into separate tabs that correspond to different stages of the scheduling process. As you complete a stage, you move onto the next tab. These tabs are arranged in a row:

Figure 4: TSM tabs correspond to the stages of scheduling an event

• Light blue tabs are complete and are active links to that tab.

• Dark blue tab indicates the tab you are currently working on.

• Light gray tabs are not yet complete and are not linked.

As you move through the stages of scheduling a clinical event, its status changes to reflect where you are in the process and what information you still require. An event’s status is represented by graphical icons and colours for easy reference. (See Event status icons on page 20.)

TSM guides you through the scheduling process prompting you with success and informational messages as well as warning and error messages.

• Success and informational messages appear in blue text proceeded by an icon

• Error messages appear in red text proceeded by an icon.

Figure 5: Sample informational message

Figure 6: Sample error message

About TSM


How TSM helps you in the scheduling process

There are a number of steps involved in organizing and conducting clinical events. The following table lists some of the generic steps, indicates who is responsible for each step, and where TSM can help.

Organizing Step

Responsibility

TSM Assistance

1. Initiate patient referral for Telemedicine Referring Clinician

2. Ensure Referral Form is complete Scheduler

3. If a Consultant is not specified on the referral form, return the form with instructions to use OTN’s Specialty Care HCP Directory at otn.ca to find a consultant providing telemedicine services.

Scheduler

Referring Clinician

4. Conduct search to ensure request does not already exist Scheduler ✓

5. Send referral request to the Consultant for review and acceptance Scheduler ✓

6. Identify additional patient information required prior to consultation Consultant

7. Notify referring clinician of additional patient information requirement Scheduler

8. Notify the OTN Technical Support if the Telemedicine system requires certification Scheduler ✓

9. Consultant identifies 1-3 potential dates and times when they are available.

Consultant Scheduler

10. Determine TMCs’ availabilities and match to Consultant’s Scheduler ✓

11. Determine Telemedicine systems’ availabilities and match to Consultant’s Scheduler ✓

12. Determine patient’s availabilities and match to Consultant’s Scheduler

http://www.otn.ca/en/website-login/specialty-care-hcp-directory/searchdirectory/

http://www.otn.ca/en/website-login/specialty-care-hcp-directory/searchdirectory/

http://www.otn.ca/en/telemedicine-coordinator/specialty-care-hcp-directory/

About TSM


13. Schedule appointment Scheduler ✓

14. Send confirmation of appointment to Telemedicine Coordinators Scheduler ✓

15. Send confirmation of appointment to Consultant Scheduler ✓

16. Confirm appointment with patient and notify of specific instructions for diagnostic workups, arrival time, etc. Scheduler ✓

17. Request follow-up Telemedicine consult Referring source/ Consultant

✓

18. Notify Consultant of cancellations Scheduler ✓

19. Notify patient of cancellations Scheduler

20. Notify TMC of cancellations Scheduler ✓


Using TSM

The following section describes some of the basic ways of using TSM and its components.

Understanding Screen Components and Functions

Selecting Icons and Clicking Buttons

To complete most tasks in TSM, move your cursor over a linked word, icon, or button. This causes your cursor to turn into a hand symbol ( ) indicating an active function.

• If you are instructed to select an item by clicking it, only a single click with your left mouse button is required.

• If a different way of clicking is required, the instructions will specifically indicate it.

Mandatory Fields (*)

Fields with an asterisk are mandatory. (In most cases this means that you cannot move on to the next tab until you complete the field. In rare cases data fields are mandatory only when the event is actually scheduled. That is, they don’t become mandatory until you are ready to finalize the event.)

Using TSM


Data Fields

Data fields are the elements on TSM screens where you type or select information. They come in a few different flavours.

Field example Type Description

Grey or shaded text box

You can’t type data directly into these fields. TSM fills these fields based on your selection from a search results list.

White text box You can enter free text in these fields. Type away!

Drop-down list You select from a predefined list to enter data in these fields. Click the drop-down arrow and then select the option you need.

Radio buttons You make one choice among a set of mutually exclusive, related options. You can select one and only one option.

Checkbox A single checkbox allows you to select an individual choice, either to toggle an option on or off, or to select or deselect an item.

A group of checkboxes allows you to select one or more items from the group.

Using TSM


Keyboard Shortcuts

The following table shows TSM’s keyboard shortcuts. To use a keyboard shortcut, hold down the [ALT] key while pressing one of the following shortcut keys.

Navigating within event tabs

When creating or editing an event, you can move to the first or last fields in a tab or between tabs using these keyboard shortcuts.

Shortcut Description

[ALT] [1] Set focus to the first field on the tab.

[ALT] [2] Set focus to the last field on the tab.

[ALT] [S] Save the tab.

[ALT] [P] Go to the Previous tab. (TSM does not save the data in the current tab before moving to the previous tab.)

[ALT] [N] Go to the Next tab. (TSM saves the data in the current tab before moving to the next tab.)

Navigating an events summary list

When viewing a list of events, you can move up and down the list or open a specific event using these keyboard shortcuts.

Shortcut Description

[ALT] [] Go up a row in the table.

[ALT] [] Go down a row in the table.

[ENTER] If a row is highlighted, hitting [ENTER] opens the edit window for that row.

Using TSM


TSM Icons and Buttons

TSM uses various icons to give you quick visual cues about event statuses, warnings, and cautions. There are also navigation buttons offering quick access to TSM functions.

Event and registry icons and buttons

The images and buttons listed in the table below are used throughout TSM. For example, when you create a request, view search results, and search registries.

Icon or button Description

Search for a registry item (e.g., a patient, consultant, videoconference system) to select it for an event.

View a selected registry item’s details.

Select a date. Appears wherever you must select a date (Sometimes appears without the dd-mm-yyyy.) See Using the Calendar Link on page 28.

Delete () an item or () selected items. Usually works in conjunction with a checkbox in a column or row. Selecting a checkbox in a column/row with a delete icon deletes the selected item when the tab is saved.

You must Save the tab for the deletion to take effect. See examples below.

View the details of the associated item. Appears when viewing search results.

Edit the details of the associated item. Appears when viewing search results.

Using TSM


Actions panel icons

These buttons are used in the Actions panel. They affect the event as a whole and only appear when applicable.

Icon Action Description

View Complete Request. Replaces the screen with a summary panel that provides a one-page view of the request showing all individuals and systems involved, its status and log field, and a change log.

Clone Request. Opens a dialog box asking you to confirm that you want to clone.

If yes, TSM creates a new event with the status of Requested. The new event has the same details as contained on the original event’s first three tabs. See Cloning an Event on page 69.

Schedule Recurring Request. Replaces the screen with a Recurrence panel allowing you to schedule an event that occurs daily, weekly, monthly, or yearly. See Recurring an Event on page 71.

View Fax and Email Notifications. Replaces the screen with a Notification History panel showing a record of the messages sent to event participants already, and allows you to send out new event updates. See Fax and Email Notifications on page 66.

View Patient Letter. Opens a new window containing a patient letter template pre-populated with data from the event request (such as the patient’s address, the site involved, etc.).

TSM uses this template to generate a formatted letter for the patient. See Generating a Patient Letter on page 64.

View Confirmation. Opens a new window with a summary of the event, suitable for printing and faxing. See Generating a Confirmation Summary on page 63.

Edit Request. Appears before an event has a scheduled status. (After the event is scheduled, the action becomes ‘modify request’.)

Replaces the ‘view complete request’ screen with the event’s ’edit’ header tab. See Editing Unscheduled or Modifying Scheduled Events on page 62.

Cancel Request. Opens a dialog box asking you to confirm that you want to cancel.

If yes, TSM changes the event’s status to Cancelled and releases its hold on the systems involved. You must select a reason for the Cancellation. See Cancelling Scheduled Events on page 60.

Continued on next page…

Using TSM


Icon Action Description

Modify Request. Appears after an event has a scheduled status. Opens a dialog box asking you to confirm that you want to reschedule.

If yes, TSM changes the request status to Pending and opens the request in an editable state allowing you to make changes to the request. See Editing Unscheduled or Modifying Scheduled Events on page 62.

View Bridge Info Page. This page is used by OTN Technical Support.

It allows them to see if there are sufficient resources to support a bridged event. (E.g., a multipoint event or involves ISDN systems and/or audio participants.)

Undo Cancel. Opens a dialog box asking you to confirm that you want to reschedule the event.

If yes, TSM changes the event’s status from Cancelled to Requested. The Consultant Site, Site Verification, and Patient Verification tabs have the data from the original request but are all pending approval and confirmation. See ‘Un-cancelling’ Cancelled Events on page 61.

Manage Attachments. Appears after you save an event. Replaces the screen with a form that enables you to attach document and graphic files. See Attaching Files on page 55.

Delete Request. Opens a dialog box asking you to confirm that you want to delete.

If yes, TSM deletes the request and returns you to the TSM home page.

Only an OTN Customer Care - Scheduling Coordination team lead or manager is authorized to delete an event.

It is much better to Cancel the request and record a reason for the cancellation. Cancelling ensures workload tracking and reconciliation of other reports.

Using TSM


Event status icons

These icons give you a quick visual clue about an event’s status. As you move through the various stages of requesting an event status icon appears on the screen and changes to reflect the event’s status. These icons also appear in search result lists beside each listed event.

For more information on the stages of requesting an event, see Scheduling and Workflow Management on page 11.

Icon Description

New clinical requests begin with a status of Requested.

An event has a Requested status through the first three stages of requesting an event – while you fill out the Header, Sites, and Approval tabs.

Once an event is approved, its status changes to Pending until it is confirmed.

An event has a Pending status through the middle stages of requesting an event – while you complete the Consultant Site, Site Verification, Patient Verification, and Confirmation tabs.

After you complete the Confirmation tab and confirm an event’s schedule, its status changes to Scheduled.

On the date and time of a request, throughout the duration of the event, its status is In Progress.

The event has been Completed.

The event is Cancelled and cannot be modified in this state. Before you can modify a cancelled event, you must first Undo Cancel.

Using TSM


Bridged event, error, and warning icons

When creating and scheduling your event, the following symbols appear in response to conflicts and other special conditions.

Icon Title Description

Gateway Required Indicates that the gateway is needed to complete the call.

Gateways are required for audio participants and systems with Off-Net connection types. (See Event Special Resources on page 74.)

Bridge Required Indicates that the bridge is needed to complete the call.

Bridges are required when more than two systems participate in an event. (See Event Special Resources on page 74.)

Conflict with a Tentative Hold

Indicates a conflict because another unscheduled event has a tentative hold on the system you are trying to schedule. (See Conflict Errors and Resolving Conflicts on page 23.)

Conflict with a Scheduled Hold

Indicates a conflict because another scheduled event has a hold on the system you are trying to schedule. (See Conflict Errors and Resolving Conflicts on page 23.)

Conflict with a period of Marked Time

Indicates a conflict because your event overlaps with a period of marked time on the system you are trying to schedule. (See Marked Time Warnings on page 24.)

Using TSM


Error Messages and Warnings

When you save a tab or move to the next tab in the scheduling process TSM scans the event to ensure that you have entered valid data and there are no conflicts with existing events. Error messages, warnings, and other alerts appear at the top of the screen under the OTN banner.

Data Entry Errors

When you click , TSM validates the current tab. It highlights mandatory fields that you missed and fields where you entered invalid data.

If TSM finds one or more errors, it does the following:

A detailed list of error messages appear at the top of the screen, in red text within a red-outlined box.

In the tab form itself, each incorrect field is highlighted.

Figure 7: Sample data entry error messages

You must correct all errors before TSM allows you to proceed to the next tab.

Using TSM


Conflict Errors and Resolving Conflicts

When one of the systems in your event conflicts with another event (e.g., another event has already reserved one of the systems you requested):

1. TSM identifies a conflict error and displays a generic error message appears at the top of the tab.

Figure 8: Sample conflict error message - Site Verification tab

2. In the sites tab, TSM displays an icon and additional error message directly below the

conflicting item. A conflict with a scheduled event shows an icon. A conflict with an

unscheduled (tentative) event shows a icon.

Figure 9: Sample conflict error message - Sites tab

You must resolve the conflict before TSM can schedule the event.

3. To view the conflicting event’s details, click the error message associated with the conflicted item.

TSM opens a new window that displays the conflicting event in view mode.

4. To resolve the conflict, try the following:

• Remove or replace the conflicting system from your event.

• Move your event to a different day or time.

• Contact the requestor of the conflicting event and negotiate a resolution to the conflict.

If you attempt to schedule the event despite the conflict error, TSM re-issues the error and will not schedule the event.

Using TSM


Marked Time

Marked time highlights specific time frames for a system. The marked time acts like a sticky note for a particular time, date, and system and appears as a colour-coded bar in the Ncompass calendar.

For example, a marked time period can indicate when:

• A video system is available for booking into only non-clinical events.

• A system is available but there are no human resources (e.g., nurse or TMC) to work with that system.

• A system is under repair and therefore marked as ‘system closed’.

These marked time warnings will not prevent you from scheduling your event (unless it’s marked as ‘system closed’). However, if the information contained in the marked time suggests that you should not schedule an event during that time, you should respect that request.

You can mark time for a system using Ncompass. For instructions about using marked time, refer to the Ncompass Getting Started guide (available from the Documents section in Ncompass).

Marked Time Warnings

If the date and time you request has been marked, TSM issues a warning as follows:

A warning message displays at the top of the screen. In the Site Verification tab, a Clock link ( ) appears beside the system/dates with the

marked time.

To view the marked time in Ncompass, click the Clock link or the associated warning message.

To view a pop-up box () with details about who marked the time, when it was marked, and its subject, move your cursor over the warning message.

Figure 10: Marked time warning with pop-up details showing

https://dropbox.otn.ca/sites/default/files/public/tsm-dropbox/128/ncompass-getting-started.pdf

Using TSM


Logging In and Getting Started

You log in to TSM using OTN’s single sign on screens.

If you are already signed in to the OTNhub (otnhub.ca), you don’t have to log in again to access TSM. You can click the ‘Schedule’ link in the top banner.

1. If you are not already logged in to the OTNhub, launch your Internet browser and go to schedule.otn.ca.

The Login selection screen appears.

Figure 11: OTN login screens

2. Select the appropriate login – ONE ID or OTN credentials.

3. Type your username and password and then click the Login (or Sign in) button.

The TSM home page appears.

Figure 12: TSM home

http://otnhub.ca/

https://schedule.otn.ca/

Using TSM


TSM Home Page

TSM’s home page provides you with quick access to all of the task’s you carry out most often and the events that you’re already working on. The home page contains six sections, which are described below.

Figure 13: TSM home page

TSM main toolbar: These six menu categories provide access to TSM’s main functions.

Home Request Registry Reporting Admin Navigation

Search Create

Site Event Type Contact Patient Location

SDU Bridge Reports* System Schedule*

Manage Security Manage Users Manage Groups

Ncompass Help About Print Known Issues Logout

*For more information about:

• Bridge Reports, see the user guide TSM Automatic Bridge Programming.

• System Schedule, see the user guide Ncompass Getting Started.


http://dropbox.otn.ca/tsm/docs/ncompass-getting-started.pdf

Using TSM


System messages: TSM displays error messages, warnings, and success statements in this area. Errors appear as red text in a red-bordered box, success statements as blue text in a blue-bordered box.

Quick-search form: Search for event requests by ID number, consultant, or patient name (as individual search criteria or in combination). Select Advanced Search to search using additional criteria.

My last 10 events: This lists the last 10 events that you created or changed. Clicking an event opens it up for viewing or editing.

Quick-create a new event: These buttons provide one-click access to start creating a new event request.

Upcoming events list: You decide which upcoming events to display in the list. Use the checkboxes and drop-down list to personalize your list. For example, you can list only those events with the following characteristics:

• Events you were the last to modify.

• Only clinical events or only non-clinical events.

• Pending or unscheduled events within a specific time frame.

• Scheduled events within a specific time frame.

Whatever combination you choose, TSM remembers your preferences every time you return to your home page. You can easily change these preferences at any time.

Moving your cursor over an event title in the list highlights it (that is, it turns from blue to peach). To view the event details, click () the highlighted row or () an event’s status icon, or () the or links.

Figure 14: Upcoming events list

Using TSM


Using the Calendar Link

The calendar link opens a graphic calendar, which allows you to select a specific date.

1. To open the calendar, click the Calendar link ( ).

An interactive calendar appears.

Figure 15: Calendar pop-up

2. To display a different year, click the arrow ( ) at the right of the Year field and select a year

from the drop-down list.

3. To display a different month, click the arrow ( ) at the right of the Month field and select a

month from the drop-down list.

To move forward or backward one month at a time, click the back link ( ) or the forward link ( ).

4. To select a specific date, click the desired calendar day.

When you click a specific date, the calendar closes and the selected date appears in the associated date field.

Using TSM


Using Quick Search

The Quick Search panel allows you to search TSM’s database of existing events by Patient, Consultant and/or Event ID. Typing search criteria into one or more of these fields returns a list of search results from which you can locate the event(s) you’re looking for.

Figure 16: Quick Search panel

If you type data into more than one data field, TSM performs an ‘AND’ search.

For example, typing ‘Simon’ into the first Patient Name field and ‘Robert’ into the first Consultant Name field results in a search for events with a patient named Simon and a consultant named Robert.

If you type only partial names, the search results include all events where the name contains the specified character string anywhere in their First Name and Last Name respectively.

For example, if you search for First Name = ‘an’ and Last Name = ‘al’ the search results might include the following: Anu Alpha, Johane Allard, Sandra Dalziel, and Jeanne Callum

Field Description

Patient Name • The two fields are for the patient’s First Name and Last Name respectively.

• Search results include only clinical events, not group or serial clinics.

Tip: Type only the first couple of letters for each name. In this way you avoid typos in your own search and can find existing typos that may be in the system.

Consultant Name • The search looks through all consultants assigned to clinical events and all speakers and chairs assigned to educational and administrative events.

• Search results include both clinics (group and serial) and clinical events.

• The two fields are for the consultant’s First Name and Last Name respectively.

Request/Event ID Use this field when you want to view a particular event. The search requires the full Request/Event ID. Unlike the other two search fields, this returns only results that exactly match the ID you entered.

Using TSM


Using Advanced Search

Advanced searching allows for much more complicated searches than the Quick Search. You can filter your search by category (e.g., clinic or clinical events) and then further restrict the search by selecting a specific combination of criteria.

Search All

The Search All function searches through all event categories including both clinical and non-clinical events.

1. To perform an Advanced Search for all categories, use one of the following options:

From the main toolbar, hover the cursor over Request and then select Search>All.

Figure 17: Search all via TSM toolbar

From the TSM Quick Search panel on the

home page, click .

Figure 18: Search all via quick-search

A Search All Requests criteria screen appears.

Figure 19: Search All Requests criteria screen

Using TSM


2. Select your search criteria. Different search criteria combine as ‘AND’ searches. (E.g., searching for events with the Patient ‘Simon’ and the Consultant ‘Robert’ will return only events with both a Patient named Simon and a Consultant named Robert.)

3. To submit your search request, click at the bottom of the screen.

A Search Results screen appears.

Using the Search Results Screen

If your search finds no matching events or clinics, you receive a No Results message.

• To return to the search form with your original search criteria, click () Display Search Form, modify your search, and try again.

If your search finds matching events and/or clinics, the search results appear with each event numbered on the left-hand side.

• Moving your cursor over an event/clinic title in the list highlights it (that is, it turns from grey to peach).

• To view an event’s details, click () the highlighted row or () an event’s status icon, or () the link.

• To edit an event’s details, click () the event link.

• To download an Excel file of the search results, click ()the Export to Excel link ( ). (You can export a maximum of 30,000 records to Excel. Additional records will not appear.)

Figure 20: Advanced search results

Using TSM


Search Clinical Events

The Search Clinical function searches for only clinical events.

If a clinical event is associated with a clinic, the Clinic ID appears in the clinical event’s title bar ().

Figure 21: Clinic branding search results list

1. To perform an Advanced Search for only clinical events, from the main toolbar click Request

and then select Search>Clinical

Figure 22: Search clinical via TSM toolbar

A Search Clinical Requests criteria screen appears.

Figure 23: Search Clinical Requests criteria screen

2. To filter your search for only specific types of clinical events, select the appropriate criteria.

3. To submit your search request, click at the bottom of the screen.

For additional information, see Using the Search Results Screen on page 31.

Using TSM


Completed Clinical Event Number (CEN)

The Search All and Search Clinical forms offer an additional search criteria – to include an event’s Completed Clinical Event Number (CEN) in the search results.

Figure 24: Search All Requests form

Figure 25: Search Clinical Requests form

TSM assigns a CEN to a clinical event when the event is completed.

Some scheduling offices file all paper referrals they receive for which they scheduled an event. The CEN is used as an index for these files and reflects the actual number of completed events, in the order in which they occurred.

The TSM Event ID is not used for this filing index because TSM assigns the Event ID when it creates an event, which has no relation to whether an event occurred or when.

Using TSM


Search Clinic (Serial and Group)

The Search Clinic function searches for only group or serial. For more information about clinics and how they are different from clinical events, see Clinical Events on page 35 and Serial Clinics on page 85.

1. To perform an Advanced Search for only clinics, from the main toolbar hover the cursor over Request and then select Search>Clinic.

Figure 26: Search clinic via TSM toolbar

A Search Clinic Requests criteria screen appears.

Figure 27: Search Clinic Requests criteria screen

2. To filter your search for only specific types of clinics, select the appropriate criteria.

For additional detailed searching instructions, refer to the instructions starting at step #3 on page 31 (Advanced Search for All).


Clinical Events

How TSM helps you in the scheduling process on page 12 provides an overview of the end-to-end process of scheduling a telemedicine consult. This section contains detailed instructions for creating a request and scheduling a date when the patient, consultant, and systems are available.

Creating a New Event

A scheduler must enter a clinical referral into TSM within 2 business days of receipt. This begins the scheduling process and allows the scheduler to track the request.

To ensure that the requested event has not already been scheduled, do a search. (If it already exists and you schedule it again, you will create a duplicate entry.)

1. In the panel, type in the first few letters of the patient’s first and last names in the Patient Name fields. (See Using Quick Search on page 29.)

Use just the last name in the search if the patient has a first name with many spellings or versions (e.g., Elizabeth might be entered as Liz, Betty, Beth, etc.).

2. Click .

A list of events with patients matching your search terms displays.

3. If no events containing your patient are returned, complete steps 4-9.

If your patient appears in the search results, check to make sure that they have not already been scheduled for the event you are entering. If it is listed, don’t re-enter it!

4. To schedule an event (create a request), there are two options:

From the main toolbar, hover the cursor over Request and then select Create>Clinical.

Figure 28: Create event via TSM toolbar

From the Create New Request/Event panel on the home page, click

Figure 29: Create event via quick-create


Clinical Events


The Clinical Request Maintenance screen appears with the following:

Status is Requested. Header tab is active (highlighted blue). Actions panel is empty. Request Summary panel is empty (information fills in as you enter and save data).

Figure 30: Header tab

Clinical Events


Initiating a New Event

Header Tab

1. To identify the Requestor, click beside the field. (See Searching the Contact Registry on page 167.)

The requestor is the person who requested the event you are scheduling – often the referring physician or consultant in the case of a follow up appointment.

Pressing [ALT] [1] takes you to the 1st field of any tab.

2. If you find the requestor’s name in the search results, click the name and it is automatically entered into the Requestor field.

If you do not find the requestor’s name, you must create a new contact. (See Creating a Contact on page 171.)

3. The Received Date defaults to the current date. To change the date, either type in the date (using the format dd-mm-yyyy) or select a date using the calendar link. (See Using the Calendar Link on page 28.)

4. Events created in TSM have a default Source of ‘Fax’. To change from the default value, click the drop-down arrow and select the appropriate source.

Source Description

Email For use by OTN schedulers they create an event in response to a member who has sent an email directly to Scheduling (i.e., [email protected]).

E-request Obsolete.

Used only in old events that were created by OTN schedulers in response to a member who created an Ncompass ‘e-request’.

Fax The default source for events created in TSM.

Phone For use by OTN schedulers when they create an event in response to a member (who doesn’t have Ncompass access) that calls in, provides scheduling details, and asks OTN to schedule the event.

Request Assistance

For use by OTN schedulers when they create an event in response to a member who has used the Ncompass Request Assistance feature.

Requestor Obsolete. Replaced by ‘self-scheduled’.

Self-Scheduled The default source for events created in Ncompass.

Web Obsolete. Replaced by ‘request assistance’.



Clinical Events


5. If the event has a formal title, type it in the Event Title field.

If no formal title is available, you can type an optional Event Title as a general description of the event. To ensure readability use a title that contains less than 100 characters. Keep in mind the entire title might not display when viewed from other pages.

6. Select the Event Type by clicking beside the Event Type field.

An Event Types pop-up window appears.

Figure 31: Event type pop-up

7. To select a type, click the entry that best describes the event you are scheduling.

If you cannot find a description in the list that best fits your event, select ‘Other’ and type a short description in the Other Description field. Do not include Patient Health Information (PHI) in this field.

When you try to save or approve an event with an event type that does not match the system usage type assigned to the site, TSM issues a warning. However, you can still schedule the event.

For example, if you try to schedule a clinical event when the site is assigned only a usage type of educational, the following warning message appears:

Figure 32: Error message about system usage

8. To identify the Consultant, click beside the field. Adding a consultant to the event is

the same process as adding a requestor. (See Searching the Contact Registry on page 167.)

The Consultant is the health professional meeting with the patient and they must be identified as an Allied Health Professional, a Physician, or a Specialist in the TSM Contact Registry.

The Consultant field is optional when you initially create an event. However, it becomes mandatory in the scheduling phase.


Clinical Events


9. If the referral specifies a Requested Date, either type a date in the field or select a date using the calendar link beside the field. (See Using the Calendar Link on page 28.)

10. In the Event Start Time field, type a start time using 24-hour format EST (hhmm). For example, 1400 for 2:00 p.m.

If you specify a date you must also specify a time. The date and time fields must be either both empty or both specified.

11. In the Number of Systems field, type the total number of systems that will be participating in the event, including the system where the patient will be.

TSM uses this number to determine the number of system fields it displays on the Sites tab, one actual system plus however many virtual systems to equal the Number of Systems. For example, if you set Number of Systems to four, on the Sites tab TSM displays one actual system and three virtual systems.

12. To identify the state of importance or urgency of the clinical event, select the appropriate Priority Code. To schedule the event, you must select a value.

If the patient requires immediate assessment and treatment (as soon as a consultant is available) or has a life-threatening condition, select Urgent/Emergent.

If the event is/was planned and scheduled and is/was not emergent or urgent, select Elective.

13. To identify the event’s Purpose, click the drop-down arrow and select the desired entry.

Figure 33: Event purpose field

14. Identify whether the event is an Initial or Follow up consultation by clicking the appropriate option.

• If this is the first time the patient will see this consultant, select ‘Initial’.

• If the patient has seen this consultant before, either in person or via videoconference, select ‘Follow-up’.

15. To identify the Patient, click beside the field. (See Searching the Patient Registry on page 173.)


Clinical Events


16. If you find the patient’s name in the search results, click the name and it is automatically entered into the Patient field.

If you do not find the patient’s name, you must create a new patient. (See Creating a Patient on page 176.)

17. If you selected the patient from the TSM Patient Registry and the registry entry includes a birth date, TSM automatically populates the Date of Birth and Age Group fields.

If there is no patient date of birth, to identify the patient’s Age Group, select the appropriate option. If you do not know the patient’s age, select Unknown.

Figure 34: Patient age group

18. The default Conference Mode for all participants is Full Screen Layout.

Figure 35: Conference Mode field

If the event is point-to-point, leave the default setting. If the event is multi-point leave the default setting – unless you have received a request for a specific layout.

To select a special layout use one of two options:

Select a layout from the drop-down list.

Figure 36: Conference mode drop-down list

Click the preview link. A dialog box opens. To select, click the desired layout image.

Figure 37: Conference mode layout selection

If you want the participants to always see the host in the largest area of their screen, select Lecture Mode. For more information about layouts, see Appendix A: Conference Modes (Video Layout) on page 182.


Clinical Events


19. Identify whether the event is Billable by clicking on the appropriate option.

20. If you have special details or extra notes about the event, type them in the Log field.

Do not include any patient or other sensitive information in your log entry as this field is not encrypted and is viewable to all event participants.

TSM also uses the log field to record the date, time, and author of any changes made to the event request.

21. To save your data and move to the next tab (Sites), click .

TSM validates the data you entered and if there are errors it displays appropriate error messages or warnings. If there are no errors, TSM saves the data and displays the Sites tab.

If you do not want to immediately move on to the next tab and will return to the request

later, to save the data you’ve entered so far, click .

After you save or move on to the next tab, you can add attachments to the event. For details, see Attaching Files on page 55.

Clinical Events


Sites Tab

The Sites tab is used to identify and schedule the various systems and other equipment that will be used during the event by the patient, the consultant, and any other participant sites.

After successfully completing the Header tab, the Sites tab appears with the following:

Status is Requested. Sites tab is active (highlighted blue). Actions panel contains a list of possible actions. Request Summary panel contains a new Request ID and other information you entered

in previous forms.

Figure 38: Sites tab

1. In the Duration field, type the length of the event in minutes. (For example, type 2 hours as 120 minutes.)

2. If a Set-up Time is required, type it in this field. (Point-to-Point events do not require a set-up time.)


Clinical Events


3. Audio Participants defaults to ‘No’. If the event will have telephone participants select the ‘Yes’ option. (See Booking Dial-in Phone Numbers on page 77.)

4. Force Event On Bridge defaults to ‘No’. If you want the event to be programmed onto the Bridge, select ‘Yes’. For example, if the systems participating in a point-to-point event are not enabled for portal calling and thus cannot be auto-initiated. In this case, the event can be forced onto the bridge to have the event started automatically by the bridge. (See Booking Dial-in Phone Numbers on page 77.)

5. If the event does not require a bridge, leave Bridge Location with its default setting.

If the event requires a Bridge, select the appropriate Bridge Location from the drop-down list. (See Bridge and Gateway Resources on page 74.)

6. The default Initiating System is ‘Consultant’. If the patient’s site will initiate the event, select the ‘Patient’ option.

7. For non-bridged events, the default for Start Call Auto is ‘No’. If you would like your event to automatically connect and disconnect, select the ‘Yes’ option. (See Portal Calling: Click-to-Call and Auto-Initiating Events on page 83.)

For auto-initiated events with multiple patients at one site, use the Ncompass clinic feature. (See Ncompass Clinics on page 123.) Using an Ncompass clinic ensures that there is only one connection and disconnection at the site. Otherwise you will have multiple camera connections/disconnections between patients at the site.

If the event requires a bridge, the Start Call Auto field does not display. Instead, a message appears indicating that it is a bridge controlled event and therefore will automatically connect.

Figure 39: Bridged event auto start message


Clinical Events


8. For a clinical event, the system used at the patient’s location is the Actual System. To identify this system, you use a similar search as that used in finding a requestor or a patient. The search accesses TSM’s Site/System Registry.

To search the Site/System Registry, click beside the Actual System field. (See Searching the Site/System Search Registry on page 156.)

Some sites have more than one system. Contact the local Telemedicine Coordinator to determine which one to reserve for your event.

9. If you find the required system in the search results, click the name and it is automatically entered into the Actual System field.

• If you do not find the system, contact OTN Technical Support. They can investigate and if necessary initiate the process of creating a new system. It might take 1-2 weeks before a new system is available for use because there is a strict certification process.

• If the system is an Off-Net system that requires a dynamic dialing alias, type its designated Prefix and/or DTMF/PIN in the associated fields.

10. To view details about a system, click beside the Actual System field.

11. If there are additional instructions or notes for the patient’s location, type them in the Equip./Other fields.

12. Virtual Systems are the videoconference systems reserved for all of the other event participants. In a clinical event, the first virtual system is reserved for the consultant.

• Additional systems are sometimes required for other participants, such as the patient’s family members.

• If there are instructions or notes for all Virtual Systems, type them into the Virtual Systems Common Info Equip./Other field.

• If a system is an Off-Net system that requires a dynamic dialing alias , type its designated Prefix and/or DTMF/PIN in the associated fields.

13. Identify all of the Virtual Systems participating in this event in the same way that you identified the Actual System. (See Searching the Site/System Search Registry on page 156.)

The number of Virtual Systems fields listed depends on the total number of systems you requested in the Header tab.

If not enough virtual system fields are listed, return to the Header tab, change the Number

of Systems, and click .

The Sites tab reloads with the additional Virtual Systems fields listed.


Clinical Events


14. If there are additional instructions or notes for a specific system, type them in the Log field next to the relevant system.

15. If you want to change or add information in the event log, type in the Log field.

16. To save your data and move to the next tab (Approval), click .

TSM validates the data you entered and if there are errors it displays appropriate error messages or warnings. (See Conflict Errors and Resolving Conflicts on page 23.)

If there are no errors, TSM saves the data and displays the Approval tab.

If you do not want to immediately move on to the next tab and will return to the request later, to save the data you’ve entered so far click .

If you want to return to the previous tab, first click and then click .

TSM does not save the tab’s data when you click .

Clinical Events


Approval Tab

The Approval tab is used to notify you about any issues with the requested systems so you can address the issues before approving the request.

After successfully completing the Sites tab, the Approval tab appears with the following:

Status is Requested. Approval tab is active (highlighted blue). Actions panel contains a list of possible actions. Request Summary panel contains information you entered in previous forms.

Figure 40: Approval tab

TSM issues any warnings or errors associated with the requested systems when it displays the Approval tab. For example, if a system is not yet OTN certified or is reserved. Contact that site’s Telemedicine Coordinator to determine whether the system can be made available.

1. If you do not receive any error messages about system certification, to approve the request, select the ‘Yes’ option under the question Do you approve this request?

2. If you want to change or add information in the event log, type in the Log field.

3. To save your data and move to the next tab (Consultant Site), click .

If you do not want to immediately move on to the next tab and will return to the request

later, save the data you’ve entered so far by clicking .

Clinical Events


Scheduling the Event

Now that you have entered the clinical request into TSM, you must find a time for the consultant, telemedicine coordinators and the patient to meet. You begin with the consultant.

Consultant Site Tab

The Consultant Site tab is used to identify up to three dates and times when the consultant will be available. This allows some flexibility for the next steps of scheduling the patient and sites.

After successfully completing the Approval tab, the Consultant Site tab appears with the following:

Status is Pending consultant availability. Consultant Site tab is active (highlighted blue). Actions panel contains a list of possible actions. Request Summary panel contains information you entered in previous forms.

Figure 41: Consultant Site tab

TSM requires only one available date and time to continue, but you can identify up to three.

1. Enter the First Date/Time by either typing in the date or clicking on the calendar link. (See Using the Calendar Link on page 28.)

2. In the Event Start Time field, type the time the event starts using 24-hour format (hhmm) EST. For example, 1400 for 2:00 p.m.


Clinical Events


3. If needed, repeat steps 1 and 2 to fill out the Second and Third Date/Time fields.

4. If you want to change or add information in the event log, type it in the Log field.

5. To save your data and move to the next tab (Site Verification), click .

6. If you do not want to immediately move on to the next tab and will return to the request later, save the data you’ve entered so far by clicking .

If you want to return to the previous tab, first click and then

click the button.


Clinical Events


Site Verification Tab

The Site Verification tab is where you finalize booking the systems at each site and place a tentative reservation for all the dates you identified on the Consultant Site tab.

After successfully completing the Consultant Site tab, the Site Verification tab appears with the following:

Status is Pending site availability. Site Verification tab is active (highlighted blue). Actions panel contains a list of possible actions. Request Summary panel contains information you entered in previous forms.

Figure 42: Site Verification tab

1. Contact all the Telemedicine Coordinators at the participating sites to confirm which days and times their systems are available for the event.

2. When confirmed, select each system’s corresponding box in the appropriate date column.

Figure 43: Site availability confirmed


Clinical Events


When you select a system’s availability and save the tab, TSM places a tentative reservation on that system. This helps ensure that the system won’t be booked for another event during the same date and time. If someone tries to book the system they will receive a conflict message, “Request ID# 12345678 has a TENTATIVE HOLD on this timeslot for this system.”

Removing a system’s checkmark and saving the tab releases the tentative reservation.

This is also when TSM will issue you a conflict message if one of the systems in your event is already booked into another event. (See Conflict Errors and Resolving Conflicts on page 23.)

3. If the event involves a system with an Off-Net ISDN connection type, it defaults to Dial Out.

If the system needs to dial-in, select the Dial In option. (See Booking Dial-in Phone Numbers on page 77.)

4. If the event has audio participants or if you selected ‘Dial In’ in the previous step, the Audio/Video Phone Number field appears with a TSM-assigned phone number and is read-only. (See Booking Dial-in Phone Numbers on page 77.)

If you need to replace the auto-selected phone number with a different one: i) Select the Manual Override1 checkbox.

ii) Click the Audio/Video Phone Number drop-down field and select a number.

iii) Click . (If you go back to a previous page/tab in TSM without saving first, you

may find that a different number is selected when you return.)

5. To change or add information in the event log, type in the Log field at the bottom of the screen.

6. To save your data and move to the next tab (Patient Verification), click .

If you do not want to immediately move on to the next tab and will return to the request later, save the data you’ve entered so far by clicking .

1 The manual override feature allows you to select any phone number that is not already in use.

Clinical Events


Patient Verification Tab

The Patient Verification tab is used to confirm with the patient when they will be available, based on the already identified dates when all participating sites are available.

After successfully completing the Site Verification tab, the Patient Verification tab appears with the following:

Status is Pending patient availability. Patient Verification tab is active (highlighted blue). Actions panel contains a list of possible actions. Request Summary panel contains information you entered in previous forms.

Figure 44: Patient Verification tab

1. Contact the patient to determine which of the listed dates they are available.

The Patient is limited to opting for dates on which all sites are available.

2. When you have availability date(s), check-on the corresponding Patient Available box(es) in the appropriate date column(s).

3. To schedule one specific date, click the corresponding Schedule On option in the appropriate date column.


Clinical Events


4. Select ‘Yes’ for May we send information to the patient. This ensures that a Patient Letter button always appears in the Actions panel, which can be useful if a patient calls to verify their appointment details. (The patient letter contains appointment details and directions within the hospital. See Generating a Patient Letter on page 64.) If an actual letter is sent to the patient, note this in in the Log field at the bottom of the screen.

5. The default for Who Will Contact the Patient? is ‘Other’ and the TSM user name of the person filling out the tab appears in the Other Coordinator field. If you need to enter a name different than the default, select the appropriate Who Will Contact the Patient? option and either type the contact name in the Other Coordinator field or use beside the field to find the name in TSM’s Contact Registry. (See

Searching the Contact Registry on page 167.)

6. If you want to change or add information in the event log, type in the Log field at the bottom of the screen.

7. To save your data and move to the next tab (Confirmation), click .

If you do not want to immediately move on to the next tab and will return to the request later, save the data you’ve entered so far by clicking .

If you want to return to the previous tab, first click and then click .


Clinical Events


Confirmation Tab

The Confirmation tab is where your request becomes a fully scheduled event.

After successfully completing the Patient Verification tab, the Confirmation tab appears with the following:

Status is Pending confirmation. Confirmation tab is active (highlighted blue). Actions panel contains a list of possible actions. Request Summary panel contains information you entered in previous forms. Date of Event contains the date selected in the Patient Verification tab.

Figure 45: Confirmation tab

1. If the event involves three or more systems, a ‘bridge’ is required. (See Bridge and Gateway Resources on page 74.)

2. To confirm the event, click the Schedule Request ID button (which includes the Event ID).

TSM checks that all mandatory fields on all forms are complete.

If TSM finds an error (for example, a missing mandatory field such as Consultant’s Name), it issues an error message and directs you to the problem. Continued on next page…

Clinical Events


Warnings also appear if any of the systems you selected are not designated for clinical use. However, these warnings will not prevent you from scheduling clinical events.

For example, if you are scheduling a clinical event with a system that has only ‘Education Use’ checked yes, this type of warning message appears on the confirmation tab.

Figure 46: System usage warning

If there are no errors, TSM schedules the event and displays a window showing the full details of the event, as well as a congratulations message.

A scheduled event places a hold on all participating systems for the duration of the event and therefore they are not available for other event requests occurring on the same date and time.

Figure 47: Confirmation screen

3. Notifying the various participants of a scheduled clinical event is a critical step in the scheduling process. For instructions about viewing and generating a confirmation, refer to Sending Event Notifications on page 63.

Clinical Events


Attaching Files

Attachments are document files or graphics uploaded to a:

• Stand-alone clinical event.

• Clinical event associated with a TSM serial or group clinic.

• Ncompass clinic.

Examples of supporting materials are consultant protocols and blank assessment forms (documents that do not include patient health information).

Anyone whose system participates in the event can download, view, add, or delete its attachments.

You can manage attachments at any time - before, during, or after the event has taken place.

The following event types cannot hold attachments:

• Clinical events associated with an Ncompass (files should be attached at the 'clinic' level).

• Ncompass clinics that were created as invitation events via the OTNhub Videoconference service. (Also known as ‘guest link’ events.)

Do not attach files that include patient health information (PHI).

This is important for privacy reasons. If the event is a clinic, all users who have a patient system involved in the clinic can see patient details for all systems and not just their own patients

To access the Manage Attachments screen:

i) Open the event to which you want to attach/remove a file. ii) Click Manage Attachments in the Actions panel.

(This button appears after you initially save an event.)

Figure 48: Manage attachment screen

Clinical Events


Adding an Attachment

1. Open the event and click Manage Attachments in the Actions panel.

Figure 49: Manage Attachments in action panel

The Manage Attachments page appears.

Figure 50: Manage Attachments page

2. For each file you want to attach, click .

A new set of fields appears each time you click (one row for each attachment).

Figure 51: Add attachments – browse for files

3. To locate and select a file, click , (or depending on which browser you use),

then navigate to the file location and click the file name.

4. To ensure that users understand the subject and purpose of the attachment, type a meaningful note in the Description field.


Clinical Events


5. To validate the attachment and attach the file, click .

TSM validates the attachment as follows:

• Checks that the same file is not already attached.

• Checks that it is an acceptable file type2 (doc, docx, xls, xlsx, gif, jpg, jpeg, pdf, png, txt).

• Scans the file for viruses.

• Checks that the file does not exceed the maximum size.

• Calculates the remaining space available for the event.

If there are no errors, TSM attaches the file and displays a success message.

Figure 52: File successfully attached

If there are errors, TSM does not attach the file and displays an error message.

6. If you change your mind and do not want to attach a file, click .

TSM reloads the View Complete Request page with no changes.

2 TSM does not accept ‘unsafe’ file types such as .exe, .vbs, .tmp, etc. For a full list of unsafe types, refer to Microsoft Office’s Outlook support web site.

http://office.microsoft.com/en-us/outlook-help/blocked-attachments-in-outlook-HA001229952.aspx

Clinical Events


Deleting an Attachment

1. Open the event from which you want to delete a file and click Manage Attachments in the Actions panel.

Figure 53: Manage Attachments action panel

The Manage Attachments page appears.

Figure 54: Manage Attachments page

2. For each file that you want to delete, select the file by clicking its select box ( ) in the Remove column.

3. To delete the attachment(s), click .

TSM validates the request and if there are no errors:

• Removes the file(s) and re-calculates the remaining space available for the event.

• Displays a message confirming the successful deletion at the top of the screen.

Clinical Events


Opening or Downloading Attachments

If an event has one or more attachments, a Supporting Materials section appears on the View Complete Request page.

The file name and its associated paperclip image are links to the file.

To open a file, use the standard process provided by your browser. For example, using Internet Explorer, click the linked file name or its associated paperclip image.

To download a file, use the standard process provided by your browser. For example, using Internet Explorer, right-click the link and select ‘Save Target As’.

Figure 55: Supporting Materials attachment on View Complete Request page

Clinical Events


Cancelling Scheduled Events

If a scheduled event will either not occur as planned, or if it did not occur for some reason, you must cancel it in TSM and record the reason for its cancellation. This is important to free up resources and to ensure accurate records for reporting purposes.

1. Open the event you want to Cancel and click the Cancel link in the Actions panel.

Figure 56: Cancel Request clinical event Actions panel

A dialog box opens asking you to confirm the cancellation.

2. To confirm, click .

TSM cancels the event and displays a Status Reason screen.

Figure 57: Cancellation screen

3. To view a list of cancellation reasons, click the Reason field drop-down arrow.

4. Select a cancellation reason. (This is a required field and if you attempt to save without specifying a reason you will receive an error message stating that you must select a reason.)

5. To finalize the cancellation, click .

Clinical Events


‘Un-cancelling’ Cancelled Events

If you need to reschedule a cancelled event, you can undo the cancellation.

1. Open the event you want to un-cancel and click the Undo Cancel link in the Actions panel.

Figure 58: Undo Cancel clinical event Actions panel

A dialog box opens asking you to confirm the rescheduling of the event.


TSM does the following:

• Changes the event’s status from ‘Cancelled’ to ‘Requested’.

• Displays the Header tab.

• The Consultant Site, Site Verification, and Patient Verification tabs have the data from the original request but are all pending approval and confirmation.

Clinical Events


Editing Unscheduled or Modifying Scheduled Events

If you need to change an event, the action you use depends on the event’s status:

• Before it’s been scheduled, you edit the event.

• After it’s been scheduled, you modify the event.

1. Open the event you want to change and click the Modify Request or Edit Request link in the Actions panel.

Figure 59: Actions panel – edit (unscheduled) Figure 60: Actions panel – modify (scheduled)

If you are modifying the event (i.e., it has a scheduled status), a dialog box opens asking you

to confirm the rescheduling. To confirm, click .

Figure 61: Modify Request confirmation dialog

The event status changes to Pending – Confirmation with all of its former details present in all of the tabs.

2. Edit your event as required and then schedule it using the Confirmation tab. (See Confirmation Tab on page 53.)

Clinical Events


Sending Event Notifications

TSM can communicate the details of an event to participants in three different ways:

• By generating a Confirmation Summary (page 63)

• By generating a Patient Letter (page 64)

• By sending Fax and Email notifications.(page 66)

Each way is described below.

Generating a Confirmation Summary

The Confirmation screen is a one-page summary of your event. Printing and faxing this summary is the most common communication method for clinical events because emails are not secure enough for transmitting patient information.

It’s primarily used to confirm a scheduled event, but you can also use this summary to inform participants when an event is cancelled.

1. Open the event for which you want the confirmation summary and click the View Confirmation link in the Actions panel.

Figure 62: View Confirmation clinical event Actions panel

A confirmation window opens summarizing the event's details.

Figure 63: Event summary confirmation window

2. To print the summary, click the link at the top left of the window.

Clinical Events


Generating a Patient Letter

If ‘Yes’ was selected for ‘May we send information to the patient?’ in the Patient Verification tab, a View Patient Letter link appears in the Actions panel.

The patient letter contains appointment details and hospital directions, available in both French and English.

If a patient calls to ask about their appointment, this is a quick way to access the information.

If you send an actual letter to the patient, note this in in the Log field.

1. Open the event for which you want the patient letter and click the View Patient Letter link in the Actions panel.

Figure 64: View Patient Letter clinical event Actions panel

A patient letter template form opens in a new window (see Figure 65 and Figure 66).

2. Review the letter contents and edit as required. For example:

• If needed, type or modify the directions for locating the meeting room in the Registration is located at field. (TSM automatically fills this field with information from its Site/System Registry.)

• If the patient should arrive more than 20 minutes early, change the arrival time. (TSM automatically sets the patient arrival time to 20 minutes before the event start time.)

The template and any changes you make are not saved. The template and its contents exist only as long as the template window is open.

3. If you need a French version of the letter, click the link in the top right corner.

When you switch between French and English, TSM fills the active fields with fresh data from the appointment and if you’ve edited fields, the changes you’ve made will be lost.

Therefore, if you switch to French, first click the language link and then edit the field contents.

Note: If the TSM Site Registry does not contain French directions, the Directions field’s content will disappear. Therefore, before switching, make note of the English directions and after switching to French, type your own translation.


Clinical Events


4. To print the formatted letter, click the link in the upper left-hand corner.

The letter is re-formatted for printing and a print dialog box opens.

Figure 65: Patient letter template

Figure 66: Patient letter final output

Clinical Events


Fax and Email Notifications

TSM can generate and send faxes and emails directly to event participants (everyone except the patient, who receives the Patient Letter instead).

You can send a notification about an event with any status (e.g., Requested, Pending, or Scheduled).

To ensure patient privacy, do not use email for clinical events because it is not a secure means of communication.

However, if you do use email DO NOT include any patient identifiable information.

1. To begin the notification process, open the applicable event and click the View Fax & Email Notification3 link in the Actions panel.

Figure 67: View Fax & Email Notification clinical event Actions panel

The Notification History screen appears.

• If this is the first notification sent for this event, the screen appears as shown below.

• If previous notifications have been sent, a record of each notification and its intended recipient are displayed, stacked vertically, with the most recent at the top.

Figure 68: Notification history screen


3 When creating an event, this action first appears in the sites tab only after you have selected an ‘Actual’ system.

Clinical Events


2. To send a notification to one or more of the participants, click Send New Notification. (See in Figure 68: Notification history screen above.)

The Send Notification screen appears with pre-populated fields using information from your event request and TSM’s Contact and Site registries.

• TSM includes all system contacts identified in each system’s Site/System registry entry.

• TSM sets the notification type for each contact as identified in the Contact registry.

Figure 69: Send notification screen

3. To reset all contacts’ notifications to Don’t Notify, click the link.

4. Review the form and update or change the field data as necessary.

Field Description, Tips & Tricks

Sender Defaults to the person who scheduled the event. You cannot change the name.

For the Sender Email, use the email address of whomever you want the participants to contact if they have any questions or comments about the event.

If you want to list more than one contact, include the additional contact name and email in the Message field.


Clinical Events


Field Description, Tips & Tricks

Requestor, Consultant, System(s)

Indicate from each contact’s drop-down menu if and how you would like to notify the Requestor, Consultant, and System Contacts of the event.

You don’t have to notify everyone.

From the drop-down list beside the contact’s name select your desired entry: Don’t Notify, Email, Fax, Pager or Phone.

If you select Email, when you click TSM attempts to send an

email message to the associated contact.

If you select Fax, Phone, or Pager, TSM does nothing. These settings just allow you to keep a record of how you contacted these people.

Message Contains the information that you want sent to participants.

The message includes an OTN electronic ‘signature’, which includes all the standard OTN contact information such as web address, toll-free phone number, scheduling email address, etc.

5. To send the notification, click .

The Notification History screen re-appears with updated details.

If TSM successfully generates an email, a new email window opens with the information from your request. If necessary, you can edit the email before sending it.

If TSM cannot generate an email, the status shows as ‘Cannot send’ in the Recipients details section. (See in Figure 70: Notification History screen below.)

Figure 70: Notification History screen

Clinical Events


Cloning an Event

Cloning an event copies its details into a new request with the status of Requested. Copying request details in this manner can save you a great deal of time if the same consultant and systems are involved in an event.

You can clone an event with any status (e.g., requested / pending / scheduled).

Carefully review the cloned event to avoid accidentally including details from the original event that do not apply to the new event.

The following are not copied to the cloned event:

• Received Date

• Attached files

• Audio Phone Number (TSM selects a new audio line based on available resources.)

• Bridging Log

• Each system’s Dialing Alias reverts to its default value.

• Prefix or DTMF/PIN assigned to an OFF-Net system

If OTN Customer Care - Scheduling Coordination cloned the event, the new event’s Source is ‘Fax’.

If an external TSM user cloned the event, the new event’s Source is ‘Self scheduled’.

Other fields within this and the other tabs contain data from the original event.

1. To begin the cloning process, open the applicable event and click the Clone Request link in the Actions panel.

Figure 71: Clone Request clinical event Actions panel

A dialog box opens asking you to confirm the clone request.


TSM clones the event and displays a new set of Clinical Request Maintenance tabs with the following:


Clinical Events


A message box identifying the request as a clone. Status is Requested. Header tab is active (highlighted blue). Actions panel contains a list of possible actions. Request Summary panel contains a newly assigned Request ID.

Figure 72: Cloned clinical request

3. Review all the fields in the Header tab and change any that you need to for this new event.

4. Move through the first three tabs using , carefully reviewing the event details and

changing as required.

5. Schedule this event as you would normally. (See Scheduling the Event on page 47.)

When you click View Complete Event for a cloned event, the field Cloned from appears in the Header section and displays the original event’s Event ID.

Figure 73: Cloned from field

Clinical Events


Recurring an Event

This feature is similar to the clone feature but allows you to make multiple copies of your event, and schedule them to occur daily, weekly, monthly, or annually.

The feature is available only for Scheduled requests.

You can create a maximum of 50 recurring events at one time.

The following are not copied to the recurring events:

• Received Date

• Attached files

• Audio Phone Number (TSM selects a new audio line based on available resources.)

• Bridging Log

• Each system’s Dialing Alias reverts to its default value.

• Prefix or DTMF/PIN assigned to an OFF-Net system

If OTN Customer Care - Scheduling Coordination cloned the event, the new events’ Source is ‘Fax’. If an external TSM user cloned the event, the new events’ Source is ‘Self scheduled’.

Other fields within this and the other tabs contain data from the original event.

1. To begin scheduling a recurrence, open the applicable event and click the Schedule Recurring Request link in the Actions panel.

Figure 74: Schedule Recurring Request clinical event Actions panel

The Recurrence screen appears.

Figure 75: Recurrence screen


Clinical Events


2. To choose the Frequency for the recurrence, select the desired option.

3. The Starting On date defaults to the date of the base request you are working from. Edit as needed and then enter the Ending On date. Check your dates to make sure they are correct. (Typos can lead to a lot of extra events!)

4. To create and schedule the recurring events, click .

If there are errors, a new window opens with error messages. To correct the errors,

click to return to the Recurrence screen.

If there are no errors, a new window opens listing the proposed scheduled events.

Figure 76: Recurrence Dates Confirmation window

5. Review the dates carefully before confirming the recurrence.

6. To confirm the scheduling, click . (Or to change the start and/or end dates,

click to return to the Recurrence screen.)

The Recurrence screen appears with a list of scheduled or requested events.

Recurred events with conflicts are saved with a status of requested.

Recurred events with no conflicts are saved with a status of scheduled.

Figure 77: Recurrence screen with new events listed


Clinical Events


7. To view or edit a listed event, click their Request ID, or the View ( ) or Edit ( ) link.

You cannot use the browser’s back-button to return to this screen once you leave it.

If you want to systematically view all the events listed, open them each in a new window or new browser tab. When you’re finished viewing the event, close the window/tab to return to the Recurrence screen events list.

8. To open an event in a new window/tab, right-click the Request ID, or the View ( ) or

Edit ( ) link.

A browser link pop-up menu appears.

Figure 78: Browser link pop-up menu

Sending Notifications for Recurring Events

Contacts may not wish to receive an individual notification for each recurring event.

A recommended alternative is to send out a notification for the first event in the series and in this notification’s Message field list all the future dates and times. (See in Figure 79 below.)

Figure 79: Notification message field used for recurring events

For detailed instructions about sending notifications, refer to Fax and Email Notifications on page 66.

Select the option Open in a New Window or Open in New Tab


Event Special Resources

Most educational and administrative events do not require special technical resources. When it comes time to hold the event, one system simply calls another system just like making a phone call. However, there are events that require special handling.

• Multi-point events (events with more than two systems) require a ‘bridge’ to link all the sites.

• Systems that use an Off-Net connection type (ISDN or IP) require a ‘gateway’ and a ‘bridge’.

• Events that involve audio-only participants require a dial-in number.

TSM automatically detects bridge and gateway requirements and reserves the resources.

Bridged events start and end automatically.

Bridge and Gateway Resources

OTN can only handle a limited number of these events at any one time.

If TSM issues a warning message about bridge resources, contact OTN Technical Support to work out a solution.

TSM automatically indicates that a Bridge is required when the event involves:

• more than two systems (i.e., a multi-point event),

• a system identified as ‘bridge required’,

• a webcasting requirement,

• a ‘force event on bridge’ requirement.

TSM automatically indicates that a Bridge and a Gateway is required when the event involves:

• a system with an Off-Net ISDN or Off-Net IP connection type,

• one or more audio participants.

TSM indicates that an event requires bridge or gateway resources in several ways.

A. A Search Results Summary screen indicates bridge or gateway requirements with and icons respectively.

Figure 80: Search results bridge and gateway icons



B. The Event Summary box reports when a gateway or bridge is required.

Figure 81: Event Summary panel bridge and gateway indicators

C. The View Event summary screen indicates bridge or gateway requirements in the Status and Flags section.

Figure 82: View Event Status and Flags

D. After you have completed the Sites tab, the Actions panel indicates bridge or gateway requirements with a View Bridge Info Page link.

Figure 83: View Bridge Info Page action

E. On the Sites tab, the phrase Call Management Auto Start/End (bridge controlled) appears.

Figure 84: Sites tab Call Management indicator



Bridge warning messages

When you save an event request and the event requires a bridge, TSM validates that there are enough bridge resources available for the requested date and time.

If there are not enough bridge resources, TSM displays a warning message, similar to the following. However, the exact message and your response will differ depending on whether you are an internal or external TSM user4.

Figure 85: Bridge resources warning message – example only (actual message may differ slightly)

If you are an external TSM user, specify an alternate date and time for the event or contact OTN Customer Care - Scheduling Coordination for assistance.

4 Internal and external TSM users have different ‘roles’ and associated permissions assigned to their TSM user ID.



Booking Dial-in Phone Numbers

Dial-in numbers are booked when a participant will use their telephone line to participate in an event. Dial-in numbers are reserved in the same sense that a video system is reserved: it can only be used for one event at a time. This section explains the process of booking a dial-in number for your event.

Examples of when an event would require a dial-in number include:

• There are people participating by telephone (audio-only).

• A participant will use a system with an Off-Net ISDN connection type and will dial-in to the event (not dial-out).

OTN has a limited number of dial-in numbers. If no dial-in numbers are available for selection, contact OTN Technical Support to work out a solution.

If your event has one or more people participating by phone, you need to specify this when creating or editing the event.

TSM includes reserved dial-in numbers in all event notifications and fax confirmations for events that have audio participants.

1. To access the event in edit mode, open the event and click the Modify Request or Edit Request link in the Actions panel

2. Go to the Sites tab and select ‘Yes’ for the Audio Participants field.

Figure 86: Audio Participants field

3. To apply the audio participation to the event, click or .



After you complete the Approval and Consultant Site forms, when you go to the Site Verification tab, if there are audio participants, the Audio/Video Phone Number field appears with a read-only TSM-assigned phone number.

Figure 87: Audio/Video Phone Number field

4. If you need to replace the auto-selected phone number with a different one, do the following:

i) Select the Manual Override5 checkbox.

ii) Click the Audio/Video Phone Number drop-down field and select a number.

iii) Click . (If you go back to a previous page/tab in TSM without saving first, you

may find that a different number is selected when you return.)

Figure 88: Audio/Video Phone Number drop-down field

Selected phone numbers are reserved for the duration of the event.

If another scheduler creates an event that overlaps with yours, they will not be able to select the same phone number (it simply won’t appear for them).

For clinical events always use a dial-in number identified ‘For Clinical Use’.

5. If there are no phone numbers to select, contact OTN Technical Support to determine a solution ([email protected] or 1-855-654-0888).





Audio/Video Phone Number Requirements

Your event may require an audio/video phone number if:

• Your event requires an audio line.

• Your event contains systems whose connection type is Off-Net ISDN.

Systems with a connection type of Off-Net ISDN require an audio/video phone number and can connect in one of two ways.

Dial Out • The phone number is provided by the member and certified by OTN.

• To connect to an event, TSM retrieves the number from its System registry and dials out to the participant.

• The phone number is not displayed to participants.

Dial In • The phone number is an internal OTN number.

• To connect to an event, participants dial in to OTN and they are responsible for the long-distance charges.

• TSM includes the phone number in all event notifications and fax confirmations.

Auto-selection of Audio/Video Phone Number

TSM’s auto-selection of audio/video phone number helps reduce privacy incidents by maximizing the time between the uses of each phone number.

TSM searches for a phone number that is not allocated 60 minutes prior to the start time and 60 minutes after the end time of the event. If there is no phone number available within a >= 60 minute buffer, it will attempt to select a phone number with a buffer >= 45 minutes.

If there is no phone number available within a >= 45 minute buffer, a red error message appears indicating that you need to select a phone number using manual override. (See Manual Override of Audio/Video Phone Number on page 81.)

1. If a participating system has an Off-Net ISDN connection type or you have indicated audio participants, after you complete the Approval and Consultant Site tabs, the Site Verification tab loads with all applicable Dial Out, Dial In, and Audio/Video Phone Number fields.

Figure 89: Dial-in with assigned phone number

Figure 90: Dial-out (no phone number required)



2. If a participating system has an Off-Net ISDN connection type, TSM defaults to Dial Out.

Occasionally, a dial-out call is not allowed due to a firewall or for security reasons. In this case, select the Dial In option.

3. If a system is Dial Out, obtain a phone number for the contact at the participant’s site and record it in the Bridging Information Page’s Bridging Log field.

4. If a participant is another bridge, record its phone number in the event’s Log field.

5. If you select Dial In, the Audio/Video Phone Number field appears with a TSM-assigned phone number and is read-only.



Manual Override of Audio/Video Phone Number

The manual override feature allows you to select a specific phone number when required.

Use the ISDN Resource Usage report to safely select the most appropriate phone number. For details about this report, refer to the TSM Bridge Programming user guide.

If you need to replace the auto-selected phone number with a different one, do the following:

1. Select the Manual Override6 checkbox.

2. Click the Audio/Video Phone Number drop-down field and select a number.

3. Click . (If you go back to a previous page/tab in TSM without saving first, you may find

that a different number is selected when you return.)

Figure 91: Audio/video phone numbers

4. If there are no phone numbers available to select, contact OTN Technical Support to determine a solution.

Selected phone numbers are reserved for the duration of the event.

If another scheduler creates an event that overlaps with yours, they will not be able to select the same phone number (it simply won’t appear for them).





Searching for Dial-in Numbers

To search for events by dial-in phone number, use the function.

For example, if you want to use a specific number and need to know when and which other events are using the same number. This is particularly useful if you are trying to schedule a recurring event and want to make certain that the same dial-in number is available for all upcoming dates.

Figure 92: Advanced search for dial-in phone number



Portal Calling: Click-to-Call and Auto-Initiating Events

Portal calling is a TSM and Ncompass feature that refers to the two methods of initiating point-to-point events - either by an Auto Initiated start or using the Click-to-Call feature.

OTN Technical Support enables the portal calling feature for a system during the site certification process, if the system meets all required criteria. A system will not have portal calling enabled if it is used for Telestroke, Emergency videoconferences, uses an Off-Net IP or Off-Net ISDN connection type, or has connection issues.

Auto Initiate is one way of using the portal calling feature. It enables you to schedule an event to start and end automatically. For example, if you schedule an event to start at 8:00 am, all associated systems will automatically connect without a person’s intervention.

The auto initiate mode is available for both non-clinical and clinical events.

For the auto-initiate mode to work, the following is required:

• Events must have a ‘Scheduled’ status. (Events with an ‘Unscheduled’ status will not auto start.)

• All systems involved need to be enabled for Portal Calling.

At the event’s scheduled start time TSM sends a request to the Gatekeeper to connect the systems. At the event’s scheduled end time TSM sends a request to the Gatekeeper to disconnect.

The system will try to connect only once. If the connection is not successful (for example, if one of the systems is not online) it will not try to connect again and human intervention is required. However, the system will still attempt to auto-disconnect at the specified time.

TSM records all auto-initiated event connections and disconnections in the Event log field.



Using Auto-Initiation

To turn on this feature, in the Sites tab select the ‘Yes’ option for the Start Call Auto field ().

Figure 93: Sites tab Start Call Auto field

If the event requires a bridge, the Start Call Auto field does not display. Instead a message appears () indicating that it is a bridge controlled event and therefore will automatically connect.

Figure 94: Bridged event auto start message

If any of the systems involved cannot use auto-initiation, when you save the event request TSM displays an error message.

Figure 95: Auto initiate error message

If you would like to enable a system for portal calling, contact OTN Technical Support. They can investigate and either enable portal calling for the system or explain the reasons why the system cannot have it enabled.

Changing an Event’s Duration

If you need to extend an auto-initiated event, open the event request, go to the Sites tab, and type a new time in the Duration field.

To manually end an auto-initiated event, log in to Ncompass and use the ‘Drop Call’ button. For detailed instructions, refer to the Ncompass Connecting to an Event (Click-to-Call & Auto-Initiation) user guide (available from the Documents page in Ncompass).

http://dropbox.otn.ca/tsm/docs/ncompass-portal-calling.pdf

http://dropbox.otn.ca/tsm/docs/ncompass-portal-calling.pdf


Serial Clinics

The serial clinic is a scheduling format – also known as ‘block booking’ – in which a consultant is available to see a few patients in a series of back-to-back consultations. There is one host system for the consultant and several patients located at various other systems.

For serial clinics with multiple patients at one site, create an Ncompass clinic. (See Ncompass Clinics on page 123.) Using an Ncompass clinic ensures that there is only one connection and disconnection at the site. (Otherwise you will have multiple camera connections/disconnections at the site.)

Serial clinics are composed of two basic elements:

Serial clinic with a unique ID, which reserves the host system and identifies the event type and date, the consultant, and the total duration for the full block of events.

The clinic allows you to perform certain group actions on all the associated clinical events (for example, recurring a clinic with all its clinical events).

Set of associated events, which are validated against the serial clinic parameters and listed together to help you organize and track your serial clinics more easily and accurately.

However, you manage and schedule associated events individually, as each event has its own status, requestor, and patient.

Figure 96: Serial clinic screen (with appointments, edit mode)

Serial Clinics


Serial Clinic Prerequisites

You can create the events that will be associated with a clinic either before or after you create the clinic.

When creating an event that will be associated with a clinic:

• Complete only the first three tabs (see Prerequisite table below).

• Do not select a date for the associated appointment because it will inherit the date from its clinic.

Associated event tab

Prerequisite

Header The event must have the same Consultant and Event Type as the serial clinic.

Sites • One of the event’s virtual systems must be the same as the serial clinic’s host system.

• Include the duration of the associated clinical event.

Approval The event must be approved.

Serial Clinics


Creating a Serial Clinic

1. To create a serial clinic, there are two options:

From the main toolbar, hover the cursor over Request and then select Create>Serial Clinic.

Figure 97: Create serial clinic via TSM toolbar

From the Create New Request/Event panel on

the home page, click .

Figure 98: Create serial clinic via quick-create

A blank Serial Clinic form appears.

Figure 99: Serial Clinic form

2. Before adding clinical events, you need to fill out the serial clinic’s required data fields. TSM uses the data from these fields to validate and populate fields in each associated event.

An asterisk (*) indicates a required field.

Field Description

Event Title If the event has a formal title, type it in the Event Title field.

If no formal title is available, you can type an optional Event Title to provide a general description of the event. To ensure readability use a title that contains less than 100 characters. Keep in mind the entire title may not display when viewed from other pages.

Source* Events created in TSM have a default Source of ‘Fax’.

Events created in Ncompass have a default of ‘Self scheduled’.

To change from the default value, click the drop-down arrow and select the appropriate source.


Serial Clinics


Field Description

Event Type*,

Other Description

The kind of clinical consult being dealt with in this clinic, such as Dermatology

or Cardiology. To identify the type, click beside the Event Type field and select a type from the list.

If you cannot find a description in the list that best fits your event, select ‘Other’ and type a short description in the Other Description field.

All the associated appointments for the clinic must have the same event type.

Consultant* Select the consultant from TSM’s Contact Registry or create a new contact if this is the first time the consultant has participated in an OTN event. (See Searching the Contact Registry on page 167.)

All the clinical requests added to this clinic must have this same consultant.

The Consultant must be identified as an Allied Health Professional, a Physician, or a Specialist in the TSM Contact Registry.

Date of Clinic* Type in the date or use the calendar link to select a date for your clinic. (See Using the Calendar Link on page 28.)

Start Time of Clinic*

Type the time the serial clinic will start using 24-hour format EST. For example, 1400 for a 2:00 pm start time.

Duration of Clinic*

Type how long the full block of events will last in minutes. For example, 120 for a 2 hour clinic.

Host System Name*

Select the host system from TSM’s Sites/Systems Registry. (See Searching the Site/System Search Registry on page 156.)

Force Event on Bridge

Defaults to ‘No’. If you want the clinic to be programmed onto the Bridge, select ‘Yes’.

For example, if the systems participating in a point-to-point event are not enabled for portal calling and thus cannot be auto-initiated. In this case, the event can be forced onto the bridge to have the event started automatically by the bridge. (See Bridge and Gateway Resources on page 74.)

If the serial clinic has its Force Event On Bridge flag set to ‘Yes’, all associated clinical events will be forced to the bridge.

If the serial clinic has its Force Event On Bridge flag set to ‘No’ but one of its associated clinical events has its Force Event On Bridge flag set to ‘Yes’, only the associated clinical event will be forced to the bridge.

Equip/Other Optional. Type notes regarding equipment needed at the host site.

Clinic log Optional. Type any special notes regarding this clinic.


Serial Clinics


3. To complete the serial clinic setup, press at the bottom of the screen.

TSM creates a clinic and assigns an Event ID.

The screen reloads with a new section for associated requests.

Initially it displays just the time period and the amount of time remaining unscheduled. After you add associated clinical events, the events and any periods of unused time are listed with the earliest appointment first, followed by later appoints in chronological order.

Figure 100: Completed serial clinic form with no associated events

Serial Clinics


Associating Events to a Serial Clinic

There are two ways to associate a clinical event with a serial clinic—either using a specific Event ID or having TSM search for eligible events. (When associating an event you don’t specify a date for the associated appointment because it inherits the date from the clinic.)

A serial clinic must be holding time in its host system before you can add events to it.

To associate a clinical event with a serial clinic, the event must:

• Have the same consultant and event type as the clinic.

• Have one of its virtual systems be the same as the clinic’s host system.

• Be approved.

• Not have any Consultant Available Dates assigned.

• Not already be associated with another clinic.

• Not have a Cancelled status.

To add an event to the serial clinic, open the clinic, click the link in the Actions

panel, and then click in the Serial Clinic form.

A search section appears offering two methods for finding an event. (To hide this section, click again.)

Figure 101: Serial clinic search form

Express Association: To add a specific event to the clinic:

i) Type the Event ID in the Clinical event id field, the event start time in the Clinical Start Time field (ensure it falls within the serial clinic’s duration), and the event duration in the Clinical Duration field.

ii) To complete the association, click at the bottom of the

search section.

The serial clinic form reloads listing the event and the remaining unscheduled time.

Serial Clinics


Figure 102: Serial clinic with associated events panel

Search and Associate: To have TSM search for eligible events and display a list from which you select one:

i) Click .

A pop-up screen appears listing all clinical events that are compatible with your clinic.

Figure 103: Associate clinical event step 1 of 2

Serial Clinics


ii) To filter the list further (if there are too many requests listed), use the Search Criteria filters in the top left of the screen. (For example, type in the first few letters of the patient’s first and last name to remove non-matching events).

iii) Find the event you would like to add to the serial clinic and click its button.

The Associate Clinical Event with a Serial Clinic - Step 2 of 2 screen appears.

Figure 104: Associate clinical event step 2 of 2

iv) To complete the association, type a start time in the Start Time field and if necessary change the Duration field (which defaults to the selected event’s duration) and then click .

The serial clinic form reloads listing the request and the remaining unscheduled time. (See above Figure 102: Serial clinic with associated events panel.)

Serial Clinics


Editing a Serial Clinic and its Associated Events

Just like single clinical events, serial clinics can be viewed or edited. However, there are restrictions for both the clinic and its associated events.

Only clinical schedulers can edit serial clinics, other TSM users are restricted to a read-only view and cannot see patient names.

After a serial clinic has events associated with it, TSM applies editing restrictions on both the serial clinic and all the associated events.

1. To view a serial clinic, click the clinic’s ID listing in a search results screen or in one of the panels on TSM’s home page (e.g., My Last 10 Events or Upcoming Events List).

The Serial Clinic summary screen appears.

Figure 105: Serial Clinic summary screen

2. To edit a serial clinic, click the Edit Clinic link in the serial clinic’s Actions panel.

Figure 106: Edit Clinic serial clinic Actions panel


Serial Clinics


The Serial Clinic summary screen appears with a few active fields that you can edit.

Figure 107: Serial clinic summary for editing

3. To edit one of the Serial Clinic’s available fields, type data into the Start Time of Clinic, Duration of Clinic and/or Equip./Other fields. (The only fields you can edit at this stage.)

4. To edit an associated event, move your cursor over the event title and click when the row is highlighted or click the Edit Request link.

When a clinical event is associated with a serial clinic, the following fields are read-only:

• Event Type

• Consultant

• Duration, if it extends the event beyond the end-time of the clinic

• Start time, if it removes any portion of the event from the clinic

• Additional times of consultant availability cannot be added

• Virtual system, if it removes the clinic’s host system from the clinical event

If the associated event is already scheduled, before you can change it you must first unschedule it by clicking the Modify Request link in the Action panel.


Serial Clinics


5. Make the required updates and to apply the changes click at the bottom of the

screen.

6. To return to the serial clinic summary screen, click the Associated Clinic Id number in the banner at the top of the screen.

Figure 108: Serial clinic brand on associated events

Serial Clinics


Conflicts and Overlaps within a Serial Clinic

If there is a conflict between one of the associated clinical events and a non-associated event, TSM reports the problem in two places on the Serial Clinic summary screen: () at the top of the screen and () within the event’s entry in the schedule panel.

Figure 109: Serial clinic associated event conflict with non-associated event

If there is a conflict between two associated events in the same serial clinic, TSM issues an overlap warning in the schedule panel.

Before scheduling the serial clinic, you can easily move its associated events around because TSM allows them to overlap with each other. (For example, in case the sequence of patient consults has to be changed for some reason.)

Figure 110: Serial clinic overlap warning


Serial Clinics


However, if you try to schedule overlapping events, TSM generates a conflict error.

Figure 111: Serial clinic conflict error

You must resolve the conflict before TSM will allow you to schedule the event.

1. To initiate the conflict resolution, click the link of the associated event.

The event opens in an editable state showing the Header tab.

2. To change the time for the event, click the Consultant Site tab and adjust the time.

3. To save your changes, click .

4. To return to the serial clinic, click the event’s Associated Clinic Id number at the top right in the branding banner.

The clinic screen appears with the new clinical event time frames.

Serial Clinics


Disassociating Events from a Serial Clinic

Only use the disassociate action if you need to cancel the entire serial clinic.

If a patient is unable to attend an event within a serial clinic, use the Cancel Request action because this maintains the link to the clinic while freeing up the time. (See Cancelling an Associated Event from a Serial Clinic on page 100.)

When disassociating an event, TSM removes all its scheduling information and applies the status of Pending consultant approval. In this state, an event can be moved to a different clinic or re-scheduled as a standalone clinical event, or cancelled, cloned, and rescheduled as a new event.

1. To remove all clinical events from a clinic, click the Disassociate All link located in the serial clinic’s Actions panel.

Figure 112: Disassociate All serial clinic Actions panel

2. To remove an event while editing via the serial clinic summary list, click the Disassociate link in the event’s entry within the schedule panel.

Figure 113: Disassociate via event link

3. To remove an event while viewing or editing the event itself, click the Disassociate link in the event’s Action panel.

Figure 114: Disassociate via event action

Serial Clinics


Cancelling a Serial Clinic

You can cancel a serial clinic only if it has no associated events. (See Disassociating Events from a Serial Clinic on page 96.)

When you cancel a serial clinic, you must assign a reason for the cancellation. Keeping a record of cancellation reasons is important for reporting purposes.

1. To begin the cancellation (after you have disassociated all events), click the Cancel Clinic link in the serial clinic’s Actions panel.

Figure 115: Cancel Clinic serial clinic Actions panel



TSM cancels the serial clinic and displays a Status Reason screen.

Figure 116: Cancel serial clinic status reason screen




Serial Clinics


Cancelling an Associated Event from a Serial Clinic

You can cancel a clinical event that is associated with a serial clinic. When you cancel an associated event, the following happens:

• The cancelled associated event is assigned a cancelled status but it remains associated with the serial clinic.

• Within a serial clinic, cancelled events appear in a separate area of the screen from the main clinic list.

• Cancelled events no longer reserve time inside the clinic. (Other associated events and the boundaries of the clinic itself can overlap with this event without causing a conflict).

• Cancelled events no longer reserve any systems. (Other events can reserve their systems during the cancelled event.)

1. Open the associated event you want to cancel and click the Cancel link in the Actions panel.

Figure 117: Cancel Request associated event Actions panel




Figure 118: Associated event cancellation screen with reason drop-down list



Serial Clinics




TSM cancels the event () and retains the association with the clinic ().

Figure 119: Cancelled associated event complete

6. To return to the serial clinic, click the event’s Associated Clinic Id number at the top right in the branding banner.

The clinic screen appears with the cancelled clinical event(s) listed in a separate area () from the main associated event list.

Figure 120: Serial clinic with cancelled associated events

Serial Clinics


Printing a Confirmation Summary

To help you communicate information about a serial clinic to its host TMC or consultant, TSM can generate a single summary page that includes all the clinic information, including the details and status of each associated event.

1. To generate the notification, click the View Confirmation link in the serial clinic’s Action panel.

Figure 121: Serial clinic view confirmation action

A formatted summary view of the serial clinic opens in a new window.

Figure 122: Serial clinic confirmation summary

2. To print the summary, click the link at the top left of the window.

Serial Clinics


Cloning a Serial Clinic

Cloning a serial clinic copies its details into a brand-new clinic. Copying clinic details in this manner can save you a great deal of time if the same consultant and host system are involved.

You can clone a clinic in both scheduled and cancelled states. The Received Date field is not copied to the cloned clinic.

If OTN Customer Care - Scheduling Coordination cloned the clinic, the new clinic’s Source is ‘Fax’. If an external TSM user cloned the clinic, the new clinic’s Source is ‘Self scheduled’.

When you clone a serial clinic, TSM clones only the clinic and none of its associated events.

1. Open the serial clinic you want to clone and click the Clone Clinic link in the Actions panel.

Figure 123: Clone Clinic serial clinic Actions panel

A dialog box opens asking you to confirm the clone operation.


TSM creates the new serial clinic and displays the Serial Clinic details screen, which includes a Cloned from field identifying the original serial clinic ID.

Figure 124: Cloned serial clinic


Conflict message

Cloned note

Serial Clinics


The new cloned serial clinic has the same date and time details as the original clinic. Therefore a conflict error message appears immediately.

3. To remove the conflict, edit the Date of Clinic and/or Start Time of Clinic fields.

4. To complete the new serial clinic’s scheduling, click .

TSM reschedules the cloned event and removes the conflict error.

Serial Clinics


Recurring a Serial Clinic

This feature is similar to the clone feature but allows you to make multiple copies of your clinic and schedule them to occur daily, weekly, monthly, or annually. However, you can do this only after you have saved and scheduled the original serial clinic.

The Received Date field is not copied to the recurring clinics.

If OTN Customer Care - Scheduling Coordination recurred the clinic, the new clinics’ Source is ‘Fax’. If an external TSM user recurred the clinic, the new clinics’ Source is ‘Self scheduled’.

When you recur a serial clinic, TSM recurs only the clinic and none of its associated events.

You can create a maximum of 50 recurring events at one time

1. To begin scheduling the recurrence, open the clinic you want to recur and click the Schedule Recurring Clinic link in the serial clinic’s Actions panel.

Figure 125: Schedule Recurring Clinic serial clinic Actions panel

The Recurrence screen loads displaying your scheduling options.

Figure 126: Serial clinic recurrence options

2. Select the desired Frequency option.

3. Type the Starting On and Ending On dates (dd-mm-yyyy format) or select a date using the calendar link. (See Using the Calendar Link on page 28.)


Serial Clinics


4. Click .

A pop-up window appears, containing the details of your recurrence request.

Figure 127: Serial clinic recurrence dates confirmation

5. Check the dates carefully before confirming.

If you’ve made a mistake, to cancel the request and return to the recurrence screen where you can make corrections, click .

If the dates are correct, to create the recurring serial clinics, click .

TSM creates the recurring serial clinics and loads a results list.

Figure 128: Serial clinic recurrence successful

If a recurred serial clinic is created without a conflict, TSM creates the new serial clinic (without any associated events), assigns a Successful status and schedules the time slot.

If a recurred serial clinic has encountered a conflict, TSM creates the new serial clinic and flags it with a conflict error message, assigns a Conflicted status and does not schedule the time slot.

To resolve a conflicted serial clinic, click the associated event ID link, which loads the serial clinic details screen.


Group Clinics

A group clinic is a scheduling format in which a consultant arranges to see a group of patients at the same time. The result is a collection of patient appointments that occur simultaneously with the same health care professional.

Ncompass clinics are more flexible and easier to manage. Using an Ncompass clinic you can make global changes to all associated events without disassociating first and they are accessible to Ncompass users. (See Ncompass Clinics on page 123.)

Group clinics are composed of two basic elements:

Group clinic with a unique ID, which reserves the host system and identifies the event type and date, the consultant, and the duration.

Group of associated events, each of which must match certain group clinic parameters and they are listed together to help you organize and track the clinic. Each event has the same duration as the group clinic. However, you manage and schedule associated events individually, as each event has its own status, requestor, and patient.

Figure 129: Group clinic screen

Group Clinics


Managing Group Clinics

Managing group clinics is essentially the same as described for serial clinics, which you can find in the following pages:

• Cancelling a Serial Clinic on page 99

• Cancelling an Associated Event from a Serial Clinic on page 100

• Printing a Confirmation Summary on page 102.

This section focuses on those functions where there are differences between scheduling serial and group clinics – creating, recurring, cloning a group clinic, and associating an event.

Creating a Group Clinic

1. To create a group clinic, there are two options:

From the main toolbar, hover the cursor over Request and then select Create>Group clinic.

Figure 130: Create group clinic via TSM toolbar



Figure 131: Create group clinic via quick-create

A blank Group clinic form appears.

Figure 132: Group clinic form

Group Clinics


2. Before adding clinical events, you need to fill out the group clinic’s required fields. TSM uses the data from these fields to validate and populate fields in each associated event.

An asterisk (*) indicates a required field.

Field Description



Source* Events created in TSM have a default Source of ‘Fax’. Events created in Ncompass have a default of ‘Self scheduled’. To change from the default value, click the drop-down arrow and select the appropriate source.

Event Type*,

Other Description

The kind of clinical consult being dealt with in this clinic, such as

Dermatology or Cardiology. To identify the type, click beside the Event Type field and select a type from the list.


All the associated appointments for the clinic must have the same event type.

Consultant* Select the consultant from TSM’s Contact Registry or create a new contact if this is the first time the consultant has participated in an OTN event. (See Searching the Contact Registry on page 167.)

All the clinical requests added to this clinic must have this same consultant.


Date of Clinic* Type in the date or use the calendar link to select a date for your clinic. (See Using the Calendar Link on page 28.)


Type the time the group clinic will start using 24-hour format EST.

For example, 1400 for a 2:00 pm start time.

Duration of Clinic* Type how long the full block of events will last in minutes.

For example, 120 for a 2 hour clinic.


Group Clinics


Field Description

Conference Mode*

The default layout for all participating systems is Full Screen Layout.

If the event is point-to-point, leave the default setting.

If the event is multi-point leave the default setting – unless you have received a request for a specific layout.

To select a special layout, click an entry in the field’s drop-down list or

click the layout preview link ( ) and then select one of the layout preview images.

If you want the participants to always see the host in the largest area of their screen, select Lecture Mode.

For more detailed information about voice activated and continuous presence, see Appendix A: Conference Modes (Video Layout) on page 182.

Audio Participants If there will be participants phoning in to the event, select the Yes option for Audio Participants.




If the group clinic has its Force Event On Bridge flag set to ‘Yes’, all associated clinical events will be forced to the bridge.

If the group clinic has its Force Event On Bridge flag set to ‘No’ but one of its associated clinical events has its Force Event On Bridge flag set to ‘Yes’, all associated clinical events will be forced to the bridge.

Bridge Location If the event does not require a bridge, leave this field on its default setting.



Group Clinics


Field Description

Host System Name*

Select the host system from TSM’s Sites/Systems Registry. (See Searching the Site/System Search Registry on page 156.)

Audio/Video Access Number

This fields appears only if the event has audio participants or involves a system with an Off-Net ISDN connection type and dial-in requirements. The Audio/Video Access Number appears with a TSM-assigned phone number and is read-only. (See Booking Dial-in Phone Numbers on page 77.)

Figure 133: Group clinic audio/video access number

If you need to replace the auto-selected phone number with a different one:


ii) Click the Audio/Video Access Number drop-down field and select a number. iii) Click . (If you go back to a previous tab in TSM without first

saving, you might see a different number when you return.)

ISDN Phone Number

This field appears only if a participating system uses an Off-Net ISDN connection type, in which case TSM defaults to Dial Out.

Occasionally, an Off-Net ISDN connection type does not allow a dial-out call due to a firewall or for security reasons. In this case, select the Dial In option.

Equip./Other Type notes regarding equipment needed at the host site.

Clinic log Type any special notes regarding this clinic.



Group Clinics


3. To complete the group clinic setup, press at the bottom of the screen.

TSM creates a group clinic and assigns an Event ID.

The screen reloads with a new section for associated requests. Initially it displays just the start time and time that remains unscheduled.

Figure 134: Completed group clinic form with no associated events

Group Clinics


Associating Events to a Group Clinic

There are two ways to associate a clinical event with a group clinic—either using a specific Event ID or having TSM search for eligible events. In both cases, when associating an event you don’t specify a date or a start time because all group appointments happen simultaneously; therefore they inherit the date, start time, and duration from the group clinic.

A group clinic must be holding time in its host system before you can add events to it.

To associate a clinical event with a group clinic, the event must:


• Have one of its virtual systems be the same as the clinic’s host system.

• Be approved.

• Not have any Consultant Available Dates entered.


• Not have a Cancelled status.

To add an event to the group clinic, open the clinic, click the link in the Actions

panel, and then in the Group Clinic form, click .

A search section appears offering two methods for finding an event. (After it appears, to hide this section again, click .)

Figure 135: Group clinic search form


i) Type the Event ID in the Clinical event id field.


search section.

The group clinic form reloads listing the event.


Group Clinics


Figure 136: Group clinic with associated events panel


i) Click .

A pop-up screen appears listing all requests that are compatible with your clinic.

Figure 137: Associate clinical event


iii) Find the event you would like to add to the group clinic and click its button.

The group clinic form reloads listing the request. (See above Figure 136: Group clinic with associated events panel.)

After you add associated clinical events, the events are listed, sorted by Event ID (in ascending order).

TSM assigns the group clinic’s date, start time, and duration to all its associated events.

Group Clinics


Editing a Group Clinic and its Associated Events

Just like single clinical events, group clinics can be viewed or edited. However, there are restrictions for both the clinic and its associated events.

Only clinical schedulers can edit group clinics, other TSM users are restricted to a read-only view and cannot see patient names.

After a group clinic has events associated with it, TSM applies editing restrictions to both the host clinic and all its associated events.

1. To view a group clinic, click the clinic’s ID listing in a search results screen or in one of the panels on TSM’s home page (e.g., My Last 10 Events or Upcoming Events List).

The Group Clinic summary screen appears.

Figure 138: Group Clinic summary screen

Group Clinics


2. To edit a group clinic, click the Edit Clinic link in the clinic’s Actions panel.

Figure 139: Edit Clinic group clinic Actions panel

The Group Clinic summary screen appears in an editable state.

Figure 140: Group clinic (with associated events) summary for editing

3. The only editable field at the clinic level, is the Equip./Other field. Type any required updates and to apply the change click at the bottom of the screen.

4. To edit an associated event, move your cursor over the Event ID and click when the title row is highlighted or click the event’s link.

When an event is associated with a group clinic, the following fields are read-only:

• Event Type

• Consultant

• Duration, if it extends the event beyond the end-time of the clinic

• Start time, if it removes any portion of the event from the clinic

• Additional times of consultant availability cannot be added

• Virtual system, if it removes the clinic’s host system from the clinical event

If the associated event is already scheduled, before you can change it you must first unschedule it by clicking the Modify Request link in the Actions panel.


Group Clinics


5. Make the required updates and to apply the change(s) click at the bottom of the

screen.

6. To return to the group clinic’s summary screen, click the Associated Clinic Id number in the banner at the top of the screen.

Figure 141: Group clinic brand on associated events

Group Clinics


Cloning a Group Clinic

When cloning a group clinic you can choose to clone the group clinic only or the clinic and its associated appointments.

The differences between cloning and recurrence are:

• You can only generate one copy of the original group clinic at a time.

• Cloned clinical events do not have to be scheduled to be included.

• The resulting clones are left in a state of Pending Site Availability.

The Received Date field is not copied to the cloned clinic.

If OTN Customer Care - Scheduling Coordination cloned the clinic, the new clinic’s Source is ‘Fax’. If an external TSM user cloned the event, the new clinic’s Source is ‘Self scheduled’.

1. Open the group clinic you want to clone and click the Clone Clinic link in the Actions panel.

Figure 142: Clone Clinic group clinic Actions panel



The Clone options screen appears.

Figure 143: Group clinic clone options

3. The default setting for Include clinical events is No. If you want to include associated events, select the Yes option.

A list of associated events appears with an unselected checkbox beside each one.


Group Clinics


Figure 144: Group clinic clone options with listed events

4. Type the Date of Clinic date (dd-mm-yyyy format) or select a date using the calendar link. (See Using the Calendar Link on page 28.)

5. Type the Start Time of Clinic (24 hour format EST, hhmm).

6. To identify events you want cloned with the group clinic, select their associated checkboxes. (Note: Cloned associated events do not keep their attachments. You will need to manage attachments for each new cloned event.)

7. To complete the cloning, click .

A Group Clinic details screen appears with any selected associated events and includes a Cloned from field identifying the original group clinic ID.

The Bridging Log field’s contents are not copied to the cloned clinic.

Audio/Video Access Number will be automatically selected when you clone a clinic, even if that original clinic had a manual override number. The new clinic may or may not contain the same number as the original clinic

If you clone without any associated events, TSM creates a clone of the group clinic with the same date and time as the original. Edit the date and time information as required and save your new clinic.

If you select a date and time for your clone that conflicts with another event, TSM clones the group clinic but not the associated events and displays a conflict error message on the new group clinic details screen.

Group Clinics


Recurring a Group Clinic

This feature is similar to the clone feature but allows you to make multiple copies of your clinic and schedule them to occur daily, weekly, monthly, or annually. However, you can do this only after you have saved and scheduled the original group.

When recurring a group clinic you can schedule both the clinic and one or more of its associated events to recur.

The Received Date field is not copied to the recurring clinics.

If OTN Customer Care - Scheduling Coordination creates the recurring series of clinics, the new clinics’ Source is ‘Fax’. If an external TSM user creates the series, the new clinics’ Source is ‘Self scheduled’.

Associated events must have a ‘scheduled’ status before they can be recurred. For example, if an associated event is in conflict TSM will not offer it for the recurrence.

You can create a maximum of 50 recurring events at one time

1. To begin scheduling the recurrence, open the clinic you want to recur and click the Schedule Recurring Clinic link in the group clinic’s Actions panel.

Figure 145: Schedule Recurring Clinic group clinic Actions panel

The Recurrence options screen appears.

Figure 146: Group clinic recurrence options


Group Clinics


2. If you want to include associated events with your recurrence, click the Yes option beside Include clinical events?

A list of associated events appears and those that are scheduled have a checkbox beside them.

Note: Recurred associated events do not keep their attachments. You will need to manage attachments for each new recurred event.

Figure 147: Group clinic recurrence options with listed events

3. Select the desired Frequency option.

4. Type the Starting On and Ending On dates (dd-mm-yyyy format) or select a date using the calendar link. (See Using the Calendar Link on page 28.)

5. To select events you want recurred with the group clinic, click their associated checkboxes.

6. Click .

A pop-up window appears, containing the details of your recurrence request.

Figure 148: Group clinic Recurrence Dates Confirmation


Group Clinics


7. Check the dates carefully before confirming.

If you’ve made a mistake, to cancel the request and return to the recurrence screen where you can make corrections, click .

If the dates are correct, to create the recurring group clinics, click .

TSM creates the group clinics and loads a results list.

Figure 149: Group clinic recurrence successful

If a recurred group clinic has a conflict, TSM creates the new group clinic but assigns a Conflicted status and does not create any associated events.

If a recurred group clinic is created without a conflict, TSM creates the new group clinic with all its associated events and assigns a Successful status.

To resolve a conflicted group clinic, click the associated event ID link, which loads the group clinic details screen.

After resolving the group clinic’s conflict, you can then clone and associate the events individually.


Ncompass Clinics

An Ncompass clinic lets you schedule a clinical videoconference that includes multiple patient appointments.

For example, if a doctor is seeing three patients in a row at site A, you can schedule all of the patients into one Ncompass clinic. If the doctor was then seeing another three patients at site B, you would schedule them into a second Ncompass clinic.

Ncompass clinics support both serial and group formats, as well as point-to-point and multi-point calls. They are an efficient way to schedule and manage a number of different clinical events, such as:

• Group clinics. (Use Ncompass clinics instead of standard TSM group clinics.)

• Serial patient appointments that involve just one patient site. (Each additional site requires an additional Ncompass clinic8.)

• Patient appointments where individual patient information is not provided or important.

• A case conference between two or more doctors.

Ncompass clinics are very flexible and more easily managed than standard TSM group clinics and have the following advantages:

• You can make global changes to all associated events (for example, dates, times, systems).

• You do not have to disassociate events before making changes to the clinic.

• The clinic is accessible via the Ncompass application, which means that participants who are Ncompass users will have the event on their calendars and can easily view event details.

8 In a multi-point Ncompass clinic all of the associated clinics are connected for the full duration of the clinic.

Ncompass Clinics


Ncompass clinics are composed of two basic elements:

Ncompass clinic with a unique ID, which reserves the host and patient systems and identifies the event type and date, the consultant, the duration, and the number of patients at each participating site.

The clinic has a status (tentative or scheduled) which TSM uses for reporting and to reserve bridge resources. TSM uses other clinic information to populate some fields in the associated patient appointments.

Set of associated patient appointments, listed together to help you organize and track which patients are to be seen and in what order. These are optional.

For many fields, you can apply global changes to all associated events using the Ncompass clinic.

Figure 150: Ncompass clinic screen

Ncompass Clinics


Creating an Ncompass Clinic

1. To create an Ncompass clinic, there are two options:

From the main toolbar, hover the cursor over Request and then select Create>Ncompass Clinic.

Figure 151: Create Ncompass clinic via TSM toolbar



Figure 152: Create Ncompass clinic via quick-create

A blank Ncompass Clinic form appears.

Figure 153: Ncompass form

2. While the clinic is required, the patient appointments are optional — depending on the event’s scheduling requirements. Fill out the Ncompass clinic’s mandatory data fields.

To save a clinic with a ‘tentative’ status, fields flagged with an asterisk are mandatory. To schedule a clinic, additional fields are mandatory: Requestor, Event Type, Purpose, and at least one Patient System.

Ncompass Clinics


Ncompass Clinic Fields

Fields listed in order of appearance. An asterisk (*) indicates a required field.

Field Description

Clinic Details

Requestor* The requestor is the person that participants should contact if they have any concerns or questions about the clinic. Usually, this should be your name as the scheduler of the clinic.

To select the requestor from TSM’s Contact Registry, click beside the field. (See Searching the Contact Registry on page 167.)

Source* Events created in TSM have a default Source of ‘Fax’. Events created in Ncompass have a default of ‘Self scheduled’. To change from the default value, click the drop-down arrow and select the appropriate source.

Consultant* The consultant is the medical professional that the patient(s) will see during the videoconference.

In the case of indirect clinical activity, the consultant is the individual providing guidance to others regarding the patient’s care.

To select the consultant from TSM’s Contact Registry, click below the field. (See Searching the Contact Registry on page 167.) If this is the first time the consultant has participated in an OTN event, create a new contact.

All appointments added to a clinic must have the same consultant.


Age Group* To identify the average age group of patients in the clinic, select the appropriate option.

If there are multiple age groups participating in the event, select the age group that best represents most participating patients.

If the age group of the patient(s) is unknown, select Unknown.

Note: An Age Group set in the clinic will only be applied to an associated event when there is no patient date of birth identified.




Ncompass Clinics


Field Description

Event Type*,

Other Description

Event type is used for reporting purposes.

To identify the kind of clinical consult being dealt with in this clinic, such as

Dermatology or Cardiology, click beside the Event Type field and select a type from the list.


All the clinical events added to this clinic must belong to the same event type.

Do not include patient health information (PHI) in the Other Description field.

Clinic Type* Defaults to Serial clinic, where patients attend in back-to-back appointments.

If all patients will attend the event at the same time, select Group.

You can change this up until you have patients associated with the clinic. After patients are associated with a clinic, the clinic type is read-only.

Priority* To identify the state of importance or urgency of the clinic, select the appropriate Priority Code. To schedule the clinic, you must select a value.

If the patient(s) requires immediate assessment and treatment (as soon as a consultant is available) or has a life-threatening condition, select Urgent/Emergent.

If the clinic is/was planned and scheduled and is/was not emergent or urgent, select Elective.

Purpose* Select a purpose that applies to most patients in the clinic. (Associated clinical events can have different purposes.)

• One to One Consult indicates that the patient attends one site and the consultant attends another.

• Multidisciplinary without patient indicates case conferencing or other indirect clinical activity.

Date of Clinic*

Type in the date or use the calendar link to select a date for your clinic. (See Using the Calendar Link on page 28.)


Type the time the Ncompass clinic will start in 24-hour format EST.

For example, 1400 for a 2:00 p.m. start time.

Duration of Clinic*

Type how long the full event will last in minutes.

For example, 120 for a 2-hour clinic.


Ncompass Clinics


Field Description

Video Dial-in Number

This fields appears only if the event has audio participants or involves a system with an Off-Net ISDN connection type and dial-in requirements. The Video Dial-in Number appears with a TSM-assigned phone number and is read-only. (See Booking Dial-in Phone Numbers on page 77.)

Figure 154: Ncompass video dial-in

If you need to replace the auto-selected phone number with a different one:


ii) Click the Video Dial-in Number drop-down field and select a number. iii) Click . (If you go back to a previous page/tab in TSM without

saving first, you may find that a different number is selected when you return.)

Host system

Host System*

The site and system where the consultant is located.

In the case of indirect clinical activity, it is the site and system where the individual providing guidance to others regarding the patient’s care is located.

To select the host system from TSM’s Sites/Systems, click below the field. (See Searching the Site/System Search Registry on page 156.)

If a site or system does not exist, contact OTN Technical Support. They will investigate and if necessary initiate a request to create the registry entry.

Host system Contact Name, Email, Tel Number

Contact information for the person responsible for the system at the host site.

TSM does not use this information. The Ncompass system uses this contact information when sending out participant notifications10.

To select the contact from TSM’s Contact Registry, click below the field. (See Searching the Contact Registry on page 167.)

If you select from the registry, TSM fills in the name, email, and phone.

If you don’t use the registry, type the contact information using free text.



10 Ncompass sends notifications to the Requestor, Host System contacts, and Patient System contacts.

Ncompass Clinics


Field Description

ISDN Phone Number

This field appears only if a participating system has ISDN requirements, in which case TSM defaults to Dial Out. (See Booking Dial-in Phone Numbers on page 77.)

Occasionally an Off-Net ISDN connection does not allow a dial-out call due to a firewall or for security reasons. In this case, select the Dial-In option.

Patient Systems

Patient System(s)

The site and system where the patient is located.

To add another patient system, click . TSM will create a new Patient System entry for you to populate.

To select a patient system from TSM’s Sites/Systems, click below the field. (See Searching the Site/System Search Registry on page 156.)

If you add more than one patient system, the clinic becomes ‘multi-point’.

If a site or system does not exist, contact OTN Technical Support. They will investigate and if necessary initiate a request to create the registry entry.

Patient systems Contact Name, Email, Tel Number

The contact information for the person responsible at a patient site.

TSM does not use this information. The Ncompass system uses this contact information when sending out participant notifications.10

To select the contact from TSM’s Contact Registry, click below the field. (See Searching the Contact Registry on page 167.)

If you select from the registry, TSM fills in the name, email, and phone number.

If you don’t use the registry, type the contact information using free text.

Patients Type in the number of patients expected to attend (or be discussed) at each patient site.

TSM relies solely on this field for reporting the number of patients involved in a clinic.

TSM also uses this field to determine the number of patient appointments that you can add to the clinic.

A patient system might have zero patients. For example, it could be a nurse who attends at the site.

This number must be greater than or equal to the total number of associated appointments.


Ncompass Clinics


Field Description

Call Details

Conference Mode*

The default for all participating systems is Full Screen Layout.

If the event is point-to-point, leave the default setting.

If the event is multi-point leave the default setting – unless you have received a request for a specific layout.

To select a special layout click an entry in the field’s drop-down list or click the layout preview link ( ) and then select one of the layout preview images.

If you want the participants to always see the host in the largest area of their screen, select Lecture Mode.

For more detailed information about voice activated and continuous presence, see Appendix A: Conference Modes (Video Layout) on page 182.




If the Ncompass clinic has its Force Event On Bridge flag set to ‘Yes’, all associated clinical events will be forced to the bridge.

If the Ncompass clinic has its Force Event On Bridge flag set to ‘No’ but one of its associated clinical events has its Force Event On Bridge flag set to ‘Yes’, all associated clinical events will be forced to the bridge.

Bridge Location


Start Call Auto

Defaults to No.

If the event is a point-to-point event and requires an automatic start, select the Yes option beside Start Call Auto.

For additional information, see Portal Calling: Click-to-Call and Auto-Initiating Events on page 83 and Using Auto-Initiation on page 84.

Initiating System

Defaults to Consultant initiating system.


Ncompass Clinics


Field Description

Other

Clinic log If you have special details or extra notes about the event, type them here.

Do not include any patient or other sensitive information in your log entry as this field is not encrypted and is viewable to all event participants and the OTN Scheduling Service.

TSM also records the date, time, and author of any changes here.

3. To complete the Ncompass clinic setup:

If there will be associated patient appointments, press at the bottom-left of

the screen.

If there are no associated patient appointments, click at the bottom right

of the screen

TSM checks that all mandatory fields are complete and if there are errors, the screen reloads with error messages. Correct the errors.

If there are no errors, TSM does the following:

• Creates an Ncompass clinic and assigns an event ID.

• Reserves all available systems.

• Identifies any system conflicts.

• Makes data available to the Ncompass application.

The screen reloads with a new section for associated patient appointments. Initially the patient appointment section displays just the time period with its unscheduled time.

4. If you saved the clinic because you will add patients, TSM assigns a status of ‘Tentative’. For instructions on adding appointments, see Associating Clinical Appointments to an Ncompass Clinic on page 132.

After you add patients, TSM chronologically lists the appointments and any periods of unused time.

5. If you scheduled the clinic with no associated appointments, TSM does the following:

• Assigns a status of ‘Scheduled’ to the clinic.

• Reserves bridge resources.

• Makes data available for reporting.

• Makes updated data available to the Ncompass application.

6. If you want to add attachments, you must do so at the ‘clinic’ level (associated appointments involved in an Ncompass clinic cannot have attachments). See Attaching Files on page 55.

Ncompass Clinics


Associating Clinical Appointments to an Ncompass Clinic

There are two ways to associate a clinical event with an Ncompass clinic—either using a specific Event ID or having TSM search for eligible events. (When associating an event you don’t specify a date for the associated appointment because it inherits the date from the clinic.)

An Ncompass clinic must be holding time in its host system before you can add events.

To associate a clinical event with an Ncompass clinic, the event must:


• Have one of its virtual systems be the same as the clinic host system.

• Have all the same systems specified as those in the clinic.

• Not have any Consultant Available Dates entered.


• Not have any attachments.

• Not have a ‘cancelled’ status.

After adding clinical appointments to a clinic, you must then schedule the clinic to reserve all required systems and resources.

1. To add a clinical event, open the clinic, click the link in the Actions panel, and

then click in the Ncompass Clinic form.

A search section appears offering two methods for finding clinical appointments. (To hide this section, click again.)

Figure 155: Ncompass clinic search form


i) Type the Event ID in the Clinical event id field, the event start time in the Clinical Start Time field (ensure it falls within the serial clinic’s duration), and the event duration in the Clinical Duration field.


search section.

Ncompass Clinics


The Ncompass clinic form reloads listing the event and the remaining unscheduled time.

Figure 156: Ncompass clinic with associated events panel


i) Click .

A pop-up screen appears listing all requests that are compatible with your clinic.

Figure 157: Associate clinical event


iii) Find the event you would like to add to the Ncompass clinic and click its

button.

Ncompass Clinics


If you are creating an Ncompass group clinic, the Ncompass group clinic screen reloads listing the request. You don’t specify a date or a start time for the associated event(s) because they all happen simultaneously and they pick up the date, start time, and duration from the clinic.

If you are creating an Ncompass serial clinic the Associate Clinical Event with a Serial Clinic - Step 2 of 2 screen appears.

Figure 158: Associate Ncompass serial clinical event step 2 of 2

iv) To complete the association for the serial clinic, type a start time in the Start Time field and if necessary change the Duration field (which defaults to the selected event’s duration) and then click .

The Ncompass clinic screen reloads listing the request and the remaining unscheduled time. (See Figure 156: Ncompass clinic with associated events panel on page 133.)

TSM assigns the associated event a status of ‘Pending – Patient availability’.

2. After contacting the patient to confirm their availability, select the Patient Confirmation checkbox.

Figure 159: Ncompass associated events patient confirmation

TSM auto-completes the Consultant Site, Site Verification, and Patient Verification tabs and assigns a status of ‘Scheduled’ to each confirmed event.

The Ncompass clinic remains with a status of ‘Tentative’ until you schedule the clinic.


Ncompass Clinics


3. To schedule the clinic, click at the bottom right of the screen.


• Reserves bridge resources.

• Assigns a status of ‘Scheduled’ to the clinic.

• Makes data available for reporting.

• Makes updated data available to the Ncompass application.

Ncompass Clinics


Editing an Ncompass Clinic and its Associated Events

Just like single clinical events, Ncompass clinics can be viewed or edited. A big advantage of Ncompass clinics is that for many fields you can make the change to the clinic and then TSM applies it globally to all associated events.

To view an Ncompass clinic, click the clinic’s ID listing in a search results screen or in one of the panels on TSM’s home page (e.g., My Last 10 Events or Upcoming Events List).

The Ncompass Clinic summary screen appears.

Figure 160: Ncompass Clinic summary screen

Ncompass Clinics


Changing the Number of Patients

You can update the number of patients assigned to an Ncompass clinic without having to un-schedule and edit the clinic.

Remember that TSM relies solely on this field for reporting the number of patients involved in an Ncompass clinic. (That is, it does not add up all the associated appointments to determine the total patients.)

1. To change the number of patients expected to attend (or be discussed during) the clinic, type the new number in the Patients field.

The number of patients must be greater than or equal to the total number of associated appointments.

2. To complete the update, click .

Figure 161: Change number of patients

Ncompass Clinics


Changing Clinic Details and Associated Appointments

If you are changing a scheduled clinic, remember to reschedule it after making your changes.

1. To edit the clinic, depending on the clinic’s status click the appropriate action link.

If the clinic is not yet scheduled, click the Edit Clinic link in the Actions panel.

Figure 162: Edit Ncompass clinic action

If the clinic has a ‘Scheduled’ status, click the Modify Clinic link in the Actions panel.

Figure 163: Modify Ncompass clinic action

If the clinic was previously ‘scheduled’ TSM changes the status to ‘tentative’.

TSM does not change the status of the associated events.

To manually unschedule associated events, clear the Patient Confirmation checkbox for each event and then click .

The Ncompass Clinic summary screen appears in an editable state.

Figure 164: Edit Ncompass serial clinic

Figure 165: Edit Ncompass group clinic

Ncompass Clinics


2. To make a change to the clinic and its associated patient appointments, for all fields within the clinic you use this screen to type or select the change and then click .

TSM applies the clinic field data globally to all associated events.

However, you can change the following information at the patient appointment level:

• Patient information (e.g., name, language, gender, phone, etc.)

• Purpose, if different than the host clinic

• Priority Code, if different than the host clinic

• Age Group

First save the clinic and then modify and save the patient appointment.

Every time you save a clinic, it overwrites all associated appointments with the clinic data. If an appointment has a different purpose, priority, or event type, you will need to change it every time the host clinic is saved.

Ncompass Clinic Field Edits with Special Requirements

The following fields have special editing requirements (in order of appearance). Fields not listed have no special requirements and are treated the same as when creating an Ncompass clinic.

Field Description

Event Title To globally change the Event Title of the clinic and all its associated events, type a new meaningful title and click .

To change the Event Title of an individual associated event, open the event by clicking its Event ID. Make the change and click within the

associated event.

Age Group The Age Group set in the clinic is applied to associated events when there is no specified patient date of birth.

By default, an associated event’s Age Group is based on the patient’s date of birth.

If there is no date of birth, to change the Age Group, click the appropriate option.

Clinic Type To edit the Clinic Type (e.g., change from serial to group format), you must first disassociate all associated events.

Continued next page…

Ncompass Clinics


Field Description

Priority To globally change the Priority Code of the clinic and all its associated events, select the appropriate Priority Code option in the Clinic Details panel.

To change the Priority Code of an individual associated event, open the event by clicking its Event ID, select the appropriate Elective or Urgent/Emergent option in the Header tab and then click .

Purpose To globally change the Purpose of the clinic and all its associated events,

click the Purpose drop-down list and select a new entry and click .

To change the Purpose of an individual associated event, open the event

by clicking its Event ID. Make the change and click within the associated event.

Start Time of Clinic

If serial format, in addition to changing the host clinic start time, you must also change each individual event start time using the time text boxes in the list of associated events.

If group format, when you change the host clinic’s start time and click , TSM updates the start times for all its associated events.

Duration of Clinic

If serial format, you don’t need to change the appointments unless the clinic was shortened and they no longer fit inside the clinic. If the clinic duration was lengthened, you don’t need to make any changes.

If group format, when you change the host clinic’s duration and click , TSM updates the duration for all its associated events.

Host System or Patient Systems

If you change a system, you must manually change the associated fields Contact Name, Email, and Tel Number.

To remove a system, select the checkbox at the far right of the system line item and then click .

If the clinic was previously scheduled, remember to reschedule the clinic after making your changes.

Ncompass Clinics


Notifying Participants in an Ncompass Clinic

For instructions to create an event summary that you can print and fax, see Printing a Confirmation Summary on page 102.

Do not use the TSM Action Panel’s Notify Participants button because the email created by TSM contains an internal link to the TSM event. Only TSM users can access these links and event participants are not TSM users. Therefore, the link will not work for participants.

Use the Ncompass application to send participants an email that contains an active link to the clinic. You must first log in to Ncompass, then navigate to the desired clinic, and use its Notify Participants button.

For instructions, see the Ncompass User Guide and the Ncompass Self-Scheduling and Registration User Guide available in the Documents section of Ncompass.

Figure 166: Ncompass application event details

Ncompass Clinics


Disassociating Appointments from an Ncompass Clinic

If an individual patient is unable to attend an Ncompass clinic, use the Cancel Request action because this frees up the time but maintains the link to the clinic. (See Cancelling a Patient Appointment from an Ncompass Clinic on page 143.)

When disassociating an appointment, TSM removes all its scheduling information and applies the status of Pending consultant approval. In this state the appointment can be moved to a different clinic or re-scheduled as a standalone clinical event, or cancelled, cloned, and rescheduled as a new event.

1. To remove all appointments from a clinic, click the Disassociate All link located in the clinic’s Actions panel.

Figure 167: Disassociate All via clinic Actions panel

2. To remove an individual appointment, open the appointment and click the Disassociate link in the Action panel.

Figure 168: Disassociate via appointment Action panel

3. If you’ve removed an appointment without replacing it, to accurately reflect a reduced number of patients in the clinic, type a new number in the clinic’s Patients field.

Figure 169: Ncompass clinic number of patients

Ncompass Clinics


Cancelling a Patient Appointment from an Ncompass Clinic

If a patient will not be able to attend a clinic, you can cancel that appointment from within the Ncompass clinic.

Cancelling an appointment is the best option because this way the patient remains linked to the clinic and a reason for the cancellation is recorded.

If you cancel a patient appointment, remember to change the number of Patients on the Ncompass clinic.

For detailed instructions about cancelling an appointment from a clinic, refer to Cancelling an Associated Event from a Serial Clinic on page 100.

Ncompass Clinics


Cancelling an Ncompass Clinic

If an Ncompass clinic will either not occur as planned or if it did not occur for some reason, you must cancel it in TSM and record the reason for its cancellation. This is important to free up resources and to ensure accurate records for reporting purposes.

When you cancel an Ncompass clinic, TSM also cancels all associated events.

The cancelled appointments remain linked to the clinic, but do not inherit the cancellation reason from the clinic. (TSM assigns each associated event a status of ‘cancelled’ without a specific reason.)

1. To initiate the cancellation process, open the clinic you want to cancel and click the Cancel Clinic link in the Actions panel.

Figure 170: Cancel Clinic Ncompass clinic Actions panel




Figure 171: Ncompass Status Reason screen




Continued on next page...

Ncompass Clinics


The Cancellation Status screen reloads with the Status reason updated to reflect your chosen cancellation reason.

Figure 172: Ncompass cancellation completed

When you view the Ncompass clinic summary, it displays cancelled patient appointments listed together in a separate section.

Figure 173: Ncompass summary with cancelled appointments

Ncompass Clinics


‘Un-cancelling’ a Cancelled Ncompass Clinic

If you need to reschedule a cancelled Ncompass clinic, you can undo the cancellation.

The undo cancel action only undoes the clinic cancellation.

You must manually undo the cancellation of each associated event. All of the cancelled associated events are still listed on the clinic page; therefore, this is a simple process.

1. Open the Ncompass clinic you want to un-cancel and click the Undo Cancel link in the Actions panel.

Figure 174: Undo Cancel Ncompass clinic Actions panel

A dialog box opens asking you to confirm the rescheduling of the event.



• Changes the event’s status from ‘Cancelled’ to ‘Tentative’.

• Displays the complete clinic summary screen.

• Reserves all available systems.

• Identifies any system conflicts.

• Makes data available to the Ncompass application.

The summary screen reloads with the new status and lists any cancelled associated events.

3. To open an associated event for un-cancelling, click the event ID.

Figure 175: Ncompass Associated Cancelled Events

The event’s Clinical Request Maintenance screen displays.


Ncompass Clinics


4. To undo the cancellation, click the Undo Cancel link in the request’s Actions panel and then click OK in the confirmation dialog box.

The Clinical Request Maintenance screen reloads with a status of ‘Requested’.

5. To return to the Ncompass clinic summary, click the Associated Clinic ID link in the branding bar at the top of the screen.

The Ncompass clinic summary screen displays with the uncancelled event listed in the associated events schedule details section.

• If the previously cancelled event was not scheduled, its Patient Confirmation checkbox is not checked and its status is ‘Pending Patient Availability’.

• If the previously cancelled event was scheduled, its Patient Confirmation checkbox is checked and its status is ‘Requested’.

6. To set the newly uncancelled event’s status to ‘Scheduled’, click at the bottom of the

screen.

Ncompass Clinics


Cloning an Ncompass Clinic

Cloning an Ncompass clinic copies its details into a brand-new clinic. Copying clinic details in this manner can save you a great deal of time if the same consultant and host system are involved.

You can clone an unscheduled (tentative), scheduled, or cancelled clinic.

You can choose to clone only the clinic or both the clinic and some or all of its associated patient appointments. For example, if the same clinic occurs weekly but with different patients, you can copy just the clinic and then add different patients each week. (See Cloning the Clinic Only on page 151.)

The following are not copied to the cloned clinic:

• Received Date

• Bridging Log

• Attachments

• Audio Phone Number (If it was selected using manual override.)

• Each system’s Dialing Alias reverts to its default value

If OTN Customer Care - Scheduling Coordination cloned the event, the new event’s Source is ‘Fax’. If an external TSM user cloned the event, the new event’s Source is ‘Self scheduled’. Other fields within this and the other tabs contain data from the original event.

Cloning a Clinic and its Associated Appointments

1. Open the clinic you want to clone and click the Clone Clinic link in the Actions panel.

Figure 176: Clone Clinic Ncompass clinic Actions panel



The Clone options screen appears.

Figure 177: Ncompass clinic clone options


Ncompass Clinics


3. The default setting for Include clinical events is No. If you want to include associated appointments, select the Yes option.

A list of associated appointments appears with an unselected checkbox beside each one.

Figure 178: Ncompass clinic clone options with listed events

4. Type a new date in the Date of Clinic field (dd-mm-yyyy format) or select a date using the calendar link. (See Using the Calendar Link on page 28.)

5. For the Start Time of Clinic, type the same start time as the original clinic (24 hour format EST, hhmm).

If you want a new start time, you can set the new time only after you have cloned the clinic and its patients. (After you have cloned the clinic to its new date with the original start time, you can then edit the clinic to set a new Start Time of Clinic.)

If using the new date with the original start time creates a conflict (e.g., on the new date another event has reserved a system at that time),

i) Select a Date of Clinic that has no event running (e.g., a Saturday). ii) Use the same Start Time of Clinic as the original clinic. iii) After completing the clone, edit the new clinic to set a new date and time.

6. To identify events you want cloned with the clinic, select their associated checkboxes.

7. Click .

A read-only field ‘Cloned from’ appears in the Other section, which identifies the original Ncompass clinic ID.


Ncompass Clinics


If there is no conflict, TSM completes the cloning and an Ncompass Clinic details screen appears with a new Clinic ID and its cloned associated events.

If there is a conflict, an error message appears at the top of the screen.

Figure 179: Ncompass clinic clone conflict message

8. To continue with the clone of the conflicted clinic, click .

TSM clones the Ncompass clinic but not the associated events and:

Displays a warning message at the top of the new Ncompass clinic details screen.

Identifies the Event ID(s) of the conflicting events with a link to their event details.

Figure 180: Cloned Ncompass clinic identifying conflicted events

9. To view the details of a conflicting event, click the conflict message.

A new window opens with the Event Details for that event.

10. To resolve the conflict, follow the suggestions in Conflict Errors and Resolving Conflicts on page 23.

Ncompass Clinics


Cloning the Clinic Only

1. Open the clinic you want to clone and click the Clone Clinic link in the Actions panel.

Figure 181: Clone Ncompass clinic Actions panel


2. Leave the default setting for Include clinical events as No. To confirm, click .

3. Type the Date of Clinic date (dd-mm-yyyy format) or select a date using the calendar link. (See Using the Calendar Link on page 28.)

4. Type the Start Time of Clinic (24 hour format, hhmm).

5. Click .

The Bridging Log field’s contents are not copied to the cloned clinic.

Audio/video phone numbers will be automatically selected when you clone a clinic, even if that original clinic indicated that the audio/video phone number was to be manually selected. The new clinic may or may not contain the same number as the original clinic.

Attachments are not copied to the cloned clinic.

Other fields contain data from the original clinic.

If there is no conflict, TSM completes the cloning and an Ncompass Clinic screen appears with a new Clinic ID and details copied from the original clinic.

If there is a conflict, an error message appears at the top of the screen. See step #8 above for instructions.

Ncompass Clinics


Recurring an Ncompass Clinic

You cannot create a recurring series of Ncompass clinics using TSM.

You can create a recurring series only using Ncompass. For detailed instructions, see the Ncompass Clinical Self-Scheduling (Recurring Clinics chapter)11.

The best way to search for and list recurring clinics in a series is to use Ncompass, which offers a ‘quick search’ using the Series ID.

The ‘recur’ feature is similar to the clone feature but creates multiple copies of a clinic and schedules them to occur daily, weekly or monthly.

Within TSM, you can search for an individual clinic that belongs to a series. Recurring clinics that are part of a series appear in TSM event lists.

Viewing a Clinic that’s part of a Recurring Series

When you view a clinic that is part of a recurring series, a recurring series information section appears at the top of the Clinic Details. It includes the series’ frequency and Series ID.

To view a list of all clinics in the series, click the Series ID. (The list of recurring clinics will appear within Ncompass.)

Figure 182: Clinic details with recurring series information

11 To access Ncompass user guides, from the Ncompass home page click the Documents link in the Resources section of the left navigation panel.

Recurring series information

http://dropbox.otn.ca/tsm/docs/ncompass-clinical.pdf

Ncompass Clinics


Editing a Clinic that’s part of a Recurring Series

You cannot edit a recurring series of Ncompass clinics using TSM. You can edit the series only using Ncompass. For detailed instructions, see the Ncompass Clinical Self-Scheduling (Recurring Clinics chapter)12.

You can edit an individual clinic within the series with the following conditions:

• You can edit the clinic’s Patient Number without affecting its status in the series. (That is, the clinic can receive future updates made to the series.) See Changing the Number of Patients on page 137.

• Except for Patient Number, when you edit a single clinic within a series, that clinic will not receive future updates to the series. The clinic will still appear in the series but is flagged as exempt from future ‘series’ updates. See Changing Clinic Details and Associated Appointments on page 138.

When you edit a clinic that is part of a recurring series, a recurring series information section appears at the top of the Edit Clinic Details page. It includes the series’ frequency and Series ID.

The Series ID is an active link, which you can click to view a list of all clinics within the series. (Note: The list opens within Ncompass.)

Figure 183: Edit clinic details with recurring series information

12 To access Ncompass user guides, from the Ncompass home page click the Documents link in the Resources section of the left navigation panel.


http://dropbox.otn.ca/tsm/docs/ncompass-clinical.pdf

Ncompass Clinics


Cancelling a Clinic that’s part of a Recurring Series

You can cancel an individual clinic within the series with the following conditions:

• The clinic will not receive future updates to that series. The clinic will still appear in the series but is flagged as exempt from future ‘series’ updates.

• You can ‘un-cancel’ a cancelled clinic, but it will remain flagged as exempt from future ‘series’ updates.

When you view a clinic that is part of a recurring series, a recurring series information section appears at the top of the View Clinic Details page. It includes the series’ frequency and Series ID.

The Series ID is an active link, which you can click to view a list of all clinics within the series. (Note: The list opens within Ncompass.)

Figure 184: Edit clinic details with recurring series information

Except for the rules stated above, the steps to cancel a clinic in a series are similar to the standard cancellation process.

See Cancelling an Ncompass Clinic on page 144.



Using TSM Registries

Site/System Registry

The Site/System Registry contains information about the sites that can participate in an event and the video systems associated with that site.

Example sites include: academic health science centres, community hospitals, medical and nursing schools, professional organizations, Community Care Access Centres, LHIN offices, and long-term care homes.

Each site has a unique civic address belonging to an OTN member organization, is assigned a unique OTN ID (also known as OTN Site ID) and has its own connection type.

One site can have many systems.

Each system has a unique System Name that contains the OTN ID of its parent site and follows a naming standard:

System Naming Standard

Example of System Name

Community 3 letter

abbreviation for city/town of

system’s location

System number 2-3 digit number assigned to each

system, starting at 001, incremented by one

TOR_LHC_012345_ABCH_001

Toronto

Leaside Health Sciences Centre

OTN ID (also known

as OTN Site ID)

ABC Hospital

First system

CCC_MMMM_nnnn_SSSS_xxx

Member 2-4 letter

abbreviation or acronym of actual

member name

OTN ID 4-6 digit unique

site identifier

Site name 2-4 letter

abbreviation or acronym of actual

site name



Searching the Site/System Search Registry

The Site Registry contains information about both sites and the systems at those sites.

To search for a site or system, there are two ways to start.

From the main toolbar, hover the cursor over Registry and then select Site>Search.

Figure 185: Search site via TSM toolbar

From beside an active Actual System or Virtual System field, click the Search button.

Figure 186: Search site via field button

A Search Site/System window appears.

Figure 187: Search Site/System window

There are several search criteria available that you can use alone or in combination. Combining several search criteria can further narrow your search results.



Site/System Registry Search Fields

(Listed in alphabetical order, by field name.)

Field used in search Tips

Address If you know the street name or postal code, type the full or partial information in the relevant field.

Administrative Use Defaults to ‘Either’.

To confine your search to systems that are:

• Available for administrative events, select ‘Yes’.

• Not available for administrative events, select ‘No’.

Bridge Required Defaults to ‘Either’.

To confine your search to systems that:

• Always require a Bridge, select ‘Yes’.

• Do not require a Bridge, select ‘No’.

City If you want to find all the systems that reside in a specific city, type the full or partial name in the City field.

For example, to include North Bay in the search, type ‘Nor’ in the City field.

If you want to find a site that is close to a specific city, type the full city name and also select a range using the Within field. (See Using Site Finder on page 161.)

Clinical Use Defaults to ‘Either’.


• Available for clinical events, select ‘Yes’.

• Not available for clinical events, select ‘No’.

Connection Speed To search for only systems that connect at a specific speed, select the desired speed from the drop-down list.

Connection Type Connection types are assigned at the system level. One site can have multiple systems and each system has its own connection type. For example, system A uses an On-Net IP VPN-s, while system B uses an Off-Net ISDN connection type.





Dialing Alias To search for a system’s H.323 ID, E.164/ISDN number, or IP address, type the full or partial number in this field.

Type only the numbers, do not include hyphens, dashes, or dots. For example, type 4165551224 (do not type 416-555-1234).

Educational Use Defaults to ‘Either’.


• Available for educational events, select ‘Yes’.

• Not available for educational events, select ‘No’.

Name TSM searches for a match within either the site name or system name.

The OTN ID is part of the system name, therefore you can search using the OTN ID in this field. (See Site/System Registry on page 155.)

Or type the full or partial text name of the site or system. For example, to include only sites and systems with the word ‘hospital’ in their name, type ‘hospital’ in the Name field.

Notes contain To search for specific words or phrases in a site/system Notes field, type the word or phrase in this field.

OTN ID (also known as Site ID)

If you know the system is part of OTN, search using the site’s OTN ID number (e.g., 0014 or 001234).

Consult your OTN Contact List for OTN ID numbers.

Portal Calling Activated

Defaults to ‘Either’. To confine your search to systems that are:

• Enabled for portal calling, select ‘Yes’.

• Not enabled for portal calling, select ‘No’.

Postal Code If you know the postal code, type the full or partial information.

If you want to find a site that is close to a specific postal code, also select a range using the Within field. (See Using Site Finder on page 161.)

Region If you know the region, select it from the Region drop-down list.

Site Class The field defaults to ‘All’.

To search for only members or only non-members, select the appropriate entry in the drop-down list.





Special Handling Defaults to ‘Either’.

To confine your search to systems that:

• Must be manually programmed on the bridge, select ‘Yes’

• Have no special bridge handling requirements, select ‘No’.

Special Handling Notes contain

To search for specific words or phrases in a system’s Special Handling Notes field, type the word or phrase in this field.

This field operates independently of the Special Handling field. Any text in this field is displayed on the Bridge Console Report, whether the Special Handling field is set to ‘Yes’ or ‘No’.

System Status If you know that a system is in a specific phase of coming onboard, search using the System Status field.

Active System is ‘live’ and can be scheduled into events.

Not Certified System in development; specifically it is in CRM and synchronized to TSM.

Being Tested System in development; specifically it is set to begin the certification process.

Certified System in development; specifically it has passed OTN Technical Support certification.

Failed Certification System in development; specifically it did not pass OTN Technical Support certification.

Inactive Temporary status; system was Active at some point but for various reasons it is temporarily unavailable.

Not In Use Permanent status; system previously might have had any status but it will not be used again (e.g., duplicate, mistake).

Decommissioned Permanent status; system was previously Active, but is no longer used and has gone through a formal decommissioning process (e.g., system move from one site to another, no longer a member).

System Type Allows you to search for specific system types. For example, to find:

• A Personal Computer user, select ‘PC Video Endpoint’.

• A room-based (legacy) system, select ‘Hardware Video Endpoint’.

• A system used for archiving a webcast event, select either the ‘Archived Only’ or ‘Live and Archived’ webcast recorder.



1. After selecting your search criteria, to begin the search click .

A search results list of sites and their associated systems replaces the search form.

Figure 188: Site/system search results list (via a field search)

2. If you searched for the site or system while filling in a field, to automatically fill the field with a specific system, click the system entry in the list ().

(Note: Search results from a Registry search do not have site/system names as active links.)

3. To view details about a site or system, click the View link ( )beside a listed item.

A new window appears showing complete site or system details.

4. To edit a site or system, click the Edit link ( ) beside a listed item.

A new window appears fields you can edit for the site or system.

5. To view notes related to a site or system, click the Show Notes link ( ) beside a listed

item. When viewing notes, to hide the displayed notes, click the Hide Notes link ( ).

Notes about the system appear immediately below the system entry in the search results.

Figure 189: System notes displayed in search results

6. To view a map showing all the found sites/systems, click . (See Using Site Finder

on page 161.)



Using Site Finder

TSM’s Site Finder function allows you to find a site that is within range of a postal code or city. (For example, you want to identify a site that will minimize a patient’s travel to an appointment).

1. To access the Site Finder function, open a Search Site/System window (either via the Registry Search menu or via a System Search button beside a field)

2. To set the search parameters, type a full or partial Postal Code (or a complete City) and select the Within distance (for example, within 25 km). The default range is within 5 km.

Figure 190: Site Finder field parameters

3. To initiate the search, click .

A Search Results page appears listing all sites and their associated systems that are within the designated range. The results are sorted in ascending distance – the closest site is listed first, followed by sites that are increasingly distant.

Figure 191: Search Site/System results list

4. To view a map of the area with sites highlighted, click .

A map of the area appears above the Search Results list and highlights all sites that are within the designated range.

• Green pins ( ) indicate found sites within the range – each pin identified with its

number from its order in the Search Results list.

• If you specified a full postal code, a red pin ( ) indicates the designated postal code.




Figure 192: Site Finder mapped sites within specified range

5. To view the name of a particular mapped site, move your cursor over the pin that marks the site (Figure 193).

Figure 193: Site pin name pop-up

6. To view a popup with the address of a mapped site, click the pin (Figure 194).

7. To open a new window with complete site details, click the Site Name in the map pop-up (Figure 195).

Figure 194: Site pin address pop-up

Figure 195: Site popup and full details in new window

8. To hide the map and view only the Search Results list, click .

9. To select a system for a field, go to the Search Results list and click the System Name.



Editing a Site

OTN schedulers can only edit site entries. (They cannot create a site entry.)

If a site does not exist, contact OTN Technical Support. They will investigate and if necessary initiate a request to create a site.

Only designated OTN staff can create new sites and systems in TSM. For members, the New Site team creates the registry entries. For non-members, OTN Technical Support creates site entries after completing the site’s certification.

1. To edit a site, click the Edit ( ) link beside the entry in a Search Results list.

Figure 196: Site search results list

An Edit Site screen appears.

Figure 197: Edit site screen

2. Review the screen and update or change the fields as necessary.

3. When you have completed the changes, click .

TSM checks that all mandatory fields are complete and updates the site in the Site Registry.

If there are errors, the Edit Site window reloads with error messages. Correct the errors and re-save.

TSM schedulers can edit only the Address, Notes, Directions, and Contact fields.

Only OTN Technical Support can update Name, OTN ID and Site Class.



Editing a System

OTN schedulers can only edit system entries. (They cannot create a system entry.)

If a system does not exist, contact OTN Technical Support. They will investigate and if necessary initiate a request to create a system. It might take 1-2 weeks before a new system is available for use, because there is a strict certification process to complete.

1. To edit a system, click the Edit ( ) link beside the entry in a Search Results list.

Figure 198: System search results list

An Edit System screen appears.

Figure 199: Edit system screen


TSM schedulers can edit only the address, room, fax, phone, and contact fields.



2. Review the screen and update or change the fields as necessary.

Do not edit the following fields.

Only OTN Technical Support can update these fields.

• Bridge Required

• Connection Speed

• Connection Type

• Date Testing was Completed

• Dialing Aliases* fields

• Portal Calling Activated*

• Site*

• Special Handling

• Special Handling Notes

• System Available For*

• System Name*

• System Protocol*

• System Status*

• System Type*

• Tested By

• Vidyo Email Address

3. When you have completed the changes, click .

TSM checks that all mandatory fields are complete and updates the system.

If there are errors, the Edit System window reloads with error messages. Correct the errors and re-save.



Event Type Registry

The Event Type Registry contains a predefined list of categories, sub-categories, and types.

You cannot create a new event type, but within an event you can specify ‘other’ and supply an associated description.

Searching the Event Type Registry

To search for an event type, there are two ways to start.

From the main toolbar From an Event Type field

Hover the cursor over Registry and then select Event Type.

Figure 200: Search Event Type via TSM toolbar

An Event Type list replaces the TSM main content page. The list is read-only.

Figure 201: Search contact via TSM toolbar

The page lists two categories—clinical and non-clinical. Both categories have the same list of available types.

• To view sub-entries, click the plus sign (+) beside the category name.

• To hide sub entry lists, click the minus sign (-) beside the category name.

From beside an active Event Type field, click .

Figure 202: Search Event Type via field button

A pop-up window – Event Type – appears. The list is clickable for selecting the field’s content.


The page lists the available event types.

To select an entry, click a list item.



Contact Registry

The Contact Registry contains information about the people who participate in events. When you select a Contact, a Consultant, or a Requestor, TSM accesses its Contact Registry.

A contact record includes the individual details associated with a person including their address, phone numbers, other contact information (e.g., email, fax), and an assigned contact type.

Example contact types include: Allied Health Professional, Chair, Local IS Support, OTN Support, Physician, Speaker, Specialist, and Telemedicine Coordinator. (Note: A contact can be assigned more than one type.)

To maximize the chance of finding a match, search only for a name.

Searching the Contact Registry

1. To search for a contact, there are two ways to start.

From the main toolbar, hover the cursor over Registry and then select Contact>Search.


From beside an active Requestor, Speaker/Chair, or Consultant field, click the Search button.

Figure 205: Search contact via field button

A Search Contact screen appears.

Figure 206: Requestor/Speaker search form

Figure 207: Consultant search form

2. To search the Contact Registry, there are several search criteria available, which can be used alone or in combination.



Use fewer search criteria instead of more. The more fields you add to a search, the less likely you are to find what you are looking for because TSM matches all search criteria before it will give you any results.

If you use more than one search criteria, keep it simple. For example, you can search for all physicians with a last name starting with ‘Sm’ that live in Belleville (instead of searching for all names in Belleville). With this search you can catch both ‘Smith’ and ‘Smythe’.

Contact Registry Search Fields

(in order of appearance)

Search criteria Instructions

Name If you know the name of the contact, enter the first few letters of their first name or middle name, and last name in the appropriate fields.

Last name is usually a better search criteria because first names often contain short forms or other name variations. (For example, a name might use Liz, Betty, or Beth instead of Elizabeth.)

If you use both names, to avoid spelling errors do not type the whole name. (For example, if the patient’s name is Kyoko Tanaka, type ‘Ky’ and ‘Ta’ in the first and last name fields.)

Contact Type To search for a requestor who is a specific ‘type’, select the appropriate checkbox(es).

You can select multiple contact types for one search. However, TSM treats the multiple criteria as an ‘OR’ search and returns contacts that have any of the types selected (i.e. not just the contacts that have all the types selected).

Note: In searches, use this field with caution because this field is not populated with 100% accuracy for all contacts. For example, consultants are also listed as allied health professionals and TMCs are usually listed as speakers/chairs but not always as TMCs.

Event Type To search for someone who has previously serviced a specific event

type, click beside the field and select the desired type.

Contact Status The default is ‘Active’ status selected.

To search for only contacts that have a specific status, select the appropriate checkbox(es).

You can select multiple contact types for one search.





IAM ID Identity and Access Management Identifier. This field is not available for searches, but does appear in the View or Edit Contact Details. This is unique number that identifies each OTN contact and is used for synchronizing information in TSM and OTN’s Customer Relationship Manager (CRM).

OHIP- TM Registered

To search only for contacts for which OTN has received OHIP information, click the ‘Yes’ option.

If you want to search only through contacts that have never sent OHIP information to OTN, click on the ‘No’ option.

Note: This field does not indicate whether or not the contact is covered by OHIP.

Region To search for a requestor who lives within a specific region, click your region choice in the drop-down list.

City, Phone, or Fax

If you know only the city, phone number, or fax number of the requestor, type the information in the applicable field.

Email To search for an email address, type the full address in this field.

Language To search for all languages, leave the field on its default setting (-).

To search for one specific language, select the appropriate entry in the drop-down list.

Notes If you know there are specific words in a contact’s note field, type them in this field.

1. After selecting your search criteria, click at the bottom of the screen.

A list of matching names appears below the Search Contact section.

Figure 208: Contact search results list

TSM lists a maximum of 100 contacts on screen.

If your search results contain more than 100 contacts, to view the all the contacts found, click the link at the top of the search results list and TSM will create

an Excel file that contains all contacts found.



2. If a contact entry includes a note, to view the full note, hover the cursor over the Note field ().

A small pop-up displays the note’s complete contents.

3. If you searched for the contact while filling in a field, to automatically fill the field with a specific contact, click the contact entry in the list ().

4. To view or edit a contact, click the View ( ) or the Edit ( ) link beside a listed item.

5. To create an Excel file of the search results contact list, click the link.

OTN makes every reasonable effort to ensure accurate TSM contact information. This depends on our members supplying us with up-to-date names, phone numbers, and addresses.

When working with clinical events, to reduce the potential for privacy breaches, before you send a fax contact the recipients to:

• Confirm the accuracy of their fax number.

• Advise them that you are about to send a fax containing personal information.



Creating a Contact

1. To create a contact, there are two ways to start.

From the main toolbar, hover the cursor over Registry and then select Contact>Create.

Figure 209: Create contact via TSM toolbar

From the Search Contact window, click Create New Contact.

Figure 210: Create contact via search window

A Create Contact screen appears.

Figure 211: Create contact screen

2. Enter as much information as you can about the person and then click .

When creating a physician in the Contact Registry, use contact info listed on the College of Physicians and Surgeons’ website. This is a reliable and public database.

http://www.cpso.on.ca/



The Notes field is viewable by all TSM and Ncompass users when they search for contacts.

TSM checks that all mandatory fields are complete and adds the contact to the Contact Registry.

• If there are errors, the Create Contact window reloads with error messages. Correct the errors and re-save.

• If there are no errors, a View Contact summary appears.

Figure 212: View contact summary

3. Confirm that the information is correct.

4. To change something about the contact, click .

5. If you created the contact while filling in a field, to automatically fill the field with the new contact, click .

6. If you created the contact via the TSM toolbar, use the toolbar to navigate back to the home page (or another screen of your choice).



Patient Registry

The Patient Registry contains information about the patients who participate in events.

Each patient record includes the individual details associated with a patient including their OHIP number, gender, address, and contact information.

The Patient Registry is available only to clinical schedulers.

Searching the Patient Registry

1. To search for a patient, there are two ways to start.

From the main toolbar, hover the cursor over Registry and then select Patient>Search.

Figure 213: Search patient via TSM toolbar

From beside an active Patient field, click the Search button.

Figure 214: Search patient via field button

A Search Patient window appears.

Figure 215: Search patient window

2. To search for a patient there are several search criteria available, which can be used alone or in combination. Combining several search criteria can further narrow your search results.




Patient Registry Fields

(in order of appearance)


Name If you know the name of the patient, enter the first few letters of their first and /or last name(s).

To avoid typing errors, do not type the whole name (e.g., if the patient’s name is John Doe, type Jo and Do in the data fields).

Also try your search using only the last name of a patient, in case they were previously entered in the registry with a different legal or shortened name (e.g., Liz, Betty or Elizabeth).

Status If this is a patient’s first OTN appointment, set the Status to ‘New’ from the drop-down list. To list returning patients select ‘Returning’.

Gender If you know the patient’s gender, select male or female from the drop-down list.

Year of Birth You can search either by a specific year of birth or a range of years.

To enter the exact year of the patient’s birth, type the year in the left date field and leave the right date field empty.

To search for a patient born within a range of years (e.g., sometime between 1991 and 1993), type the first year of the range in the left date field and the last year in the right date field.

Region If you are looking a patient that lives within a specific region, click your choice from the drop-down list.

City, Phone, or Postal Code

If you know the city, phone number, or postal code number of the person, type one or all of these in the appropriate field(s).

3. After selecting your search criteria, click .

A list of matching names appears below the Search Patient section.




Figure 216: Patient search results list

TSM lists a maximum of 100 patients on screen.

If your search results screen lists 100 patients, narrow your search results and try again.

4. If you searched for the patient while filling in a field, to automatically fill the field with a specific patient, click the patient entry in the list ().

5. To view or edit a patient, click the View ( ) or Edit ( ) link beside the listed item.



Creating a Patient

1. To create a patient, there are two ways to start.

From the main toolbar, hover the cursor over Registry and then select Patient>Create.

Figure 217: Create patient via TSM toolbar

From the Search Patient window, click the Create New Patient button.

Figure 218: Create patient via search window

A Create Patient screen appears.

Figure 219: Create patient screen




2. Enter as much information as you can about the person and then click .

Ensure that you type the correct OHIP number, it is not validated.

TSM checks that all mandatory fields are complete and adds the patient to the Patient Registry.

If there are errors, the Create Patient window reloads with error messages. Correct the errors and re-save.

If there are no errors, a View Patient summary appears.

Figure 220: View patient summary


4. To change something about the patient, click .

5. If you created the patient while filling in a field, to automatically fill the field with the new patient, click .

6. If you created the patient via the TSM toolbar, use the toolbar to navigate back to the home page (or another screen of your choice).



Location Registry

The Location Registry contains records of specific geographic locations (usually a city or town) within a region.

Each location has:

• An identified closest site.

• The time difference between the location and the OTN Toronto head office.

Searching the Location Registry

1. To search for a location, there are two ways to start.

From the main toolbar, hover the cursor over Registry and then select Location>Search.

Figure 221: Search location via TSM toolbar

From beside an active City field, click the Search button.

Figure 222: Search location via field button

A Search Location window appears.

Figure 223: Search location window

2. To search for a location there are three search criteria available, which can be used alone or

in combination. Combining more than one search criteria can help narrow the results. Continued on next page…



Location Registry Search Fields

Search criteria Description

Region If you know that the location belongs to a specific region, select an entry from the drop-down list.

City To search for a specific city location, type in a partial or full name.

Closest Site If you know the name of a specific site, type its partial or full name.

For example, to find all sites with Hamilton in the site name type HAM

3. After selecting your search criteria, click .

A list of matching locations appears below the Search Location section.

Figure 224: Location search results list

4. If you searched for the location while filling in a field, to automatically fill the field with a specific location, click the location entry in the list ().

5. To view or edit a location, click the View ( ) or Edit ( ) link beside the listed item.



Creating a Location

1. To create a location, there are two ways to start.

From the main toolbar, hover the cursor over Registry and then select Location>Create.

Figure 225: Create location via TSM toolbar

From the Search Location window, click the Create New Location button.

Figure 226: Create location via search window

A Create Location window appears.

Figure 227: Create location window

2. Enter as much information as you can about the location and then click .

TSM checks that all mandatory fields are complete and adds the location to the Location Registry.

• If there are errors, the Create Location window reloads with error messages. Correct the errors and re-save.

• If there are no errors, a View Location summary appears. Continued on next page…



Figure 228: View location summary


4. To change something about the location, click .

5. If you created the location while filling in a field, to automatically fill the field with the new location, click .

6. If you created the location via the TSM toolbar, use the toolbar to navigate back to the home page (or another screen of your choice).


Appendix A: Conference Modes (Video Layout)

Conference mode identifies the video layout that the host and participants will see during the event, which defaults to Full Screen Layout.

All point-to-point events use the full screen layout.

You can change the selected layout up until five minutes before the event start time. (However, OTN recommends you make changes at least 15 minutes prior to the event as a best practice). You cannot change the layout while an event is in progress.

The layout you select applies to all participant sites. (That is, you cannot choose different layouts for different sites.)

Lecture Mode has the following features:

• Participants always see the host (even if another person speaks, participants can hear that person but the video does not switch).

• The host sees the participants.

• If the host disconnects prior to the event’s scheduled end time, participants will see each other until the host rejoins the event.

Full Screen Layout

Full screen layout is recommended for when you select Lecture Mode or when a PowerPoint presentation will be broadcast.

• The host and participants see the person that last spoke.

• If the participant is the active speaker, their screen shows the previous speaker.

Split Screen Layouts (Side by Side, 1+7, 1+21)

• All participants see the same selected layout.

• The active speaker appears in the largest panel. (Initially the host, but when another person un-mutes their microphone and speaks, they appear.)

• If a participant is the active speaker, the previous speaker appears in their largest panel.

If there are more sites than there are panels available, then the ‘quietest’ sites are not shown.

Appendix A: Conference Modes (Video Layout)


Sample Screen Layouts

Full Screen

Full-screen main video plus an indicator showing the number of additional participants

Recommended for a two-site conference or when:

• Lecture mode is selected.

• A PowerPoint presentation is being broadcast.

Side by side (or 2 + 21)

The top row contains both the main speaker and most recent speaker, side by side.

Recommended for a three-person conference, as each person always sees the other two participants in the larger panels.

A maximum of 21 participants can appear as thumbnails at the bottom of the screen. If there are additional participants, an indicator appears showing the number of additional participants.

1 + 7

One large video panel plus a single row of thumbnails.


1 + 21

One large video panel plus up to three rows of thumbnails.


Index


Index

A

actions panel, 18 actual system, 44 advanced search, 30 age group

assoc. clinical event, 139 clinical event, 40 Ncompass clinic, 126

alias, dialing, 158 approval tab, 46 associated event

cancel Ncompass clinic, 143 serial clinic, 100

group clinic, 113 Ncompass clinic, 132 serial clinic, 90

asterisk, 14 attachment

download/open, 59 attachments, 55–59 audio event

booking, 77 gateway, 74

audio participants, 43, 110 audio/video access number, 111 audio/video phone number, 50, 78, 81 auto-initiate, 83

B

billable, 41 blocked time. See marked time bridge, 74

location, 43, 110, 130 log. See bridging log reports, 26 third-party, 79

bridging log, 69, 71 buttons, TSM, 17

C

calendar icon/link, 28 Ncompass (system schedule), 26

cancel associated event

Ncompass clinic, 143 serial clinic, 100

Ncompass clinic, 144 recurred clinic in series, 154 scheduled event, scheduled, 60 serial clinic, 99

CEN (Completed clinical Event Number), 33 clear all notifications, 67 clinic

group, 107 Ncompass, 123 serial, 85

clinic log, 88, 111, 131 clinic type, 127, 139 clinical event

cancel scheduled, 60 clone, 69 create, 35 edit/modify, 62 recur scheduled, 71 search, advanced, 32 undo cancel, 61

clone event, 69 group clinic, 118 Ncompass clinic, 148 serial clinic, 103

common info equip./other, 44 conference mode, 40, 110, 130, 182 confirmation

tab, 53 view action, 63

conflicts, 23 group clinic, 119, 122 Ncompass clinic, 150 serial clinic, 96

consultant, 38, 88, 109, 126 consultant tab, 47

Index


contact registry create, 171 fields, 168 search, 167

continuous presence, 182 copy. See clone create site. See edit, site creating request, 35

D

date of clinic, 88, 109, 127 date selection, 28 dial-in, 77, 79

clone, 69, 71, 148 gateway, 74 search, 82

dialing alias, 158 disassociate

group event. See disassociate, serial clinic Ncompass clinic, 142 serial clinic, 98

download attachment, 59 DTMF/PIN, 44 duration

change, 84 duration of clinic, 88, 109, 127, 140 dynamic dialing alias, 44

E

edit group clinic, 115 Ncompass clinic, 136 recurred clinic in series, 153 request/event, 62 serial clinic, 93 site, 163 system, 164

elective, priority code, 39, 127, 140 email notification, 66 emergent/urgent, priority code, 39, 127, 140 end event early, 84 ending on, 72 equip./other, 44, 88, 111 error message, 22

conflicts, 23 marked time, 24

event cancel scheduled, 60

clone, 69 create, 35 edit/modify, 62 extend duration, 84 recur, scheduled, 71 search, advanced, 30 status icon, 20 type registry, 166 undo cancel

clinical event, 61 Ncompass clinic, 146

event title, 87, 109, 126 event type, 38, 127, 139 Excel file, search results, 31 extend event duration, 84

F

faxing confirmation page, 63 view fax & email, 66

find. See search first date/time, 47 force event on bridge

clinical event, 43 group clinic, 110 Ncompass clinic, 130 serial clinic, 88

forms, 11 approval, 46 confirmation, 53 consultant, 47 header, 36 patient verification, 51 site verification, 49 sites, 42

French patient letter, 64 frequency, 72 full screen, 182

G

gatekeeper, 83 gateway, 74 google maps, 161 group clinic, 107

associate or add event, 113 cancel. See serial clinic, cancel clone, 118 create, 108

Index


disassociate. See serial clinic, disassociate edit, 115 notification. See serial clinic, notification recur, 120 search, 34

H

header tab, 36 history, notification, 68 home page, 26 host system, 88, 111, 128, 140, See actual

system

I

icons actions panel, 18 error & warning, 21 event status, 20 TSM, 17

initial or follow-up, 39 initiating system, 43, 130 ISDN event

dial-in phone number, 50, 69, 71, 148 ISDN event, dial-in phone, 77, 79 ISDN phone number, 111, 129

K

keyboard shortcuts, 16

L

layout, video screen, 182 lecture mode, 40, 182 location registry

create, 180 fields, 179 search, 178

log, 45, 48, 50, 52, 64 login, 25

M

mandatory fields, 14 manual override, 50, 78, 81, 111, 128 maps, google, 161 marked time, 24 mode, conference, 182 modify

group clinic, 115 Ncompass clinic, 136 request/event, 62 serial clinic, 93

multipoint event, 74

N

Ncompass calendar, 26

Ncompass clinic, 123 associate or add appointment, 132 cancel

associated event, 143 clinic, 144

clone, 148 clone group. See group clinic, clone clone serial. See serial clinic, clone create, 125 disassociate, 142 edit, 136 notify participants, 141 recur, 152 recur group. See group clinic, recur recur serial. See serial clinic, recur undo cancel, 146

new request, 35 non-OTN system, 79 notification

event, 63 fax & email, 66 history, 66 Ncompass clinic, 141 serial clinic, 102

number of callers, 110 number of systems, 39

O

other coordinator, 52

P

participant system, 140 participant systems. See virtual systems password, 25 patient available, 51 patient letter, 64 patient registry

create, 176

Index


fields, 174 search, 173

patient system, 129 patient verification tab, 51 patients, 129

Ncompass clinic, 137 phone number, dial in, 72 phone number, dial-in, 50, 69, 71, 77, 79, 148 PIN, DTMF, 44 pin, site finder, 161 portal calling, 83 prefix (off-net system), 44 printing

confirmation page, 63 fax & email, 66

priority clinical header tab, 39 ncompass

appointment, 140 clinic, 127

privacy, 10, 66 purpose, 39, 127, 140

Q

quick create, 27 search, 29

R

recur dial-in number, 72 group clinic, 120 Ncompass clinic, 152 scheduled event, 71 serial clinic, 105

registry contact, 167 event type, 166 location, 178 patient, 173 site, 155 system. See site/system registry

remove event. See disassociate event reporting, 26 request

cancel scheduled, 60 clone, 69 create, 35

edit/modify, 62 recur, scheduled, 71 search

advanced, 30 quick, 29

undo cancel clinical event, 61 Ncompass clinic, 146

requested date, 39 requestor, 37, 126 resolve conflict, 23

S

schedule on, 51 search

advanced, 30 clinic, 34 clinical event, 32 contact registry, 167 dial-in, 82 Excel file, 31 group clinic, 34 location registry, 178 patient registry, 173 quick, 29 serial clinic, 34 site finder, 161 site/system registry, 156

security, 10 patient privacy, 66

serial clinic, 85 associate or add event, 90 cancel, 99 clone, 103 conflicts, 96 create, 87 disassociate, 98 edit, 93 notification, 102 prerequisites, 86 recur, 105 search, 34

set-up time, 42 shortcuts, keyboard, 16 sign, 25 site registry

edit, 163 search, 156

Index


site finder, 161 site verification tab, 49 site/system registry

create. See edit, site fields, 157

sites tab, 42 source, 37, 126 special event types, 74 split screen, 182 start call auto, 43, 83, 130 start time, 39, 47 start time of clinic, 88, 109, 127, 140 starting on, 72 status icon, event, 20 supporting materials, 55 system

registry. See site/system registry schedule (Ncompass calendar), 26

T

tabs, 11 approval, 46 confirmation, 53 consultant, 47 header, 36 patient verification, 51 site verification, 49 sites, 42

telephone number, dial in, 72, 77 telephone number, dial-in, 50, 69, 71, 79, 148

third-party bridge, 79 toolbar, 26 type, event, registry, 166

U

undo cancel, 19 clinical event, 61 Ncompass clinic, 146

upcoming events, 27 urgent/emergent, priority code, 39, 127, 140 user name, 25

V

verification patient, 51 site, 49

video dial-in number, 128 virtual systems, 44 voice activated, 182

W

warning message, 22 auto-initiate, 84 bridge resources, 76 conflicts, 23 marked time, 24 portal calling, 84

who will contact, 52

Ontario Telemedicine Network 105 Moatfield Drive, Suite 1100

Toronto, ON M3B 0A2

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