N C MPASS. Clinical Self-Scheduling. Version 6.8

Transcription

1 N C MPASS Clinical Self-Scheduling Version 6.8

2 Ontario Telemedicine Network (OTN) All rights reserved. Last update: May 24, 2018 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 Quality Assurance 438 University Avenue, Suite 200 Toronto, ON M5A 0L6 Phone. (416) Fax: (416) Web site: ii

3 Table of Contents Using This Guide... 6 Document Updates... 7 About Clinics and Clinical Events... 8 Patient Privacy... 8 What is Clinical Self-scheduling?... 9 Point-to-Point (P2P) Clinical Event vs. Ncompass Clinic What is the difference?... 9 Roles and Responsibilities Scheduling P2P Clinical Events Creating a P2P Clinical Event Participants Event Details Systems Who Will Contact the Patient? Event Log Saving Your P2P Clinical Event Approving Your Participation in a P2P Clinical Event Resolving Conflicts Marked Time Notifying Participants Receiving an Ncompass Notification Confirming Patient Contact Notifying the Patient Modifying a P2P Clinical Event Editing and Revising Events Changing Systems and System Contacts Adding to the Event Log Changing Who Will Contact the Patient Editing Patient, Consultant, or Other Fields Revising Event Approvals Copying a P2P Clinical Event Printing an Event Cancelling an Event Un-cancelling a Cancelled Event Ncompass Clinical Scheduling v6.8 III

4 Table of Contents Scheduling Ncompass Clinics What is an Ncompass Clinic? Some Quick Examples Communicating with Participating Sites Creating an Ncompass Clinic Participants Clinic Details Consultant and Patient Systems Event Log Creating a Multi-Point Clinic Saving and Scheduling the Clinic Managing Clinics with No Associated Appointments Modifying a Clinic using the View Clinic Details Screen Modifying a Clinic using the Edit Clinic Page Copying a Clinic Cancelling, Un-cancelling, Printing, and Notifying Participants Associating Clinical Events (Patient Appointments) Creating an Associated Clinical Event Managing Clinics with Patient Appointments Viewing a Clinic and its Patient Appointments Confirming Patients in a Clinic Modifying a Clinic with Associated Appointments Copying a Clinic and its Associated Appointments Cancelling a Clinic with Associated Appointments Uncancelling a Cancelled Clinic and its Associated Appointments Notifying Participants and Printing Associated Appointments Modifying Patient-Specific Information Cancelling Individual Associated Appointments Uncancelling Cancelled Appointments Create a P2P Clinical Event from an Associated Appointment Attaching Files Creating a Series of Clinics Recurring a Clinic Viewing a List of Recurring Events for a Series ID Editing a Series or a Clinic in a Series Cancelling a Series or a Clinic in a Series Requesting Assistance Reconnecting or Joining Late in a Multi-Point Event Some Important Things to Remember Ncompass Clinical Scheduling v6.8 IV

5 Table of Contents Clinical Scheduling Best Practices The Basics Communication and Participant Approval Cancelling a Self-Scheduled Event Notifying Participants Modifying an Event Modifying an Ncompass Clinic Asking OTN to Cancel a Self-Scheduled Event Appendix A: Ncompass Registries Site/System Registry Searching the Site/System Registry Site/System Registry Search Fields Updating Site/System Information Contact Registry Searching the Contact Registry Contact Registry Fields Updating Contact Information Appendix B: Conference Modes (Video Layout) Full Screen Layout Split Screen Layouts (Side by Side, 1+7, 1+21) Sample Screen Layouts Glossary Index Ncompass Clinical Scheduling v6.8 V

6 Using This Guide This guide explains the some of the basic functions of the Ncompass application, specifically the instructions for self-scheduling and managing your own clinical videoconference events. For information and instructions on other Ncompass functions, refer to these user guides: Ncompass Getting Started (Calendar & Reports) Ncompass Non-Clinical Self-Scheduling & Registration (learning & meeting events) Ncompass Connecting to a Videoconference (Click-to-Call & Auto-Initiation) (portal calling) To view, download, or print an Ncompass user guide, from the Ncompass home page, in the left navigation panel, click the Documents link in the Resources section. Figure 1: Navigating to Ncompass user guides Intended Audience This guide is intended for use by OTN members who use Ncompass to self-schedule clinical events. It can also be used by anyone interested in learning about Ncompass scheduling functions. 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). Ncompass Clinical Scheduling v6.8 6

7 Using This Guide Document Updates Following is a high-level list of revisions to this manual. For full details about an Ncompass update, refer to the Release Notes issued with each version. Version Date Description 6.8 May 24, 2018 No changes made to this document for this release. Ncompass Clinical Scheduling v6.8 7

8 About Clinics and Clinical Events Patient Privacy Detailed information about OTN s privacy policies and procedures are available on the OTNhub website at otnhub.ca > Professional Development > Privacy Toolkit. Personal health information in Ontario is governed by the Personal Health Information Protection Act, 2004 (PHIPA). Ncompass holds personal health information. This personal health information must be protected in accordance with the PHIPA, your organization s privacy practices, and OTN s privacy practice. OTN monitors, reviews and updates its practices to ensure the privacy and security of the personal health information stored and processed in Ncompass. OTN uses a variety of physical, administrative, and technical safeguards to protect patient data from unauthorized access, use, copying, modification, or disclosure. These safeguards include, but are not limited to: Controlled physical access to offices and facilities where patient data is stored or accessed (through manned reception desks, keyless entry systems, physical locks and intrusion alarms). Use of strong password protection, and multiple levels of access to accurately identify users and prevent unauthorized individuals from accessing patient information. Use of encryption to scramble patient registry data and otherwise protect electronic patient information from unauthorized disclosure. Use of monitoring technologies and firewalls to detect and prevent unauthorized access attempts and malicious activity. Policies and procedures to ensure that patient information is stored, accessed, handled, and disposed of securely. Background checks, privacy, and security training for OTN employees. Confidentiality agreements for OTN employees and written agreements with third parties. Ncompass Clinical Scheduling v6.8 8

9 About Clinics and Clinical Events What is Clinical Self-scheduling? Clinical self-scheduling makes it easy to schedule clinical videoconferences and communicate with the patient, consultant, and participating sites. Ncompass enables its users to: Securely record patient information quickly and easily along with the details of the appointment. Follow a standard approval process for host and participating sites, so all parties can be sure that everyone agrees. Manage their own appointments making changes in real time as needed. Create patient letters using a standard template. TMCs can do all 1 of this without having to involve OTN Customer Care - Scheduling Coordination. Point-to-Point (P2P) Clinical Event vs. Ncompass Clinic What is the difference? A point-to-point (P2P) clinical event typically involves one consultant and one patient and the appointment is scheduled to start and end at specific times. For example, Dr. Brown from Ottawa will see Minnie Mouse in Renfrew from 9:00 to 9:15 a.m. on Thursday. For clinical events, Ncompass requires both participants explicit approval before it will schedule the event. An Ncompass clinic involves one consultant located at one site seeing multiple patients, often located at more than one site. The clinic scheduler controls the scheduling process. There are two types of clinics Serial and Group clinics. Serial clinic Group clinic The consultant sees several patients in separate appointments that take place one after the other in a series of back-to-back point-to-point clinical events during one video conference. Several patients all attend the appointment at the same time. An example of this is a Pain Management clinic where all the patients receive the same instructions from the consultant at the same time. 1 Some exceptions apply. There are certain situations where you will need to ask OTN Scheduling Services for assistance. These situations are covered in each applicable instruction set. Ncompass Clinical Scheduling v6.8 9

10 About Clinics and Clinical Events Roles and Responsibilities Before we begin describing how to create a clinical self-scheduled event, we need to review who can do this and what is expected of them. Requestor The requestor is the person responsible for arranging the appointment and can be the telemedicine coordinator at either the patient or the consultant site, or they can be an administrative assistant who schedules on behalf of the consultant. The requestor is responsible to ensure that the telemedicine coordinators at both the consultant and patient sites agree to the appointment on the proposed date and time. The requestor will forward any additional forms (e.g., x-ray requests) or information to either site as needed. Event Approvals In a point-to-point clinical event, both systems involved in the appointment must be approved. Either site in an appointment can approve both systems. (See Approving Your Participation in a P2P Clinical Event on page 24.) Patient Site TMC The telemedicine coordinator at the patient site: Approves their system for the appointment. Forwards to the consultant site any required material as agreed to during discussions with the requestor (e.g., test results, x-rays). Consultant Site TMC The telemedicine coordinator at the consultant site usually approves their system for the appointment. Who Has Access to the Patient s Name? The only individuals that can see the patient names for self-scheduled clinical events are: The creator The patient site telemedicine coordinator (or their designates) The consultant site telemedicine coordinator (or their designates) OTN Customer Care - Scheduling Coordination Other individuals viewing the clinical event will not be able to see the patient s name. Ncompass Clinical Scheduling v6.8 10

11 Scheduling P2P Clinical Events Creating a P2P Clinical Event Point-to-point events are those with only two systems involved, one host and one participant. Scheduling a P2P event is a three-part process: i) Using Ncompass, create an event, enter the appointment details, and save it. ii) iii) Consult with the other site to get their consent. Both systems in an event must be approved (thus confirming their participation). The details (including patient information) will be visible to all participating sites. This will ensure that the patient s privacy is protected. When a system is approved Ncompass checks for conflicts with that system. Ncompass does not check for conflicts or reserve the systems until one of the systems is approved. For example, you create an event with System X and System Y. When System X is approved Ncompass only checks for conflicts with Site X. Under certain circumstances, you need to ask OTN Customer Care - Scheduling Coordination to help when scheduling a P2P clinical event. For example, if you want to: Add an audio participant. Add a non-member system. To start the creation of a point-to-point clinical event, click the Create Point-to-Point link in the Clinical Events section of the left navigation panel. Figure 2: Create clinical point-to-point event link The Create Point-to-Point Clinical Event form appears. Ncompass Clinical Scheduling v6.8 11

12 Scheduling P2P Clinical Events Figure 3: Create point-to-point clinical event form Event Status bar initially displays New (Unsaved) and after saving, will display Tentative. Event Tool Bar displays the event status, the name of the creator, and the date when the event was created. The set of Action buttons that appears depends on both the event s status and whether you are viewing or editing the event. Form content contains the sections and fields needed to create a point-to-point clinical event. Sections or fields marked with an asterisk (*) are mandatory. Online help is available for each section. To open a new window with information about the section, click the Help link ( ) or its associated link ( ). Ncompass Clinical Scheduling v6.8 12

13 Scheduling P2P Clinical Events Participants The Requestor is you (the person filling out the Ncompass form) and identifies the name and contact information for OTN Scheduling Services and the other participant, if they have questions or need more information about a clinical event. The requestor: Is responsible for arranging the appointment. Ensures that the telemedicine coordinators at both the consultant and patient sites agree to the appointment on the proposed date and time. Will forward any additional forms (e.g., x-ray requests) or information to either site as needed. Can be the telemedicine coordinator at the patient or consultant site, or the scheduling person in a consultant s or allied health professional's office. The Consultant is the medical professional that the patient will see during the appointment. Figure 4: Participants section for point-to-point clinical event 1. To select a different Requestor and to select the Consultant field, click the associated beside the field. A new window opens with the Search Contact form. Figure 5: Requestor search form Figure 6: Consultant search form Ncompass Clinical Scheduling v6.8 13

14 Scheduling P2P Clinical Events 2. To initiate the search, type a few characters of the last name in the Last Name field and then click. (For detailed instructions, see Searching the Contact Registry on page 133.) Ncompass displays a list of matching names in the bottom of the search window. Figure 7: Contact search results 3. If you find the name in the search results, click the name and Ncompass automatically enters it into the associated field. If you do not find the name, contact OTN Customer Care - Scheduling Coordination to add the person to the Ncompass contact registry. 4. The Patient fields are encrypted and only the creator, the coordinators involved in the appointment (or their designate), and OTN Customer Care - Scheduling Coordination can view the event s patient information. You can use one of two ways to identify the Patient: Search for and select a patient from the Patient Registry, or Manually enter the patient information in the associated fields. A. To select from the Patient Registry: i) To initiate a search, click beside the field. A Search Patient window appears. Figure 8: Search patient window ii) Type the first name, last name, and either a date of birth or OHIP number. Ncompass requires an exact match with all three fields before it will return a name. Ncompass Clinical Scheduling v6.8 14

15 Scheduling P2P Clinical Events iii) To submit your search criteria, click. If Ncompass finds a match, the patient name appears at the bottom of the screen. Figure 9: Search patient window iv) To retrieve the patient data, click the name. Ncompass automatically enters the name and other available contact information into the Patient fields. All fields are read-only and you can only clear or replace all the fields contents. If the registry entry includes a patient date of birth, Ncompass automatically populates the Age Group field and you cannot change the selected option. If there is no patient date of birth, identify the patient s Age Group by selecting the appropriate option or select Unknown. v) To replace the contents of the patient fields, click beside the field and repeat the process. vi) To clear all the patient fields, click beside the Patient field. B. To manually enter the patient information, type their contact data in the applicable fields. i) The first and last names of the Patient, their Gender and their Age Group are mandatory fields. ii) If you include a Date of Birth, use the format dd-mm-yyyy (e.g., ). Including a date of birth automatically populates the Age Group field. If you do not include the patient s birth date, identify the patient s Age Group by selecting the appropriate option or select Unknown. iii) If you include an OHIP Number, be accurate because Ncompass does not validate this field. For patient information manually entered: Ncompass attaches it to this specific event and authorized personnel can view it only from it inside the event. The data is not added to the Ncompass Patient registry. You can later add to or edit this data, similar to other event details. Ncompass Clinical Scheduling v6.8 15

16 Scheduling P2P Clinical Events Event Details Ncompass uses the Event Details information for scheduling the event. Here is where you identify the what and the why about the appointment. Figure 10: Event details for point-to-point clinical event 1. If the event has a formal title, type it in the Event Title field. If there is no formal title, you can type an optional Event Title to provide a general description of the event. To ensure readability use less than 100 characters. (The Ncompass calendar entry will display only the first 34 characters.) Keep the title simple, which can help when people search for an event looking for a match with words in the title 2. Identify the Event Type. (If the selected consultant has an OTNhub Videoconference account, their event type is automatically entered 2. You can select a new event type to override the default.) To choose an Event Type, click beside the Event Type field and select an entry from the Event Types popup. If you cannot find a type that best fits your event, click Other in the list and type a descriptive name in the Other Description field. Do not include patient health information (PHI) in the Other Description field. Figure 11: Event Types popup 3. Appointment Type defaults to Follow-Up, which indicates that the patient has seen the consultant before either in person or via video. If this is the first time the patient will see the consultant, select Initial. 2 For evisit Videoconferencing consultants, Ncompass populates the Event Type field with the primary event type identified in their Videoconferencing service settings. The default Event Type is applied only when you select the consultant while first creating the event. After you save the event, subsequent changes to the consultant will not change the Event Type. To change a consultant s default Event Type, the consultant needs to update their Videoconference settings. For more information, see the Editing Your Videoconference Service Settings guide available from the OTN Self Service Help. Ncompass Clinical Scheduling v6.8 16

17 Scheduling P2P Clinical Events 4. To identify the event s Purpose, click the drop-down arrow and select the desired entry. For example, typically a consultation between one health professional and a patient is coded as a One to One Consult. 5. To identify the state of importance or urgency of the clinical event, select the appropriate Priority Code. To save the event, you must select a value. Figure 12: Event purpose field 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. 6. To identify the Date of Event, either type a date in the field using the numeric format (dd-mm-yyyy) or click the calendar link ( ) beside the field and select a date. If you enter a date more than one year in the past or more than one year in the future, Ncompass issues a warning but will allow you to save and schedule the event. If the event requires a bridge (e.g., in a P2P event a participating system uses a non-member system or for a multi-point event), the following conditions apply: You must complete scheduling the event at least five minutes before its start time. You cannot schedule the event on weekends or after normal business hours. To schedule an event under these conditions, contact OTN Customer Care - Scheduling Coordination. 7. Type the Start Time and End Time using 24-hour format EST. (e.g., type 0900 for 9:00 a.m., 1400 for 2:00 p.m.). 8. Initiating System defaults to Consultant. If you want the patient site to start the call, select the Patient option and ensure that you have made it clear to the patient site s TMC that you expect them to initiate the call. 9. Start Call Automatically defaults to No. If you want the videoconference systems to automatically connect and disconnect at the requested start and end times, select the Yes option. (See the Ncompass Connecting to a Videoconference (Click-to-Call & Auto-Initiation) user guide.) If the event requires a bridge (e.g. a participating system is a non-member system), Ncompass ignores the Initiating System and Start Call Automatically fields because the bridge automatically starts the call at its scheduled start time. Ncompass Clinical Scheduling v6.8 17

18 Scheduling P2P Clinical Events Systems For point-to-point clinical events, Ncompass does not reserve the systems or check for conflicts until the approval process. Patient & Consultant Systems The Patient System is the videoconference system used at the patient s location. The Consultant System is the videoconference system used by the healthcare professional providing the consultation. You can save the event with only a consultant system. However, to schedule the event you must identify both a consultant system and a patient system. Figure 13: Systems section for point-to-point clinical event 1. Use the same steps to identify the Patient System and the Consultant System. To select one of your associated systems, click the My Systems drop-down arrow and select a system. To select a system that is not associated with your Ncompass ID, click the My Systems field. beside A new window opens with the Search Site/System form. Figure 14: Site/System search form Ncompass Clinical Scheduling v6.8 18

19 Scheduling P2P Clinical Events 2. The fastest search is for systems associated with a specific site. Type the OTN ID in the Name field (e.g., 0014 or ) and then click. Or if appropriate, use different search criteria. For example, type the first few characters from the city s name the City field and then click. (For detailed instructions, see Searching the Site/System Registry on page 127.) Ncompass displays a list of matching systems in the bottom of the search window. Figure 15: Site/System search results If you want to include a system that does not appear in the search results (e.g., a non-member system), contact OTN Customer Care - Scheduling Coordination. Some sites have more than one system. Contact the local Telemedicine Coordinator to determine which system to reserve for your event. 3. If you find the system in the search results, click the name and Ncompass automatically enters it into the associated field. If you do not find the system, contact OTN Customer Care - Scheduling Coordination. Ncompass Clinical Scheduling v6.8 19

20 Scheduling P2P Clinical Events System Coordinators The Coordinators are the people at each site who are responsible for making sure the event occurs correctly and to support the event participants during the event. This information is optional. However if you later use the function, Ncompass will include the address as a recipient when preparing the for you. If you do not need the information, leave it blank. 1. You can identify a coordinator in one of two ways: manually enter the contact information, or select it from the Ncompass Contact Registry. A. To manually apply coordinator information, type the first and last names, , and phone number in the appropriate fields. This information is saved only with this specific event (it is not added to the Ncompass contact registry for future use). B. To select a coordinator from the Ncompass Contact Registry, click beside the coordinator name field. (You search the same way as previously, when you selected a requestor and consultant.) A new Search Contact window opens. i) Type a few characters from the first and last names in the appropriate fields. ii) If appropriate, apply additional search criteria. iii) Click within the search window. (For detailed instructions, see Searching the Contact Registry on page 133.) Ncompass displays a list of matching names in the bottom of the search window. 2. If you find the name in the search results, click the name and Ncompass automatically enters the name (and if available the ) and phone number into the associated field. If you do not find the name, contact OTN Customer Care - Scheduling Coordination to add the person to the Ncompass contact registry. 3. To remove the contents of a coordinator s name, and phone fields (manually or automatically entered), click beside the coordinator name field. If you select from the registry, Ncompass automatically populates the name, and phone fields. Once filled, you cannot edit these fields except by clearing or replacing the contents with a new entry from the registry. Ncompass Clinical Scheduling v6.8 20

21 Scheduling P2P Clinical Events Who Will Contact the Patient? Contacting the patient is an important part of the process and should not be overlooked. The information in this section helps minimize confusion over who is responsible for notifying the patient of their impending appointment. When initially scheduling the appointment, this should be negotiated between both sites. Figure 16: Who-to-contact section for point-to-point clinical event before saving Identifying who will contact the patient in this section does not automatically notify them about their responsibility. Therefore, contact them directly to ensure that they agree to notify the patient. 1. The section defaults to Consultant Coordinator. If someone at a different site will contact the patient, select either Patient Coordinator or Other. 2. If you select Other, you must also supply the person's name. Either type the name in the Other Coordinator field or select the name from the Contact registry (click, then search and select the same way as previously, when you identified the requestor, consultant, and system coordinators.) If you are not sure who will contact the patient, ask OTN Customer Care - Scheduling Coordination for assistance. 3. If you selected an incorrect coordinator or want to change the selected coordinator, to identify a different person, i) Change the selected coordinator. ii) Click. Figure 17: Who-to-contact section for point-to-point clinical event after saving Ncompass Clinical Scheduling v6.8 21

22 Scheduling P2P Clinical Events Event Log The event log is like an event s bulletin board. This is where coordinators write and read messages and Ncompass records system activity about the event. Once recorded in the event log, the saved information cannot be modified or removed. Never include any identifiable patient information in the log, such as a patient's name, address, or a family member's name. The data in this field is not encrypted. To add text when creating an event, type your message in the Event Log field. When you save the event, Ncompass adds any notes in the log field and records the user id, date, and time of the creation to the event log. Figure 18: Event log for point-to-point clinical event before saving To add text to a pre-existing event log, type your message in the Event Log field and then click. Ncompass appends the new message at the bottom of the log field along with the user id, date, and time for the log entry. Figure 19: Event log for point-to-point clinical event after saving Ncompass makes an automatic log entry whenever a user edits the event in a significant way, such as creating, approving, revising, or canceling the event. Ncompass Clinical Scheduling v6.8 22

23 Scheduling P2P Clinical Events Saving Your P2P Clinical Event 1. To save the event, click at the bottom of the page or in the Event Tool Bar. Ncompass validates that you have entered data in all the mandatory fields. (It does not check for system conflicts at this stage. Conflict checking happens during the approval process.) If there are no errors, the View Event Details page appears with the following: A success message displays at the top of the page. Ncompass assigns an Event ID 3. The event status changes from New to Tentative and the status bar changes colour. The Event Tool Bar contains a new set of action buttons. An Event Approval panel appears to allow you to approve your system and/or confirm the patient. Figure 20: Saved point-to-point clinical event details and status If Ncompass finds an error, it displays a message at the top of the page. 2. Fix any error(s) and try to save the event again. When successfully saved the event will appear on the calendars for the systems involved, but the systems will not be reserved until they are approved to participate in the event. After you save the event, you can add attachments to it. For details, see Attaching Files on page Quote this number in any correspondence about the event with the OTN Scheduling Services or other participant. Ncompass Clinical Scheduling v6.8 23

24 Scheduling P2P Clinical Events Approving Your Participation in a P2P Clinical Event Before Ncompass can schedule a point-to-point clinical event, both the patient and consultant systems must be approved. You can approve an event when it has a status of either Tentative or Partially Approved. If the event requires a bridge (e.g., a participating system uses a non-member system), you can approve the event up until five minutes before its start time. If less than five minutes remain before the event, contact OTN Customer Care - Scheduling Coordination. In the Event Approval panel (on the right), an button appears for each system involved in the event. When you click, Ncompass checks that there are no existing reservations for the system at the same date and time (i.e., conflict check). If there are no conflicts, the View Event Details page appears with the following: An approval success message displays at the top of the page. The clinical event status changes to Partially Approved (if only one system is approved), Pending Patient Availability (if both systems are approved but the patient not contacted) or Scheduled (if all approvals checked). The Edit button disappears from the Event Tool Bar when all approvals are complete. In the Event Approval panel, a green check mark appears beside the approved system and the approval button is replaced by a Revise button. Figure 21: Approved point-to-point clinical event details and status If Ncompass finds a conflict, it will approve the event but also displays two error messages - one at the top of the page and a second under the system in conflict. Ncompass Clinical Scheduling v6.8 24

25 Scheduling P2P Clinical Events Ncompass will not schedule an event that has a conflict. You must resolve the conflict. (See Resolving Conflicts below.) If resolving the conflict involves changing your event, you must do the following: i) Revise the event approvals. (See Revising Event Approvals on page 42.) ii) Edit the event. (See Modifying a P2P Clinical Event on page 36.) iii) Re-approve the event. When a system is approved, Ncompass places a tentative hold on the system and it will show as a conflict if another event tries to schedule the same system. If you are not viewing the Event Details page and first need to locate the event, see Finding clinical events with pending approvals on page 32. There are two ways to initiate the approval process. From an Event Details page: In the Event Approval panel, click underneath the appropriate System Approval button. From a My Events list: In the event listing, click in the last row beside the appropriate System Approval title. Figure 22: Event Details system approval Figure 23: My Events list system approval Ncompass Clinical Scheduling v6.8 25

26 Scheduling P2P Clinical Events Resolving Conflicts You cannot schedule an event if a system is unavailable any time during the appointment. When this happens, Ncompass identifies a conflict error. For example, if another event has already reserved one of the systems you requested. 1. An error message appears at the top of the screen. Figure 24: Approved system conflict error part 1 Figure 25: Alternative conflict error message part 1 2. An additional error message with an icon appears directly below the conflicting system. A conflict with a scheduled event shows an icon. A conflict with a system that has a tentative hold shows a icon. Figure 26: Conflict error message part 2 You must resolve the conflict before Ncompass can schedule the event. 3. For more information about the conflicting system, click the error message below the conflicting system. Ncompass opens a new window with the daily calendar view for the affected system that shows the conflicting events. 4. To resolve the conflict, try the following: Remove the conflicting system and replace it with an different system. Move your event to a different day or time. Contact the requestor of the conflicting event and negotiate a resolution to the conflict. Cancel your event. Ncompass Clinical Scheduling v6.8 26

27 Scheduling P2P Clinical Events Marked Time Within Ncompass, 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 your 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 any of your associated systems. For instructions about using marked time, refer to the Ncompass Getting Started guide (available from the Documents section in Ncompass). Marked Time Warnings If a system involved with an event has marked time, when you try to schedule the event (or view event details of a tentatively schedule event), a warning message appears at the top of the panel. 1. For more information about the system with the marked time, click the warning message. Figure 27: Marked time warning at top of panel Ncompass opens a new window with the daily calendar view for the system that has the marked time. 2. To resolve the conflict, try the following: Remove the system with marked time and replace it with an different system. Move your event to a different day or time. Contact the requestor of the marked time and negotiate a resolution. Cancel your event. Ncompass Clinical Scheduling v6.8 27

28 Scheduling P2P Clinical Events Notifying Participants The notify participant function works the same for both point-to-point clinical events and Ncompass clinics. For point-to-point clinical events, both systems must be approved. Participating sites can keep each other informed about the event by using the function of Ncompass Notify Participants. For Ncompass clinics, you can use this function to easily communicate with all participating sites. For example, you can let them know when all patients have been confirmed. Sites that need to print the patient information for pre-registration can then go ahead and do so. However, make sure that this form of communication is agreed to beforehand with the other coordinators. Navigate to the View Event Details page for the event and in the Event Tool Bar, click. Figure 28: Notify Participants button within View Event Details page Ncompass opens a new message window using your default program (e.g., Outlook) and pre-populates some of the fields and the message body. Ncompass Clinical Scheduling v6.8 28

29 Scheduling P2P Clinical Events Figure 29: Notify participants The To field is blank. You can enter any addresses in this field for the site that you want to notify about the event. The Cc field includes any addresses that were included with the Consultant Site Coordinator or the Patient Site Coordinator fields for the event. The Subject field includes the unique Event ID and its status. If the event is flagged as Urgent or has been cancelled, the subject will include indicate this. The body of the includes pertinent details about the event. You can type in additional information and include attachments. At the bottom of the message body is a link to the Ncompass View Event Details page for the appointment. This direct link 4 allows them to get more detail information about the appointment or to quickly approve their participation in the event. Do not include any identifiable patient information in the . 4 They must be logged in to Ncompass for the link to work. Ncompass Clinical Scheduling v6.8 29

30 Scheduling P2P Clinical Events Receiving an Ncompass Notification When you receive an Ncompass about approving an appointment, carefully review the details with the following in mind: 1. To access the View Event Details in Ncompass, click the link included in the message. (See Figure 29 above.) To successfully use the link, you must be logged in to Ncompass. If you are not logged in, you will first be presented with the OTNhub login page. 2. Review the event details with the following in mind: Does the date and time work for you? Are you familiar with the physician and what is required for that type of event? If you are available, is the selected system appropriate or do you want to change it? Are you the person or site indicated as responsible for contacting the patient? If so, is this something you agree to do? Are there any special instructions for you in the Event Log section that could influence your decision? 3. If you agree to participate, click in the Event Approval panel. (See Approving Your Participation in a P2P Clinical Event on page 24.) 4. If you cannot accommodate the event, call or the organizer to discuss changing the date or time. Do not use Ncompass to Revise the event as this is the organizer s responsibility. 5. If you need to change your system, see Changing Systems and System Contacts on page 37. Ncompass Clinical Scheduling v6.8 30

31 Scheduling P2P Clinical Events Confirming Patient Contact For point-to-point clinical events, before Ncompass can schedule an appointment, whoever is identified as the patient contact must first confirm that they have informed the patient. There are two ways to initiate the confirmation process. From an Event Details page: In the Event Approval panel, click underneath the title Patient Has Been Contacted. From a My Events list: In the event listing, click in the last row beside the Patient Approval title. Figure 30: Event details confirm patient Figure 31: My Events list confirm patient A green checkmark () appears beside the Patient Has Been Contacted title and a Revise button () replaces the Confirm button. In addition, if previously both systems are approved, Ncompass allows the event to be scheduled. Figure 32: Clinical event after patient confirmation Ncompass Clinical Scheduling v6.8 31

32 Scheduling P2P Clinical Events Finding clinical events with pending approvals If you have clinical events that require an action (e.g., system approval or patient confirmation), a red circle with a number appears beside the View My Events link ( ). If a red circle does not appear, you do not have any clinical events that require an action. Figure 33: View My Events with pending 1. To view your My Events list for the next month, click the View My Events link in the left navigation panel. The default time frame is the current day plus 30 days. 2. To change the time frame of the listed events, use the Event Finder to select a different Scheduled Date Range. For example, if you want to see events during the next week. 3. If the list is long, to reduce it use the Event Finder to display only clinical events or only clinical and unscheduled events. View all events on Red dot one screen means pending actions Filter for clinical only Figure 34: Finding events pending patient confirmation 4. To view all events listed on one page, click the View All link at the top right. 5. Look through the list for an event with a red dot in the title bar and action buttons. Figure 35: Clinical event with pending action buttons Ncompass Clinical Scheduling v6.8 32

33 Scheduling P2P Clinical Events What if neither coordinator normally contacts the patient? There will be times when neither site coordinator actually contacts the patient, and the person who normally makes those calls doesn t have Ncompass access. For example, patient contact might be the responsibility of an administrative assistant in another program at your site or someone employed by the consultant. In this case, the telemedicine coordinator who has the relationship with the individual contacting the patient can confirm within Ncompass that the patient had been contacted. Although you might not know 100% if this is true, it is simply a way of getting your event scheduled. Ncompass uses this step to help structure workflow. It is not an audit trail of who has made the call to the patient. You won t be held accountable in any way, so don t be concerned if you need to click without actually contacting the patient. If you, or someone you know, would like to have Ncompass training (for entering patients and approving calls), then contact OTN Customer Care - Scheduling Coordination. Ncompass Clinical Scheduling v6.8 33

34 Scheduling P2P Clinical Events Notifying the Patient After both the consultant and patient systems have been approved, you can use Ncompass to generate a patient letter pre-populated with appointment details and hospital directions (available in English or French). The patient letter is also a way to quickly access appointment details in a formatted, easy to read layout. For example, if a patient calls to ask about their appointment. Before sending any correspondence to the patient, you must first get their approval. Some patients do not want other household members to know about their appointments and their confidentiality is our utmost concern. 1. Open the event for which you want the patient letter and in the Event Tool Bar click. A patient letter template form opens in a new window. (See Figure 36 below.) 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. (Ncompass 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. (Ncompass 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 upper right corner. When you switch between French and English, Ncompass fills the active fields with fresh data from the appointment and if you ve edited fields, the changes you ve made are not saved. Therefore, if you switch to French, first click the language link and then edit the field contents. Note: If the Ncompass 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. 4. To print the formatted letter, click the link in the upper left corner. The letter is re-formatted for printing (see Figure 37 below) and a print dialog box opens. Ncompass Clinical Scheduling v6.8 34

35 Scheduling P2P Clinical Events Figure 36: Patient letter template Figure 37: Patient letter final output Ncompass Clinical Scheduling v6.8 35

36 Scheduling P2P Clinical Events Modifying a P2P Clinical Event Whether you can modify an event and which fields you can change depends on the event s status and if there are special requirements. If you modify or cancel an event, be sure to notify all participating sites about the change/cancellation. If the event requires a bridge (e.g., involves a non-member system): You must cancel it at least five minutes before the event s start time. If less than five minutes remain before the event starts, contact OTN Customer Care - Scheduling Coordination to cancel it for you. There are four ways to modify an event: Changing Systems and System Contacts Adding to the Event Log Editing Patient, Consultant, or Other Fields Revising Event Approvals Editing and Revising Events Status Tentative Partially Approved Pending Patient availability Scheduled Completed Edit vs. Revise Neither system has been approved. Either site can change their system or system contact and add to the log field. Only the event's creator can edit the event and change any field. Only one system (either consultant or patient) has been approved. Either site can change their system or system contact and add to the log field. Only the event's creator can first revise and then edit the event and change any field. Both systems have been approved but no one has confirmed patient contact. Either site can change their system or system contact and add to the log field. Only the event's creator can first revise and then edit the event and change any field. Both systems have been approved and the patient is confirmed. Either site can add to the log field, unless the event has special requirements. Sites involved in an event can change their own system and system contact information. Only the event's creator can first revise and then edit the event and change any field. The event has already taken place. Either site can add to the log field, unless the event has special requirements. Sites involved in an event can change their own system and system contact information. Only the event's creator can first revise and then edit the event and change any field. Ncompass Clinical Scheduling v6.8 36

37 Scheduling P2P Clinical Events Changing Systems and System Contacts Sites involved in an event can change their own system and system contact information. A patient site should always notify the event s creator if they change a system in an event that was scheduled and already communicated to the consultant even if the location remains the same. In this way, the event s creator will notify the consultant to connect with the correct system number. If the system change involves different patient directions, ensure you communicate this to the patient site. Communication is extremely important if you change a system or system contact, be sure to notify all parties involved in the event. 1. To initiate a system or system contact change, open the View Event Details page. If you can modify the system information, in the Participant Systems list, your System Name will be an active link (underlined blue text). If the system name is not an active link, you cannot edit the system and you need to contact OTN Customer Care - Scheduling Coordination and ask them to make the change. (Or you can revise the system approval, but this removes all system approvals.) Figure 38: Participant Systems list 2. To access the system details, click the System Name link. The Edit Registration Details page appears with all the original information. Figure 39: Edit Registration Details Ncompass Clinical Scheduling v6.8 37

38 Scheduling P2P Clinical Events 3. To change the system, click the System Name drop-down list and select the desired system. (Only systems associated with your Ncompass account appear in the drop-down list.) Figure 40: System Name change 4. If the system contact fields were filled using the Ncompass registry (the fields are grey and read-only): To clear all of the system contact fields, click beside the Contact Name field. To replace the contact information with a different contact from the Ncompass registry, click beside the Contact Name field, search the registry, and select a new contact. 5. If the system contact fields were originally typed (the fields are white and editable), to change the contact name, , or telephone number, type the new information into the appropriate field(s). 6. If you change your mind and do not want to submit the changes, click. 7. To submit the changes, click. Ncompass updates the event, checks whether your chosen system is already booked in another event (a conflict), and returns you to the View Event Details page. If there is a conflict, a warning message appears at the top of the page and a conflict error message appears below the system with the conflict. You need to resolve the conflict before the event can be scheduled. To resolve the conflict, try the following: Remove the conflicting system and replace it with an alternative system. Move your event to a different day or time. Contact the requestor of the conflicting event and negotiate a resolution to the conflict. Cancel your event. Ncompass Clinical Scheduling v6.8 38

39 Scheduling P2P Clinical Events Adding to the Event Log You cannot delete or edit existing entries in the log field. However, you can add text at any time. OTN encourages you to use the log for keeping track of any changes you make to an event. When you change an event, type a note in the log field. For example, Changed site 0022_01 to 0022_02. Figure 41: Event log 1. To add to the log, type your comments in the Add to Event Log text box. 2. To apply your updates, click. Ncompass appends the new message at the bottom of the log field along with the user id, date, and time for the log entry. 3. To view all entries in the log file, from inception to the current time, in the Event Tool Bar click. Ncompass opens a new window that contains the complete log history. Figure 42: Show full log window Ncompass Clinical Scheduling v6.8 39

40 Scheduling P2P Clinical Events Changing Who Will Contact the Patient If you need to change who will contact the patient, you can make a change without first editing or revising the event. 1. To identify the contact, in the Who Will Contact section, select a different option or select a new Other Coordinator. 2. To apply the change, click. 3. Ncompass applies the update immediately and you do not need to edit or revise the event for the change to take effect. Figure 43: Update who-to-contact section for point-to-point clinical event You will need to communicate the change in duties to the newly responsible person. Ncompass does not automatically notify the selected contact. Ncompass Clinical Scheduling v6.8 40

41 Scheduling P2P Clinical Events Editing Patient, Consultant, or Other Fields You can change any field in a clinical event while it has a Tentative status. Events remain in a tentative status until either the consultant system or the patient system has been approved. 1. If the event has a status other than Tentative, you must revise the event s approval before you can edit. 2. If the event has a Tentative status, to open the event, click in the Event Tool Bar. The Edit Event Details page appears. 3. Update the applicable fields. 4. To complete the update and apply the change, in the Event Tool Bar or at the bottom of the page, click. Ncompass saves the event with the updated information. 5. Notify the other participants about the change. If you change your mind and do not want to update the event, either use the browser s back button or click one of the links in the left navigation panel. Ncompass Clinical Scheduling v6.8 41

42 Scheduling P2P Clinical Events Revising Event Approvals Occasionally you might need to modify a partially approved or scheduled event. For example, when a patient arrives and explains that they have a new address or OHIP number. In such cases, you must first revise its approval status before you can edit the event. Revising System Approval 1. There are two ways to initiate the revision process. From an Event Details page: In the Event Approval panel, click underneath the appropriate system. From a My Events list: In the event listing, click in the last row beside the appropriate system. Figure 44: Event details revise system approval Figure 45: My Events list revise system approval Ncompass does the following: Removes approval from both Patient and Consultant Systems, and confirmation from Patient Has Been Contacted (along with any accompanying green check marks). Changes the event status back to Tentative and releases all system reservations. Adds an Edit button to the Event Tool Bar. Records the status change in the Log field. 2. To modify the event, in the Event Tool Bar, click. (See Editing Patient, Consultant, or Other Fields on page 41.) 3. After completing the changes and saving the event, re-approve your system. (See Approving Your Participation in a P2P Clinical Event on page 24.) 4. Contact the other participating site and ask them to re-approve their system and if necessary ensure that whoever is responsible re-confirms the patient contact. (See Confirming Patient Contact on page 31.) If you do not re-approve all systems and re-confirm patient contact, the event will remain unscheduled and it will not be included in Ncompass reports. If you are unable to approve a participating system, ask OTN Customer Care - Scheduling Coordination to do so for you. Ncompass Clinical Scheduling v6.8 42

43 Scheduling P2P Clinical Events Revising Patient Contact Approval There are two ways to initiate the revision process. From an Event Details page: In the Event Approval panel, click underneath the title Patient Has Been Contacted. From a My Events list: In the event listing, click in the last row beside the Patient Approval title. Figure 46: Event Details revise patient approval Figure 47: My Events list revise patient approval Ncompass does the following: Removes confirmation from Patient Has Been Contacted and its green check mark. If the event was previously Scheduled, the event status changes back to Pending Patient availability. Records the status change in the Log field. The Patient System and Consultant System approval status remains unchanged. Ncompass Clinical Scheduling v6.8 43

44 Scheduling P2P Clinical Events Copying a P2P Clinical Event Copying an event can save you a great deal of time if you need to create a subsequent appointment for the same consultant and patient. You cannot copy an event if it involves a non-member system. 1. Open the event you want to copy and in the Event Tool Bar, click. Ncompass creates a new event, populates its fields with data from the original event (except the Log field and attachments), and displays the event s Edit Event Details page. A copy message displays at the top of the screen (and in the Log field). A new Event ID is assigned. The event status is Tentative (no systems are reserved). The Event Tool Bar contains a set of action buttons. The Date and Time are the same as the original event. Figure 48: Copied point-to-point clinical event details and status Ncompass clears the Event Log field and then adds a new log message with the user id, creation date, time, and original Event ID. 2. Change the date and time, make any other necessary changes, and then click. As a best practice, only copy an event if it involves the same consultant and the same patient. Ncompass Clinical Scheduling v6.8 44

45 Scheduling P2P Clinical Events Printing an Event The print function works the same for both P2P clinical events and Ncompass clinics. You can print a detailed view of the event or clinic using Event Tool Bar of the Event Details page or the Edit page., which is available in the Figure 49: Event Details with print button 1. To initiate the print function, click. A new widow opens showing () an Ncompass banner (which will not print) and () the Event Details page (which will print). Figure 50: Print window 2. To send the screen to your printer, click in the top right corner. A print dialog box opens allowing you to select a printer. 3. To close the print window and return to the page you were viewing, click. Ncompass Clinical Scheduling v6.8 45

46 Scheduling P2P Clinical Events Cancelling an Event The cancel function works the same for both point-to-point clinical events and Ncompass clinics that have no associated appointments. (See also best practices for cancelling an event on page 123.) You can cancel an Ncompass clinic only if you created it or are associated with its host system. If the event requires a bridge, you must cancel it at least five minutes before the event s start time. For example, if it involves more than two systems or a non-member system. Under these circumstances, you must ask OTN Customer Care - Scheduling Coordination to cancel it for you. If your event will not occur as planned, you must cancel it in Ncompass and record the reason for its cancellation. This is important to free up resources and to ensure accurate records for reporting purposes. Also, failing to cancel an event can lead to privacy incidents. (For example, the event could launch at the scheduled time while a consultation is taking place.) 1. From the View Event Details page, click in the Event Tool Bar. A Cancellation Reason screen appears. Figure 51: Cancellation Reason screen 2. To view a list of cancellation reasons, click the Reason field drop-down arrow. 3. Select the most appropriate 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.) 4. Type any additional information about the event and its cancellation in the Log field. Ncompass Clinical Scheduling v6.8 46

47 Scheduling P2P Clinical Events 5. If you change your mind and do not want to cancel the event, click. 6. To finalize the cancellation, click. Ncompass cancels the event, releases all system reservations, and displays the View Event Details page with the following updates. A cancellation message displays at the top of the screen. The event status changes to Cancelled. The Event Tool Bar contains a revised set of action buttons. All reservations for participating systems and their associated links are removed. Figure 52: Cancelled point-to-point clinical event details and status 7. After cancelling an event, remember to notify all participants because Ncompass does not automatically notify participants when an event is cancelled. (See Notifying Participants on page 28.) To accurately report telemedicine activity, Ncompass users are encouraged to retroactively cancel events that did not occur as planned. For example, due to patient no shows. Simply cancel the event with the appropriate cancellation code Ncompass Clinical Scheduling v6.8 47

48 Scheduling P2P Clinical Events Un-cancelling a Cancelled Event The un-cancel function works the same for point-to-point clinical events and Ncompass clinics that have no associated events. If you need to reschedule a cancelled event, you can undo the cancellation. 1. Open the event you want to un-cancel and in the Event Tool Bar, click. Ncompass removes the cancellation status and displays the View Event Details page. A revision message displays at the top of the screen. The event status changes to Tentative (with no system reservations). The Event Tool Bar contains the full set of action buttons. Approvals for system and patient contact are reset to pending. Participant Systems linked to their Registration Details page. Figure 53: Un-cancelled point-to-point clinical event details and status 2. Modify the event as necessary. (See Modifying a P2P Clinical Event on page 36.) 3. When you are ready to reschedule the event, re-approve your system. (See Approving Your Participation in a P2P Clinical Event on page 24.) 4. Contact the other participating site and ask them to re-approve their system and if necessary ensure that whoever is responsible re-confirms the patient contact. (See Confirming Patient Contact on page 30.) Ncompass Clinical Scheduling v6.8 48

49 What is an Ncompass Clinic? An Ncompass clinic lets you schedule a clinical videoconference between a consultant at one site and multiple patient appointments at another site. 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 different clinical events, such as: Group clinics. Serial patient appointments that involve just one patient site. (Each additional site requires an additional Ncompass clinic.) Patient appointments where individual patient information is not provided or important. A case conference between two or more doctors. Ncompass clinics give you the ability to: Directly indicate the number of patients being seen (or discussed) for a particular call. Create multi-point clinical videoconferences. Automatically start and end a video call that spans multiple patient appointments. Copy or move entire clinics, along with all their associated patient appointments. Reserve your host system before arranging the entire clinic. Point-to-point clinical event The scheduled video call involves only one consultant and one patient. Both consultant and patient site must be approved before Ncompass can schedule the event. Patient information is required. Ncompass clinic The scheduled video call can involve one consultant and multiple patients. The clinic scheduler controls the scheduling process. (Therefore, before including a site in your clinic, contact them and get their approval.) Patient information is optional. One Ncompass clinic represents one video call. You need to create one clinic for each video call you make. Ncompass Clinical Scheduling v6.8 49

50 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, the date, the consultant, the duration, and the number of patients at each participating site. The clinic is required. The clinic contains all the necessary information to launch a scheduled videoconference. It also contains information about the type of event and the number of patients seen per participating system. Set of associated patient appointments, listed together to help you organize and track which patients will be seen and in what order. These are optional. For many fields, you can apply global changes to all associated events participating in the Ncompass clinic. Figure 54: Ncompass clinic screen Ncompass Clinical Scheduling v6.8 50

51 Some Quick Examples Here are three examples of different videoconferencing situations and the Ncompass clinics that best serve each situation. Situation and participants Example A One consultant, several patients, two sites. Dr. Charlie Brown in Ottawa has one hour to see 5 patients located in two places. The first half hour he will see 2 patients at the Renfrew site. The second half hour he will see 3 patients at the Midland site. Example B Three hospitals conferencing together to educate patients in a one hour diabetic clinic. One physician and 2 of her staff will attend from their North Bay office 7 patients will attend, in a classroom setting, from the Owen Sound hospital. A dietician will attend from the Barrie hospital. Example C London hospital is coordinating a 2 hour conference for itself and 3 other hospitals to discuss oncology patients and their treatment. No actual patients will attend, but each site will present their patient cases for discussion and the patient s treatment will be altered due to information discussed during the videoconference. In London, a physician has 2 patients to discuss. In Sarnia a physician has 3 patients to discuss. In Windsor a physician has 4 patients to discuss. A Chatham a physician has 1 patient to discuss. Ncompass clinic setup In Ncompass, create two clinics. First Ncompass serial clinic, booked for a half hour, involving: Consultant system = Ottawa. Patient system = Renfrew with 2 patients. A second Ncompass serial clinic, booked for a half hour, involving: Consultant system = Ottawa. Patient system = Midland with 3 patients. In Ncompass, create one clinic. One Ncompass group clinic, booked for one hour, involving: Consultant system = North Bay. Patient system 1 = Owen Sound with 7 patients. Patient system 2 = Barrie with no patients. In Ncompass, create one clinic. One Ncompass serial* clinic, booked for two hours, involving: Consultant system = London (because they are hosting/creating the clinic). The 2 patients belonging to London are spread across other sites. Patient system 1 = Sarnia with patients. Patient system 2 = Windsor with patients. Patient system 3 = Chatham with 1 patient. * Create a serial clinic so that all participating sites get credit for all of the patients being discussed. Ncompass Clinical Scheduling v6.8 51

52 Communicating with Participating Sites Not all sites have access to Ncompass. Therefore, before scheduling a clinic, it is important that you first arrange a communications process with all participating sites. Contact each participating site and if they agree to participate in the clinic you must together determine and agree on how each site will receive: patient information, updates to the clinic, and if necessary cancellation notification. If there are no authorized Ncompass users at a site, fax the patient information to the other site after the patients in your clinic are confirmed. (Faxing is currently recommended because is not secure, surface mail is too slow, and courier service is too expensive.) If all participant sites use Ncompass, a possible process is to have everyone agree that the site confirming the patients will notify the other participating sites by using Ncompass Notify Participants button, either: after all patients in the clinic are confirmed or after each patient has been confirmed. It is important to communicate last minute changes quickly and directly (in case the other site has previously printed all the information about the clinic). For changes made in the last 48 hours before a clinic, don t assume that s will be received because not all coordinators are available or have access to at all times. It is best to get confirmation either via phone or before assuming that your communication has been received. Ncompass Clinical Scheduling v6.8 52

53 Creating an Ncompass Clinic If the clinic involves special requirements such as a system using an Off-Net ISDN connection type, or a non-member system with an Off-Net IP connection type, or an audio participant, contact OTN Customer Care - Scheduling Coordination. To start the creation of an Ncompass clinic, click the Create Ncompass Clinic link in the Clinical Events section of the left navigation panel. Figure 55: Create clinical Ncompass clinic link The Create Ncompass Clinic form appears. Figure 56: Create Ncompass clinic form Event Status bar initially displays New (Unsaved) and after saving will display Tentative. Event Tool Bar displays the event status, the name of the creator, and the date when the clinic was created. Different action buttons appear depending on the clinic s status. Form content contains the sections and fields needed to create an Ncompass clinic. Sections or fields marked with an asterisk* are mandatory. Online help is available for each section. To open a new window with information about the section, click the Help link ( ) or its associated link ( ). The Ncompass clinic form contains four sections. Participants Clinic Details Consultant and Patient System Event Log Ncompass Clinical Scheduling v6.8 53

54 Participants The Requestor is you, the person filling out the Ncompass form. This field identifies the name and contact information for OTN Scheduling Services and other participants, if they have questions or need more information about a clinic. The requestor: Is responsible for arranging the appointment. Ensures that the telemedicine coordinators at both the consultant and patient sites agree to the appointment on the proposed date and time. Will forward any additional forms (e.g., x-ray requests) or information to either site as needed. Can be the telemedicine coordinator at the patient or consultant site, or the scheduling person in a consultant s or allied health professional's office. The Consultant is the medical professional that the patient will see during the appointment. In the case of indirect clinical activity, the consultant is the individual providing guidance to others regarding the patient s care. Figure 57: Participants section for Ncompass clinic 1. For the Requestor and Consultant fields, to select an existing Ncompass contact, click the associated beside the field. A new window opens with the Search Contact form. Figure 58: Requestor search form Figure 59: Consultant search form Ncompass Clinical Scheduling v6.8 54

55 2. To initiate the search, type a few characters of the last name in the Last Name field and then click. (For detailed instructions, see Searching the Contact Registry on page 133.) Ncompass displays a list of matching names in the bottom of the search window. Figure 60: Contact search results 3. If you find the name in the search results, click the name and Ncompass automatically enters it into the associated field. If you do not find the name, contact OTN Customer Care - Scheduling Coordination to add the person to the Ncompass contact registry. 4. To identify the average age group of patients in the clinic, select the appropriate option. Figure 61: Patient age group If there are multiple age groups participating in the event, select the age group that best represents the most participating patients. If you don t know the age group of the patient, 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 Clinical Scheduling v6.8 55

56 Clinic Details Ncompass uses the Clinic Details information for scheduling the clinic and for reporting purposes. Here is where you identify the what and the why about the clinic. Figure 62: Clinic details for Ncompass clinic 1. If the event has a formal title, type it in the Event Title field. If there is no formal title, you can type an optional Event Title to provide a general description of the event. To ensure readability use less than 100 characters. (The Ncompass calendar entry will display only the first 34 characters.) Keep the title simple, which can help when people search for an event looking for a match with words in the title 2. Choose the Event Type by clicking beside the Event Type field. An Event Types popup window appears. 3. To select a type, click on the appropriate name in the list and Ncompass automatically enters it into the Event Type field. If you cannot find a type that best fits your event, click Other in the list and type a descriptive name in the Other Description field. Do not include patient health information (PHI) in this field. If you are not sure what type of service the clinic will provide, contact OTN Customer Care - Scheduling Coordination. Figure 63: Event Types popup 4. Clinic Type defaults to Serial (one patient at a time, in back-to-back appointments). If the consultant plans to see all of the patients at the same time, select the Group option. Ncompass Clinical Scheduling v6.8 56

57 5. To identify the clinic s Purpose, click the drop-down arrow and select the desired entry. Select a purpose that covers the majority of patients that will be seen in the clinic. Note: If you later create individual patient appointments for your clinic, you can select a purpose for each individual appointment which overrides the clinic s purpose for that appointment. Figure 64: Event purpose field 6. To identify the state of importance or urgency of the clinic event, select the appropriate Priority Code. You must select a value before you can schedule the clinic or add appointments. If the clinic is/was planned and scheduled and is/was not emergent or urgent, select Elective. If the patient requires immediate assessment and treatment (as soon as a consultant is available) or has a life threatening condition, select Urgent/Emergent. 7. To identify the Date of Event, either type a date in the field using the numeric format (dd-mm-yyyy) or click the calendar link ( ) beside the field and select a date. If you enter a date more than one year in the past or more than one year in the future, Ncompass issues a warning but will allow you to save and schedule the event. 8. Type the Start Time and End Time using 24 hour format EST. (For example, type 0900 for 9:00 a.m., 1400 for 2:00 p.m.) 9. Start Call Automatically only appears if you have completed the portal calling training. It defaults to No. If more than two systems will participate, ignore this field because the bridge automatically initiates all multi-point clinics. (See the Ncompass Connecting to a Videoconference (Click-to-Call & Auto-Initiation) user guide.) Ncompass Clinical Scheduling v6.8 57

58 Consultant and Patient Systems When selecting the participating systems, include only sites that have agreed to participate and ensure that you select the correct system within each site. As soon as you schedule the clinic, Ncompass reserves all its participating systems. (And if you add patient appointments, the clinical TMCs associated with all of the participating systems can view the patient information.) The Consultant System is the videoconference system used at the consultant s location. The Patient System is the videoconference system used at the patient s location. Search for system Search for contact Clear contact Figure 65: Consultant System section for Ncompass clinic 1. To identify the Consultant System, click the search link ( ) beside the system field. A new window opens with the Search Site/System form. Figure 66: Site/System search form Ncompass Clinical Scheduling v6.8 58

59 2. To search for only systems associated with a specific site, type the OTN site ID in the Name field (e.g., 0014) and then click. Or if appropriate, use different search criteria. For example, type the first few characters from the city s name the City field and then click. (For detailed instructions, see Searching the Site/System Registry on page 127.) Ncompass displays a list of matching systems in the bottom of the search window. Figure 67: Site/System search results If you want to include a system that does not appear in the search results (e.g., a non-member system), contact OTN Customer Care - Scheduling Coordination. 3. If you find the system in the search results, click the name and Ncompass automatically enters it into the associated field. If you do not find the system, contact OTN Customer Care - Scheduling Coordination. 4. To identify the Consultant System Contact 5, you have two options: A. Type a full name, an address, and a telephone number in the Contact, , and Tel. Number fields respectively. B. Or select a contact with its accompanying and telephone number from the Ncompass Contact registry by clicking the search link ( ) to the right of the contact fields. (See Searching the Contact Registry on page 133.) To clear the contact fields, click the Remove link ( ) to the right of the contact fields. Figure 68: Patient System section for Ncompass clinic 5. To identify the Patient System, click the search link ( ) beside the system field and use the same method as you used to find the consultant system. (See step# 1 above.) 5 The system contact information is optional, but recommended. Ncompass Clinical Scheduling v6.8 59

60 6. In the Patients field, type the number of patients that will be seen (or discussed) during the clinic at that site/system. You can change the number of patients at any time (including after the clinic has completed). See Editing the Number of Patients on page 87. For its activity reports, Ncompass relies solely on this field for reporting the number of patients involved in a clinic. It ignores associated patient appointments. 7. To identify the Patient System Contact, you have two options: A. Type a full name, an address, and a telephone number in the Contact, , and Tel. Number fields respectively. B. Or select a contact with its accompanying and telephone number from the Ncompass Contact registry by clicking the search link ( ) to the right of the contact fields. (See Searching the Contact Registry on page 133.) 8. To clear the contact fields, click the Remove link ( ) to the right of the contact fields. As soon as you click to select a patient system, Ncompass adds a new blank Patient System line below the current line. If the clinic involves only one patient system, ignore this new line. When you schedule the clinic, the additional blank patient system will disappear. If the clinic involves more than one patient system, use the fields in the new line to identify the system, patients, and system contact information. When an event becomes multi-point, you can also select a Conference Mode (see Creating a Multi-Point Clinic on page 62). Ncompass Clinical Scheduling v6.8 60

61 Event Log The event log is like an event s bulletin board. This is where coordinators write and read messages and Ncompass records system activity about the event. Once recorded in the clinic log, the information cannot be modified or removed. Never include any identifiable patient information in the log, such as a patient's name, address, or a family member's name. The data in this field is not encrypted. To add text when creating a clinic, type your message in the Event Log field. When you first save the clinic, Ncompass adds any notes in the log field and records the user id, date, and time of the creation to the clinic log. Figure 69: Event log section Ncompass clinic before saving To add text to a pre-existing clinic, type your message in the Event Log field and then click beside the log field. Ncompass appends the new message at the bottom of the log field along with the user id, date, and time for the log entry. Figure 70: Event log section for Ncompass clinic after saving Ncompass makes an automatic log entry whenever a user edits the clinic in a significant way, such as creating, approving, revising, or canceling the clinic. Ncompass Clinical Scheduling v6.8 61

62 Creating a Multi-Point Clinic Your clinic becomes multi-point if you add more than one patient system. After you select a second patient system, the Conference Mode fields appear in the Clinic Details panel, where you specify the video screen layout. (See Appendix B: Conference Modes (Video Layout) on page 137.) Figure 71: Conference Mode fields You can t associate patient appointments to a clinic once it becomes multi-point. If you want to include patient information inside a multi-point clinic, do the following: i) Add just one patient system. ii) Associate the appointments. iii) Contact OTN Customer Care - Scheduling Coordination and ask them to make it a multi-point event by adding the additional systems. Under certain circumstances you need to ask OTN Customer Care - Scheduling Coordination to schedule the clinic. For example, if it: Will occur outside of normal business hours (Mon. - Fri., 7:00 a.m. - 7:00 p.m. EST). Will start in less than five minutes. If your event has any of the following characteristics, after creating the clinic contact OTN Customer Care - Scheduling Coordination to add these features: More than 85 patient systems. A non-member system. An audio dial-in number. Ncompass multi-point clinic reporting In a group clinic, each patient site gets credit for its patients and the consultant site gets credit for all patients attending. In a serial clinic, all sites get credit for all patients at all locations. Ncompass Clinical Scheduling v6.8 62

63 Saving and Scheduling the Clinic After you have completed filling in all the mandatory fields and are ready to reserve the participating systems, you can schedule the clinic. Or, if you are in the process of creating your clinic and want to save your work (and reserve only your own system) you can save the partially-completed clinic as a draft. To initiate either the save or schedule function, click the appropriate button found in the Event Tool Bar or at the bottom of the page. Figure 72: Save and Schedule buttons Saving a Clinic Mandatory fields: Consultant Name Date Start Time End Time Consultant System Scheduling a Clinic Mandatory fields: Requestor Consultant System Date Start Time End Time Consultant Name Event Type Patient System Purpose Ncompass Clinical Scheduling v6.8 63

64 Ncompass checks for: Scheduling conflicts for any participating system. Any missing data. If a conflict exists, a warning message () appears at the top of the page and a conflict error message () appears below the system with the conflict. Ncompass saves the clinic with a status of Tentative (Conflict). You must resolve it before you can schedule the event. (See Resolving Conflicts on page 26.) If data is missing, an error message appears at the top of the page. You must populate the missing fields before you can save or schedule the event. Figure 73: Saved clinic with conflict error When successfully saved, Ncompass does the following: Changes clinic status to Tentative (Draft). If you add a purpose, event type, requestor and at least one patient system, the status changes to Tentative. Assigns a unique Event ID (). Reserves all participating systems. When successfully scheduled Ncompass does the following: Changes clinic status to Scheduled. If not previously saved, assigns a unique Event ID. Reserves all participating systems. After you save or schedule the clinic, you can add attachments to it. For details, see Attaching Files on page 107. After you schedule the clinic, you can create a recurring series from it. For details, see Recurring a Clinic on page 113. Ncompass Clinical Scheduling v6.8 64

65 Managing Clinics with No Associated Appointments Ncompass offers all participating sites great flexibility for managing a clinic. If the clinic is part of a recurring series, there are some additional rules in place. See Editing a Series on page 117. Modifying a Clinic using the View Clinic Details Screen When you make a change using the View Clinic Details screen, the event status does not change (e.g., it remains in a scheduled state). Also you can make some changes to the associated clinical events (e.g., add associated clinical event, confirm patients, un-confirm patients) without changing the status of the clinic. A clinic with no associated appointments has four modifications possible using the View Clinic Details screen: Changing Systems and System Contacts Editing the Number of Patients Creating an Associated Clinical Event Adding to the Event Log Figure 74: Clinic modifications Ncompass Clinical Scheduling v6.8 65

66 Changing Systems and System Contacts From the view clinic details page, you can change a system that is associated with your Ncompass profile. (See also, best practices for modifying a clinic on page 124.) 1. If you can modify the system information, in the Participant Systems list, your System Name will be an active link (underlined blue text). If the system name is not an active link, you cannot edit the system and you need to contact OTN Customer Care - Scheduling Coordination and ask them to make the changes. Figure 75: Modify clinic participant systems 2. To access the system details, click the System Name link. The Edit Registration Details page appears with all of the original information. Figure 76: Edit Registration Details 3. To change the system, click the System Name drop-down list and select the desired system. Figure 77: System Name change If your desired system does not appear in the list, contact the clinic s organizer or OTN Customer Care - Scheduling Coordination. (For example, if it is a non-member system.) Ncompass Clinical Scheduling v6.8 66

67 4. If the system contact fields were filled using the Ncompass registry (the fields are grey and read-only): To clear all the system contact fields, click beside the Contact Name field. To replace the contact information with a different contact from the Ncompass registry, click beside the Contact Name field, search the registry, and select a new contact. 5. If the system contact fields were originally typed (the fields are white and editable), to change the contact name, , or telephone number, type the new information into the appropriate field(s). 6. To submit the changes, click. 7. If you change your mind and do not want to submit the changes, click. Inform the other participants of any changes you make to your system in the clinic (especially if the other party is responsible for calling you), because the calling site might be using a printed copy of the scheduled event. If they don t check Ncompass, they won t be aware of the changes you made. Editing the Number of Patients Remember, for reporting purposes, Ncompass ignores the associated appointments and relies solely on the number entered into the Patients field beside each patient system. 1. To change the number of patients being seen at a site, type a new number in the Patients field that appears beside the desired system 2. To apply your update, click. Figure 78: Modify clinic number of patients Ncompass Clinical Scheduling v6.8 67

68 Adding to the Event Log You cannot delete or edit existing entries in the log field. However, you can add text at any time. OTN encourages you to use the log for keeping track of any changes you make to a clinic. When you change a clinic, type a note in the log field. For example, Changed site 0022_01 to 0022_02. Figure 79: Event log 1. Type your comments in the Add to Event Log text box. 2. To apply your updates, click. Ncompass appends the new message at the bottom of the log field along with the user id, date, and time for the log entry. 3. To view all entries in the log file, from inception to the current time, in the Event Tool Bar click. Ncompass opens a new window that contains the complete log history. Figure 80: Show full log window Ncompass Clinical Scheduling v6.8 68

69 Modifying a Clinic using the Edit Clinic Page From the clinic s Edit Clinic Details page, you can modify all fields. After completing your changes, be sure to re-schedule the clinic. 1. To access the edit function, open the View Clinic Details page. If you can modify the clinic, in the Event Tool Bar, appears. Figure 81: Edit clinic button in Event Tool Bar 2. To open the clinic s edit page, click. Ncompass loads the edit clinic page and un-schedules the clinic. While unscheduled, the clinic will not appear on your activity reports, multi-point calls will not begin automatically, and portal-calling features (including auto-initiate) are disabled. 3. When you have completed your changes, to re-schedule the clinic, click. (See Saving and Scheduling the Clinic on page 63.) You cannot edit a clinic if: The clinic involves a non-member system. You are trying to modify the clinic when less than five minutes remain before the clinic s start time. You do not have authorization. Under these circumstances, you must arrange any necessary changes through OTN Customer Care - Scheduling Coordination. Ncompass Clinical Scheduling v6.8 69

70 Copying a Clinic If the same consultant and systems are involved in a subsequent clinic, copying it can save you a great deal of time. You cannot copy a clinic if it involves a non-member system or a system with a dial-in ISDN or a dial-out ISDN connection type. 1. Open the clinic you want to copy and in the Event Tool Bar, click. A Copy Request page appears with two sections: The current clinic s date, time, type, consultant, and event type. Fields where you specify the new clinic s date and start time. Figure 82: Copy clinic with no associated appointments 2. Type a date in the New Clinic Date field (using format dd-mm-yyyy) or select a date using the calendar link ( ). 3. Type a time in the New Clinic Start Time field (using 24-hour format, hhmm). 4. Leave the default setting for Copy Associated Clinical as No. 5. To copy the clinic, click. If there is no conflict, Ncompass completes the copy and the new Clinic Details page appears with: A new Event ID with a status of Tentative. Details copied from the original clinic (attachments are not copied to the new clinic). A success message at the top of the page. Ncompass clears the Event Log field and then adds a new log message with the user id, creation date, time, and original Event ID. Ncompass Clinical Scheduling v6.8 70

71 If there is a conflict, Ncompass completes the copy and the new Clinic Details page appears with: A new Event ID with a status of Tentative (Conflict). Details copied from the original clinic (attachments are not copied to the new clinic). A warning message () at the top of the page. A conflict warning message () underneath the system in conflict. Ncompass clears the Event Log field and then adds a new log message with the user id, creation date, time, and original Event ID. Figure 83: Copied clinic with conflicting event 6. For more information about the conflict, click the red error message below the conflicting system. Ncompass opens a new window with the daily calendar view for the affected system, showing the conflicting events. 7. 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. Cancel your event. Ncompass Clinical Scheduling v6.8 71

72 Cancelling, Un-cancelling, Printing, and Notifying Participants There are several functions that work the same for both point-to-point clinical events and Ncompass clinics without associated appointments. For instructions, refer to the following: Notifying Participants on page 28. Printing an Event on page 45. Cancelling an Event on page 46. Un-cancelling a Cancelled Event on page 48. Ncompass Clinical Scheduling v6.8 72

73 Associating Clinical Events (Patient Appointments) Adding patient appointments to your clinic is an easy and secure way to share information about which patients are participating in the clinic and track when they are scheduled to see the consultant. Important notes 1. You can create appointments for all, some, or none of your patients, but the total number of associated appointments must be less than or equal to the number you entered in the clinic s Patients field. 2. For reporting purposes, Ncompass uses the number of patients indicated within the clinic rather than counting the individual patient appointments (because patient appointments are optional). 3. If your clinic is a multi-point event (i.e., more than one patient system), you cannot add patient appointments using Ncompass. If you need to share patient information during a multi-point clinic do the following: i) Add just one patient system. ii) Associate the appointments. iii) Contact OTN Customer Care - Scheduling Coordination to make it a multi-point event by adding the additional systems. All sites will be able to see the patient information included in the event. Ncompass Clinical Scheduling v6.8 73

74 Creating an Associated Clinical Event After you save or schedule a clinic, an Associated Clinical Events section appears in the Clinic Details page. If the Create Associated button does not appear, ensure that you have assigned only one patient system. (See Note #3 above.) Figure 84: Associated Clinical Events section 1. To reveal the associated appointment fields, click. The Associated Clinical Events section expands to show additional fields. Figure 85: Serial clinic fields Figure 86: Group clinic fields 2. If it is a serial clinic, using 24 hour format EST, type the applicable times in the Start Time and End Time fields. If it is a group clinic, these fields do not appear because all patients are seen at the same time. Therefore all patient appointments have the same start and end time as the clinic. Ncompass Clinical Scheduling v6.8 74

75 3. To populate the patient demographic fields, there are two options: (A) select a patient from the Patient Registry or (B) manually enter the patient information. A. To select from the Patient Registry: i) To initiate a search, click beside the field. A Search Patient window appears. Figure 87: Search patient window ii) Type the first name, last name, and either a date of birth or OHIP number. Ncompass requires an exact match with all three fields before it will return a name. iii) To submit your search criteria, click. If Ncompass finds a match, the patient name appears at the bottom of the screen. Figure 88: Search patient window iv) To retrieve the patient data, click the name. Ncompass automatically enters the name and other available contact information into the Patient fields. All fields are read-only and you can only clear or replace all the fields contents. If the registry entry includes a patient date of birth, Ncompass automatically populates the Age Group field. (If the registry does not include a date of birth, Ncompass populates the patient s age group with the clinic s age group.) v) To replace the contents of the patient fields, click beside the field and repeat the process. vi) To clear all the patient fields, click beside the Patient field. Ncompass Clinical Scheduling v6.8 75

76 B. To manually enter the patient information, type their contact data in the applicable fields. i) The First and Last Names of the Patient and their Gender are mandatory fields. ii) If you include a Date of Birth, use the format dd-mm-yyyy (e.g., ). Including a date of birth automatically populates the Age Group field. (If you do not provide a date of birth, Ncompass populates the patient s age group with the clinic s age group.) iii) If you include an OHIP Number, be accurate because Ncompass does not validate OHIP formats. For patient information manually entered: Ncompass attaches it to this specific event and it can be viewed only from inside the event by authorized personnel. The data is not added to the Ncompass Patient registry. You can later add to or edit this data, similar to other event details. 4. For Appointment Type, select the appropriate option to identify whether the event is Initial (it s the first time this patient has seen this consultant) or Follow up (the patient has seen this consultant before, either in person or via videoconference). 5. The appointment inherits the same Priority Code as the clinic, which identifies the state of importance or urgency of the appointment. To change the Priority Code of an individual associated event, select the appropriate Elective or Urgent/Emergent option. If the appointment is/was planned and scheduled and is/was not emergent or urgent, select Elective. If the patient requires immediate assessment and treatment (as soon as a consultant is available) or has a life threatening condition, select Urgent/Emergent. 6. To identify who will contact the patient, follow the same steps as used when creating a pointto-point clinical event. (See who will contact patient instructions on page 21.) 7. The Event Log field applies only to this specific appointment. If you have a message about the patient you want to share with other participants, type it in this field. Never include any identifiable patient information in the log, such as a patient's name, address, or a family member's name. The data in this field is not encrypted. 8. When you have completed the section, to create the appointment click underneath the Event Log field. Ncompass validates that you have entered data in all the mandatory fields. Ncompass Clinical Scheduling v6.8 76

77 If there are no errors, Ncompass does the following: Creates a new clinical event with its own Event ID using the patient information you entered with a status of Pending. Adds the appointment to the clinic. Displays the Clinic Details page with its associated appointments. As long as the number of associated appointments is less than the number of patients assigned to the clinic s patient systems, the Create Appointment button remains active, allowing you to add additional appointments. Serial clinic appointments include their start and end times as well as periods of unscheduled time. Times appear in 24 hour format EST. Figure 89: Serial clinic associated appointment Group clinic appointments do not include start and end times. To change the appointment s duration, edit the clinic. Figure 90: Group clinic associated appointment If Ncompass finds an error, it displays a message at the top of the page and directs you to the problem. 9. Fix any error(s) and try to create the appointment again. Ncompass Clinical Scheduling v6.8 77

78 Managing Clinics with Patient Appointments You can modify, copy, cancel, and un-cancel a clinic and its associated appointments. If the clinic is part of a recurring series, there are some additional rules in place. See Editing a Series on page 117. Viewing a Clinic and its Patient Appointments Both the clinic and its patient appointments appear in your Ncompass calendar and My Events page. A patient appointment is similar to a P2P clinical event, but with some important differences. Using the Calendar page Ncompass clinics display in the calendar with their associated appointments. The patient appointments display less information than a P2P clinical event, because some of the information belongs to the clinic. Each associated appointment displays its Event ID as well as the Clinic ID. Ncompass Clinic Patient appointments P2P clinical event Figure 91: Clinic and appointments in calendar To view the clinic details, click the Ncompass Clinic bar in the calendar. To view a patient s demographic information and appointment details, click the patient appointment bar in the calendar. Ncompass Clinical Scheduling v6.8 78

79 Using the My Events page Both Ncompass clinics and their associated appointments appear in the My Events page. A clinic has an Event Category of clinic. Each associated appointment has an Event Category of clinical. For associated appointments, both the Clinical Event title bar and the Event Category field include the Clinic ID. For more information about the My Events page, refer to the Ncompass Getting Started guide (available from the Documents section in Ncompass). Ncompass Clinic Patient appointments P2P clinical event Figure 92: Clinic and appointments in 'My Events' To view the clinic details, click the Ncompass Clinic s title bar or from one of its associated clinical events, click the Clinic ID. To view a patient s demographic information and appointment details, click the patient appointment s title bar. Ncompass Clinical Scheduling v6.8 79

80 Using the Associated Event Details page The Event Details page for patient appointments is very similar to a regular clinical event, except for three important differences: The title bar at the top of the page contains the Clinic ID, which is also a link to its Clinic Details page. After you have confirmed the patient, in the Event Approval panel, only the Patient Has Been Confirmed contains a Revise button (there are no Revise buttons for the system approvals). You cannot change the system reservations details from the appointment. System reservations are available only from the clinic. (See Changing Systems and System Contacts on page 66.) From the Associated Event Details page, you can only approve or revise the patient. Figure 93: View associated event details Ncompass Clinical Scheduling v6.8 80

81 Confirming Patients in a Clinic When you create a new patient appointment in a clinic, its status is Pending patient confirmation. Patient appointments are tools for your own planning and data-sharing. Leaving patients appointments in a pending state does not affect your clinic or the reported activity at your site. However, it may be confusing to others. If a participating site sees that the patients are not confirmed, they might assume that the clinic is cancelled. If you associate patient appointments with a clinic, try to either confirm or cancel them. There are two ways to confirm patients: The quickest and easiest way to confirm appointments is to use the View Clinic Details page. Or you can individually confirm a patient appointment using its Event Details page or from a My Events list. Confirming via the View Clinic Details Page (Clinic) 1. To select a patient for confirmation, select the Patient Confirmation checkbox associated with the patient in the Associated Clinical Events section. Figure 94: Patient confirmation using clinic 2. To apply the confirmation, click. Ncompass changes the status of the appointment(s) to Scheduled and reloads the page with the updated information. Figure 95: Confirmed patient appointments 3. To un-confirm a scheduled appointment, select the Patient Confirmation checkbox associated with the patient to remove the green checkmark and then click. Ncompass changes the status of the appointment to Pending and reloads the page with the updated information. Ncompass Clinical Scheduling v6.8 81

82 Confirming via the Event Details Page 1. To open an associated appointment s Event Details page, click its Event ID in the Associated Clinical Events section. Figure 96: Associated Clinical Events links The Event Details page loads for the selected appointment. 2. For a description of the page and its components, see Using the Associated Event Details page on page For instructions about confirming a patient, see Confirming Patient Contact on page To return to the clinic details, click the Clinic ID field in the header of the View Clinical Event Details page. Notifying Participants when Confirmation is Complete It is important that after you confirm a patient, you share this information with participating sites. For example, to pre-register patients, a site might need to print the patient information. When you confirm a patient, Ncompass does not automatically notify participating sites. Therefore, it is the responsibility of the individual who confirmed the appointment to notify others that this has been done. If all patients are confirmed, open the clinic and use the Notify Participants function from the clinic details page. To notify participants about patient confirmation one patient at a time, open the individual patient appointment and use the Notify Participants function from the event details page. See Notifying Participants on page 28. Ncompass Clinical Scheduling v6.8 82

83 Modifying a Clinic with Associated Appointments Ncompass offers great flexibility for managing a clinic to modify it at the clinic level or within an individual clinical appointment. You cannot edit a clinic if: The clinic involves a non-member system. You are trying to modify the clinic when less than five minutes remain before the clinic s start time. You do not have authorization. Under these circumstances, you must arrange any necessary changes through OTN Customer Care - Scheduling Coordination. You can modify a clinic and its associated appointments in two different ways: Using Edit Clinic Details (See Modifying a Clinic using the Edit Clinic Page on page 69.) Editing via View Clinic Details (see below). If the clinic is part of a recurring series, there are some additional rules in place. See Editing a Series on page 117. When you modify a clinic, it is important to keep all participating sites informed. You need to communicate the changes using the method that was agreed to when you originally set up the clinic. This is particularly important for last minute changes or those made within 48 hours, because all Telemedicine coordinators may not be available to take your calls/ s during this time frame. Ncompass Clinical Scheduling v6.8 83

84 Editing via View Clinic Details When you modify a clinic using the View Clinic Details page, Ncompass automatically applies the change(s) to all the associated appointments and the event status does not change. A clinic with associated appointments has six modifications possible using the clinic: Changing Systems and System Contacts (page 85) Editing the Number of Patients (page 87) Confirming Patients (page 81) Modifying Patient Appointment Times (serial clinic only) (page 88) Creating an Associated Clinical Event (page 74) Adding to the Clinic Log (page 89) (serial clinics only) Figure 97: Clinic modifications Ncompass Clinical Scheduling v6.8 84

85 Changing Systems and System Contacts For point-to-point Ncompass clinics with associated appointments: You can modify your associated systems from the Clinic Details page. Ncompass will apply the change to all active associated appointments. Cancelled appointments are not affected. However, if the appointment is later uncancelled, the change will be applied at that time. For multi-point Ncompass clinics with associated appointments, you cannot edit the clinic and must contact OTN Customer Care - Scheduling Coordination for assistance. 1. If you can modify the system information, in the Participant Systems list, your System Name will be an active link (underlined blue text). If the system name is not an active link, you cannot edit the system and you need to contact OTN Customer Care - Scheduling Coordination and ask them to make the changes. Figure 98: Modify clinic participant systems 2. To access the system details, click the System Name link. The Edit Registration Details page appears with all of the original information. Figure 99: Edit Registration Details Ncompass Clinical Scheduling v6.8 85

86 3. To change the system, click the System Name drop-down list and select the desired system. (Only systems associated with your Ncompass account appear in the drop-down list.) Figure 100: System Name change 4. If the system contact fields were filled using the Ncompass registry (the fields are grey and read-only): To clear all of the system contact fields, click beside the Contact Name field. To replace the contact information with a different contact from the Ncompass registry, click beside the Contact Name field, search the registry, and select a new contact. 5. If the system contact fields were originally typed (the fields are white and editable), to change the contact name, , or telephone number, type the new information into the appropriate field(s). 6. To submit the changes, click. 7. If you change your mind and do not want to submit the changes, click. Inform the other party of any changes you make to your system in the clinic (especially if the other party is responsible for calling you), because the calling site might be using a printed copy of the scheduled event. If they don t check Ncompass, they won t be aware of the changes you made. Ncompass Clinical Scheduling v6.8 86

87 Editing the Number of Patients 1. To change the number of patients being seen at a site, type a new number in the Patients field that appears beside the desired system The number you enter in the Patients field of the clinic must be equal to or greater than the number of associated appointments. For example, if there are three associated appointments, you cannot submit a number less than three in the Patients field. 2. To apply your update, click. Figure 101: Modify clinic number of patients For reporting purposes, Ncompass relies solely on the number entered into the Patients field beside each patient system and ignores associated patient appointments. Ncompass Clinical Scheduling v6.8 87

88 Modifying Patient Appointment Times (serial clinic only) To juggle the duration and order of patient appointments, you can change the start and end times from the clinic s Clinic Details page. 1. Type the new time in the Start Time and End Time fields using 24 hour format EST. 2. To apply the new times, click. Ncompass applies the new times to the associated appointment, saves the clinic, and reloads the page with the new times. If there is an overlap with another appointment in the clinic, Ncompass issues a warning message. Figure 102: Modifying an associated appointment times Ncompass Clinical Scheduling v6.8 88

89 Adding to the Clinic Log Adding to the log from the Clinic Details page updates only the clinic s log field. To update the patient appointment log, you must open the individual associated event. (See Modifying Patient-Specific Information on page 99.) You cannot delete or edit existing entries in the clinic log field. However, you can add text at any time. OTN encourages you to use the log for keeping track of any changes you make to a clinic. When you change a clinic, type a note in the log field. For example, Changed site 0022_01 to 0022_02. Figure 103: Event log 1. To add to the clinic log, type your comments in the Add to Event Log text box. 2. To apply your updates, click. Ncompass appends the new message at the bottom of the log field along with the user id, date, and time for the log entry. 3. To view all entries in the log file, from inception to the current time, in the Event Tool Bar click. Ncompass opens a new window that contains the complete log history. Figure 104: Show full log window Ncompass Clinical Scheduling v6.8 89

90 Editing via Edit Clinic For point-to-point Ncompass clinics with associated appointments: You can use the clinic s Edit button to modify clinic-level details. Ncompass will apply the change to all active associated appointments. Cancelled appointments are not affected. However if the appointment is later uncancelled, the change will be applied at that time. When you click the clinic s Edit button, Ncompass un-schedules the clinic. While unscheduled, the clinic will not appear on your activity reports and the auto-initiate feature is disabled. After completing your changes, be sure to re-schedule the clinic. For multi-point Ncompass clinics with associated appointments, you cannot edit the clinic and must contact OTN Customer Care - Scheduling Coordination for assistance. For detailed instructions on using the Edit function, see Modifying a Clinic using the Edit Clinic Page on page 69. For serial clinics, if you change the clinic s start and end times check that the associated patient appointments fall within the new time frame. If their start and end times now fall outside of the clinic s start and end time, before you re-schedule you also need to change the timing of the associated patient appointments. See Modifying Patient Appointment Times (serial clinic only) on page 88. After completing your changes, ensure that you schedule the event. Ncompass Clinical Scheduling v6.8 90

91 Copying a Clinic and its Associated Appointments If the same consultant and systems are involved in a subsequent clinic, copying it can save you a great deal of time. For multi-point 6 Ncompass clinics, you can copy only the clinic (not the associated patient appointments). If you need to do this, contact OTN Customer Care - Scheduling Coordination. For point-to-point Ncompass clinics, you cannot copy the clinic if it involves a system that uses an Off-Net ISDN connection type or a non-member system with an Off-Net IP connection type. 1. Open the clinic you want to copy and in the Event Tool Bar, click. A Copy Request page appears with two sections: The current clinic s date, time, clinic type, consultant, and event type. Fields where you specify the new clinic s date and whether to include appointments. Figure 105: Copy clinic with associated appointments 2. Type a date in the New Clinic Date field (using format dd-mm-yyyy) or select a date using the calendar link ( ). The Start Time of the new, copied clinic defaults to the same start time as the original clinic. If you want a different start time, after copying the clinic you can change the time. 3. If you do not want to include the patient appointments, leave the default setting for Copy Associated Clinical Events as No. If you want to include the patient appointments, select Yes for Copy Associated Clinical Events. 4. By default, cancelled appointments are not copied. If you plan to reschedule one or more cancelled appointments in the new clinic, select the Include Cancelled Events checkbox. 6 Multi-point clinics involve more than one patient system. For example, each associated event uses a different system. Ncompass Clinical Scheduling v6.8 91

92 5. To copy the clinic, click. If there is no conflict, Ncompass completes the copy and: The Clinic Details page appears with A new clinic Event ID with a status of Tentative and the systems are reserved. Details copied from the original clinic (attachments are not copied to the new clinic). A success message at the top of the page. Ncompass clears the clinic s Event Log field and then adds a new log message with the user id, creation date, time, and original clinic s Event ID. If selected, all Associated Appointments are copied, each with A new appointment Event ID and a status of Pending. Details copied from the original appointment. Ncompass clears each appointment s Event Log field and then adds a new log message with the user id, creation date, time, and original appointment s Event ID. If there is a conflict, Ncompass does not copy the clinic and the Copy Request page reloads with an error message at the top. Figure 106: Copy clinic conflict error You can change the date and try again, or continue with the copy and resolve the conflict using the new, copied clinic. 6. To continue with the copy of the conflicted clinic, click. Ncompass completes the copy with no associated appointments and a Clinic Details page appears with: A new Event ID with a status of Tentative (Conflict). Details copied from the original clinic. A warning message () at the top of the page. A conflict warning message () underneath the system in conflict. Ncompass clears the clinic s Event Log field and then adds a new log message with the user id, creation date, time, and original Event ID. Ncompass Clinical Scheduling v6.8 92

93 Figure 107: Copied clinic with conflicting associated appointment 7. For more information about the conflict, click the red error message below the conflicting system. Ncompass opens a new window with the daily calendar view for the affected system, showing the conflicting events. 8. 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. Cancel your event. Ncompass Clinical Scheduling v6.8 93

94 Cancelling a Clinic with Associated Appointments For Ncompass clinics with associated patient appointments, when you cancel the clinic, all associated appointments are also cancelled. (See also, best practices for cancelling an event on page 123.) You can cancel an Ncompass clinic only if you created it or are associated with its host system. If the event requires a bridge, you have until five minutes before the event s start time to cancel the event. For example, if in involves more than two systems or a non-member system. If less than five minutes remain, ask OTN Customer Care - Scheduling Coordination to cancel it for you. 1. From the View Clinic Details page, click in the Event Tool Bar. A Cancellation Reason screen appears. Figure 108: Cancellation Reason screen 2. To view a list of cancellation reasons, click the Reason field drop-down arrow and select the most appropriate reason. 3. Type any additional information about the event and its cancellation in the Log field. 4. If you change your mind and do not want to cancel the event and its associated appointments, click. 5. To submit the cancellation, click. A dialog box appears asking you to confirm that you want to cancel the clinic and its associated appointments. Ncompass Clinical Scheduling v6.8 94

95 Figure 109: Confirm clinic cancellation dialog box 6. To finalize the cancellation, click. Ncompass cancels the clinic and all its associated appointments, releases all system reservations, and displays the View Clinic Details page with the following updates. A cancellation message displays at the top of the screen. The event status changes to Cancelled. The Event Tool Bar contains an updated set of action buttons. All reservations for participating systems and their associated links are removed. The cancelled associated appointments are listed together in a separate section. The Event Log contains the date, time, user id, and reason for the cancellation. Figure 110: Cancelled clinic details and status Ncompass Clinical Scheduling v6.8 95

96 7. After cancelling a clinic, notify all participants. (See Notifying Participants on page 28.) The cancelled clinic and its appointments will still appear on your Ncompass calendar, but it will have a grayed-out appearance. Cancelled clinic & appointments Figure 111: Ncompass calendar Ncompass Clinical Scheduling v6.8 96

97 Uncancelling a Cancelled Clinic and its Associated Appointments 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. This is a simple process because all of the cancelled associated events are still listed on the clinic page. 1. Open the clinic you want to cancel and from the View Clinic Details page, click in the Event Tool Bar. Ncompass uncancels the clinic (but not its associated appointments) and displays the View Clinic Details page with the following updates. A successful uncancellation message displays at the top of the screen. The event status changes to Tentative. The Event Tool Bar contains an updated set of action buttons. All participating systems are reserved, conflicts identified, and system links activated. The cancelled associated appointments are listed together in a separate section. The Event Log contains the date, time, user id, and reason for the cancellation. Figure 112: Uncancelled clinic details and status Ncompass Clinical Scheduling v6.8 97

98 2. To open an associated appointment for uncancelling, click the Event ID in the Associated Clinical Events section. Figure 113: Cancelled associated appointments The appointment s Event Details page displays. (The Event Approval panel shows the approvals as they existed for the appointment before it was cancelled.) 3. To undo the cancellation, click in the Event Tool Bar. The appointment s Event Details page reloads with a status of Pending Patient availability. Notifying Participants and Printing In the Event Tool Bar, there are several functions that work the same for both point-to-point clinical events and Ncompass clinics (both with and without associated appointments). For instructions, refer to the following: Notifying Participants on page 28. Printing an Event on page 45. See also, best practices for notifying participants on page 124. Ncompass Clinical Scheduling v6.8 98

99 Associated Appointments You need to communicate all changes and/or cancellations to the other participating sites. If you previously agreed to communicate via , then you can use the Notify Participants button within each individual patient appointment to send an containing a link to that specific appointment. Modifying Patient-Specific Information For associated appointments (in either point-to-point or multi-point clinics), you can change only the following patient-specific information: Patient demographic information, Age Group, Appointment type, Purpose, Priority, Who will contact the patient, Patient log and Event Title. You can change only associated appointments with a Pending status. If you have already confirmed the patient, you must first un-confirm them before you can edit any fields. (Un-check the Patient Confirmation box and then click.) 1. To open an associated appointment s Event Details page, click its Event ID in the Associated Clinical Events section. Figure 114: Associated Clinical Events links The Event Details page loads for the selected appointment. 2. To open the page in an editable state, click in the Event Tool Bar. The Edit Event page appears. Fields not available for editing have a grey background and do not have an associated Select button (e.g., requestor, consultant, and both systems). Figure 115: Editable associated event Ncompass Clinical Scheduling v6.8 99

100 Editable Field Patient Information Age Group Event Title Appointment type Purpose Priority Who will contact patient? Event Log Description To change the patient demographic fields, you can type in the applicable fields or select a patient from the Ncompass registry. Follow the same steps as used when creating a point-to-point clinical event. (See patient field instructions on page 14.) The Age Group set in the clinic is applied to associated events when there is no specified patient date of birth. If the patient has a date of birth specified, the associated event s Age Group is calculated based on this. If there is no date of birth, to select an Age Group, click the appropriate option. Associated appointments inherit the Event Title from the clinic. If you want the appointment to have a different title, type a meaningful name in its Event Title field. If a clinic s title changes, the new title automatically overwrites all titles in its associated appointments. To change the appointment type, click the appropriate option (initial or follow-up). To change the purpose, click the Purpose drop-down arrow and select the new purpose. To change the Priority field, select the appropriate option. (See priority code definitions on page 17.) To change who will contact the patient, follow the same steps as used when creating a point-to-point clinical event. (See who will contact patient instructions on page 21.) This field applies only to this specific appointment. You cannot remove or change the existing log entries, but you can add to it. If you want to add to the log, type it in this field. Never include any identifiable patient information in the log, such as a patient's name, address, or a family member's name. The data in this field is not encrypted. 3. To apply the changes, click in the Event Tool Bar. Ncompass updates the clinical event and reloads the appointment s Event Details page. 4. If the patient was previously confirmed, re-confirm the appointment. Ncompass Clinical Scheduling v

101 Cancelling Individual Associated Appointments If a patient is unable to attend a clinic, you can update the clinic to reflect this. For point-to-point Ncompass clinics, you can cancel an individual appointment and it will remain associated with the clinic. For multi-point Ncompass clinics, you cannot cancel associated appointments and must contact OTN Customer Care - Scheduling Coordination for assistance. 1. To open an associated appointment s Event Details page, click its Event ID in the Associated Clinical Events section of the Clinic Details page. Figure 116: Associated Clinical Events links The Event Details page loads for the selected appointment. 2. To initiate the cancellation, click in the Event Tool Bar. A Cancellation Reason screen appears. Figure 117: Cancellation Reason screen 3. To view a list of cancellation reasons, click the Reason field drop-down arrow. 4. Select the most appropriate reason and type any additional information about the appointment s cancellation in the Log field. 5. If you change your mind and do not want to cancel the appointment, click. Ncompass Clinical Scheduling v

102 6. To submit the cancellation, click. Ncompass cancels the appointment, displays the appointment s Event Details page with a status of Cancelled. Figure 118: Cancelled associated appointment 7. To return to the Clinic Details page, click the Clinic ID link in the title bar. The updated Clinic Details page displays with the cancelled associated appointment removed from the active associated appointments but still included on the page in a separate section. Scheduled appointments Cancelled appointments Figure 119: Associated Clinical Events with cancelled section 8. If required, to accurately reflect a reduced number of patients, type a new number in the clinic s Patients field. Figure 120: Clinic number of patients Ncompass Clinical Scheduling v

103 In a Calendar view or a My Events page, the appointment appears with a cancelled status. Figure 121: My Events with clinic and cancelled appointment Figure 122: Calendar view with clinic and cancelled appointment Changes made to a clinic are not made to any cancelled associated appointments. For example, if you change the clinic date, the cancelled appointment will remain on your calendar under the original date. When you open the updated clinic, you will still see the cancelled appointment even though your clinic has been moved. Ncompass Clinical Scheduling v

104 Uncancelling Cancelled Appointments To undo the cancellation of an appointment, select it from your calendar, the My Events page, or from the Clinic Details page, and in the appointment s Event Tool Bar, click. When you undo the cancellation of a cancelled appointment, any changes previously made to the clinic will be applied to the patient appointment at that time. Ncompass Clinical Scheduling v

105 Create a P2P Clinical Event from an Associated Appointment If a consultant asks you to book an appointment for only one of the patients attending a clinic, it is possible to create a standalone appointment by copying an existing associated appointment. For point-to-point clinics, you can copy an individual patient appointment to create a new appointment that is not associated with a clinic. You cannot copy an associated appointment and must contact OTN Customer Care - Scheduling Coordination for assistance if the clinic: Is multi-point. Involves a non-member system or a system with a dial-in or dial-out ISDN connection type. 1. To open an associated appointment s Event Details page, click its Event ID in the Associated Clinical Events section of the Clinic Details page. Figure 123: Associated Clinical Events links The Event Details page loads for the selected appointment. 2. To create a new, independent event, click in the Event Tool Bar. A dialog box appears asking you to confirm the copy request. Figure 124: Copy associated event dialog box Ncompass Clinical Scheduling v

106 3. To continue with the copy and create a new event, click. Ncompass creates a new P2P clinical event and its Edit Event Details page appears with: A new Event ID with a status of Tentative. Details copied from the original clinic (same date, time, and systems). A success message at the top of the page. Ncompass clears the Event Log field and then adds a new log message with the user id, creation date, time, and original appointment s Event ID. Figure 125: P2P event created from associated appointment The new clinical event requires the normal approval process of a point-to-point clinical event. See Approving Your Participation in a P2P Clinical Event on page If you change your mind and do not want to copy the event, click. Ncompass returns you to the original appointment s Event Details page. Ncompass Clinical Scheduling v

107 Attaching Files Attachments are document files or graphics uploaded to: A stand-alone clinical event. An 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 Supporting Materials panel where you can manage attachments: i) Open the event you want to attach files to. ii) Click in the Event Tool Bar. (This button appears after you initially save an event.) Figure 126: Edit details screen with supporting materials section Ncompass Clinical Scheduling v

108 Adding an Attachment 1. From the View Event Details page, click in the Event Tool Bar. Ncompass displays the Edit Details page, which contains a Supporting Materials section. This section shows the number of files attached and the amount of space available. Figure 127: Supporting materials section showing space available 2. For each file you want to attach, click. A new set of fields appear each time you click a row for each attachment. Figure 128: Add attachments browse for file 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 participants will understand the subject and purpose of the attachment, type a meaningful note in the Description field. 5. To validate the file and attach it, click in the Event Tool Bar. Ncompass validates the attachment as follows: Checks that the same file is not already attached. Checks that it is an acceptable file type 7 (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, Ncompass attaches the file and displays a success message. If there are errors, Ncompass does not attach the file and displays an error message. 7 Ncompass does not accept unsafe file types such as.exe,.vbs,.tmp, etc. For a full list of unsafe file types, refer to the Microsoft Office s Outlook support web site. Ncompass Clinical Scheduling v

109 6. To return to the View Event Details page, click in the Event Tool Bar. The View Event Details screen appears and the Supporting Materials section contains a list of the attached files. The file name and its associated paperclip image are links to open or download the file. Figure 129: Add attachment - completed The Return to Event function does not save the event. If you have added an attachment always click before returning to the event. Ncompass Clinical Scheduling v

110 Deleting an Attachment 1. From the View Event Details page, click in the Event Tool Bar. Ncompass displays the Edit Details page, which shows the number of files attached and the amount of space available in the Supporting Materials section. Figure 130: Delete attachment supporting materials section 2. For each file that you want to delete, select the file by clicking its select box ( ) in the Remove column within the Supporting Materials section. 3. To delete the attachment(s), click in the Event Tool Bar. Ncompass 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. 4. To return to the View Event Details page, click in the Event Tool Bar. The Return to Event function does not save the event. If you have deleted an attachment always click before returning to the event. Ncompass Clinical Scheduling v

111 Opening or Downloading Attachments In the View Event Details screen, 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 choose Save Target As. Figure 131: Supporting materials with attachments Ncompass Clinical Scheduling v

112 Creating a Series of Clinics This feature is like the copy feature but allows you to make multiple copies of your clinic, schedule them to occur daily, weekly, or monthly and link them as a series. You can create a recurring series only after you have scheduled the original clinic. You cannot create a recurring series from a clinic if: The clinic involves a non-member system or a system with a dial-in ISDN or a dial-out ISDN connection type. The clinic was created as an invitation event via the OTNhub Videoconference service. (Also known as a guest link or OTNinvite event.) If an event is part of a series: A recur symbol ( ) appears in the clinic s title bar in an Event List. A Frequency and Series ID appears in the Clinic Details. You can create, edit, cancel, or view a list of events within a series. Figure 132: List of Recurring Events for a series ID Figure 133: Clinic event details with series ID and frequency Ncompass Clinical Scheduling v

113 Recurring a Clinic Note 1: When you create a series of recurring clinics, the new, copied clinics in the series do not include the original clinic s: Patient appointments Attachments After creating the series, you need to individually open each clinic in the series to associate patient appointments or add attachments. Note 2: Patient numbers are carried across the series only when you create the series. After you create the series of recurring clinics, you can update patient numbers for each associated appointment. 1. To begin creating the series, open the clinic you want to recur and click in the Event Tool Bar. The Recur Event screen appears with the reservation details and recurrence options. Figure 134: Clinic recurrence options 2. To identify the frequency of the recurring time period, click the Recur drop-down field and select Daily, Weekly, or Monthly. Additional fields appear that allow you to select the interval between occurrences. Figure 135: Recur daily Figure 136: Recur weekly Figure 137: Recur monthly As with all Ncompass clinics, new clinics in the series can only occur during regular business hours Monday to Friday, 7:00 a.m. to 7:00 p.m. EST. Ncompass Clinical Scheduling v

114 3. If you selected Daily or Weekly, type a value in the Every day(s) field to identify the number of days or weeks between occurrences of the marked time. If you selected Monthly, click the appropriate drop-down fields to select the day of the week and the weekday on which you want the series to occur. For example, if the clinic always occurs on the last Friday of every month, set the fields as follows:. 4. To identify the number of times you want the event to re-occur in your calendar, type a value in the End After field. This is the number of occurrences you want in addition to the original clinic. You can create events up to a maximum of one year in advance. For example, if you create a monthly series that occurs once a month, Ncompass will create a maximum of 12 events in the series. 5. Click. An Event Recurring Information Confirmation screen appears with the details of your request. Both available dates and conflicts are listed (available dates in green text, conflicts in red text). Figure 138: Event Recurring Information Confirmation 6. Check the dates carefully and review any conflicts before confirming. If too many events are in conflict, you might want to try a different time or date range for the series. To return to the recurrence screen so you can change the recurrence details, click. If you decide to not create the recurrence, click to return to the Clinic Details. Continued on next page Ncompass Clinical Scheduling v

115 After you click Schedule Recurrence, you cannot change the type of recurrence and some rules apply. See Editing a Series on page If the dates are correct, click to create the recurring clinics. Ncompass creates the recurring clinics. The original clinic and all of its recurring events become part of a new series, with a unique Series ID. If a recurred clinic is created without a conflict, Ncompass creates the new clinic, assigns a Scheduled status and schedules it. If a recurred clinic has encountered a conflict, Ncompass creates the new clinic and flags it with a conflict error message, assigns a Tentative status and does not schedule it. Figure 139: Clinic recurrence successful Ncompass Clinical Scheduling v

116 Viewing a List of Recurring Events for a Series ID The list of recurring events for a series feature displays events that involve one of your systems or that you have created and that belong to a specific series. There are two ways to generate a list. In the Quick Search section of the left navigation panel, type in the complete Series ID and click. Ncompass looks for an exact match. Therefore, do not use a partial number for your search. If no match is found, Ncompass displays an error message. In the Clinic Details page the Series ID appears as an active link. Click the link to view a list of all clinics in the series. Figure 140: Quick search series ID Figure 141: Series ID link in clinic details The list includes all events originally scheduled in the series even those individual clinics that have been changed and no longer receive series updates. Recurred clinic exempt from series changes Figure 142: List of recurring events for a series Ncompass Clinical Scheduling v

117 Editing a Series or a Clinic in a Series You cannot edit the recurrence frequency for a series (daily, weekly, or monthly). You must first cancel the original series and then create a new recurring series. When you edit a series: Only future events within the series are changed. Events that have already taken place remain unaffected. Individual clinics within the series that have been previously edited or canceled remain unaffected. You cannot edit Patient Number, attachments, or patient appointments. (To change these fields, you must edit each individual clinic see below.) When you edit a single clinic within a series: You can edit Patient Number, attachments, and patient appointments without affecting its status in the series (i.e., the clinic will still receive updates made to the series). Except for the above, an edited 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. Before editing a series, view a list of recurring events in a series so you know which events will not receive series updates. Except for the rules stated above, the steps to edit a clinic in a series are similar to the standard edit process. For instructions, refer to: Clinics with no patient appointments: Editing via View Clinic Details on page 65. Editing via Edit Clinic on page 69. Clinics with patient appointments: Editing via View Clinic Details on page 84. Editing via Edit Clinic on page 90. Before you can access the Edit Clinic page, you must first choose whether you want to edit the individual clinic or edit the series. Figure 143: Edit Event dialog box Ncompass Clinical Scheduling v

118 Cancelling a Series or a Clinic in a Series When you cancel a series: Only future events within the series are canceled. Events that have already taken place remain unaffected. Individual clinics within the series that have been previously edited or canceled remain unaffected. You cannot un-cancel a cancelled series. (You can create a new series.) When you cancel a single clinic within a series: 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. Before cancelling a series, view a list of recurring events in a series so you know which events will not receive the series cancellation. Except for the rules stated above, the steps to cancel a clinic in a series are similar to the standard cancellation process. For instructions, refer to: Cancelling an Event on page 46. Cancelling a Clinic with Associated Appointments on page 94. Before you can access the Cancel Clinic page, you must first choose whether you want to cancel the individual clinic or cancel the series. Figure 144: Cancel Event dialog box Ncompass Clinical Scheduling v

119 Requesting Assistance Use this feature when you need to contact OTN Customer Care - Scheduling Coordination to help you set up or schedule a clinic or clinical event. The request assistance function works the same for both point-to-point clinical events and Ncompass clinics. After you save an event, a Request Assistance button appears in the Event Tool Bar. Figure 145: Request Assistance button in Event Tool Bar Ncompass opens a new message window using your default program (e.g., Outlook) and pre-populates some of the fields and the message body. Figure 146: Request assistance The To field is prepopulated with the address for OTN Customer Care - Scheduling Coordination. The Subject field includes the unique Event ID and identifies the as an assistance request. Answer the questions in the body of the and you can type additional information or include attachments. Do not include any patient information in the . At the bottom of the message body is a link 8 to the Ncompass View Event Details page for the appointment. 8 recipients must be logged in to Ncompass for the link to work. Ncompass Clinical Scheduling v

120 Reconnecting or Joining Late in a Multi-Point Event If you participate in a multi-point event you can reconnect or join late. For example, if your system disconnects during the videoconference or if you will be joining after an event as started. Connecting via an evisit Personal System While signed in at otnhub.ca, locate the event in your Videoconference calendar, go to the current day s Events List or the Event Details and click the Call button ( ). The Call button is active for the duration of the event. Mute your microphone ( ) immediately after joining the call (unless you are the speaker). If you cannot reconnect, contact OTN Technical Support, provide the Event ID and your system name and ask them to connect your system to the event. Connecting via a Room-Based System 1. Pick up the remote control and press the MUTE button. This ensures that your image will not inadvertently appear on screen when you first connect. (After you have connected, when you re ready to broadcast your video image, unmute and start talking). 2. Using the remote control, enter the Event ID. The system checks to ensure this system is part of the event in progress. (For detailed instructions about using a room-based system s remote control, visit training.otn.ca and go to OTN Training Centre > Resources > Remote Resources.) Tandberg TRC4 Tandberg TRC5 Tandberg EX Polycom Group Series Polycom HDX Polycom VSX 3. When successfully confirmed as part of the event, the room-based system is connected to the event that is already in progress. If Ncompass cannot connect your system, an error message appears and you need to contact OTN Technical Support, provide the Event ID and ask them to connect your system to the event. Ncompass Clinical Scheduling v

121 Some Important Things to Remember Communication between sites is of utmost importance. Failure to communicate and understand what the other sites are capable of managing can cause the clinic to fail. Communication needs to take place when arranging, changing, or cancelling the clinic or any associated patient appointments. Ncompass clinics can be modified by all the clinical self-schedulers involved. Each participating site can add and modify patients, and all can edit any detail of the clinic as required. Ncompass clinics are clinical videoconference calls. That is, they represent all sites connected at one time, not all sites connected one after the other. Ncompass Clinical Scheduling v

122 Clinical Scheduling Best Practices Some videoconferencing systems are in multi-purpose rooms or part of a mobile medical cart. For privacy and security reasons, it is important that you properly schedule the system and communicate event details and any changes to all participants. In addition, these best practices help ensure efficiency, productivity, and organization. Not following these guidelines can result in missed appointments, clinic disruptions, and potentially disappointed physicians and patients. The Basics Communication and Participant Approval The following are very important when scheduling your clinical events: 1. Get approval from the other site before including them in your clinic. 2. Make sure participant sites provide you with their site and system number. 3. Ensure participant coordinators can print out patient information from Ncompass directly. 4. Determine how clinic details will be communicated, including patient confirmations, and any scheduling changes that take place either within the clinic or within its individual appointments. Let s review these best practices and how they can affect your clinic: 1. Get approval from the other site before including them in your clinic. If you add another site s videoconference system to your clinic without their prior approval, two things will happen: i) Their system will be reserved, preventing it from being used for any other event and the coordinators at this site will not be able to attend other events. ii) All the patients in your clinic will become visible to the Ncompass clinical coordinators for that system a potential privacy violation. 2. Make sure participant sites provide you with their site and system number A lot of sites have many videoconference systems. It s important for the participant coordinator to let you know which one they want to use. Selecting an incorrect system can cause a privacy violation. Ncompass Clinical Scheduling v

123 3. Ensure participant coordinators can print out patients from Ncompass directly Some sites rely solely on fax machines for confirming patient appointments. If the coordinator at the other site cannot print out your patients, then they may assume that the appointment has never been confirmed if they do not receive a fax. When the patient arrives, the coordinator may not be available to participate and your physician will need to reschedule. 4. Determine how clinic details will be communicated, including patient confirmations, and any scheduling changes that take place with either the clinic as a whole or with individual patient appointments. This is a very important step in the process of clinical self-scheduling (especially the first time you work with another site). You need to ensure that both sides agree to notify each other when changes are made and when patients are confirmed. i) You can choose to agree to notify the other coordinator when: all patients are confirmed; or after each patient is confirmed. This will assist the coordinator to know when to print out the clinic details so that they are prepared to manage the patients at their end. ii) You also need to ensure that both sides will communicate any changes to the event. For example, if either site changes their system then they need to be sure that the other site is aware. Failure to do this could result in connecting to the wrong system. This could result in the cancellation of the clinic all together. iii) Changes to patients should be communicated. It would be very frustrating for either party if appointments were cancelled and not communicated, or if patient information was changed and all sites were not aware. Cancelling a Self-Scheduled Event If your event will not occur as planned and has a status of Pending Patient Approval or Scheduled, it is best practice to cancel the event and then create a new one with the proposed new date and time. (See Cancelling an Event on page 46 or Cancelling a Clinic with Associated Appointments on page 94.) If you are the event requestor, cancel the event using Ncompass, identify the appropriate cancellation code and notify all participants. If the event was organized by someone else, contact the event requestor about the cancellation so all participants can be notified. For multi-point events: The event requestor must cancel it at least five minutes before the event s start time. If less than five minutes remain before the event starts, the event requestor must contact OTN Customer Care - Scheduling Coordination to cancel the event. Failing to cancel an event can lead to privacy incidents. If you must cancel a bridged event; be sure to notify ALL participating sites about the change. Ncompass Clinical Scheduling v

124 Notifying Participants It is best practice to arrange a communication process with all participants in an event. It is important to note that not all participants have access to Ncompass. OTN s preferred method of communication is through the Ncompass Notify Participants feature, which automatically s all participants. It is best practice to use two methods of communication if changes are being made to an event within 48 hours of the scheduled time. Place a phone call to the participants involved AND using the Ncompass Notify Participants feature. This will ensure that crucial last-minute information is communicated to all participants. Modifying an Event If you need to remove or change a participating system, it is best practice to modify the event. (See Changing Systems and System Contacts on page 37). If you are organizing the event (i.e., the event requestor ), modify the event using Ncompass. Remove, change, or add the correct system. Place the event back into a scheduled status. Notify all participants of the modification. Remember: You must modify it at least five minutes before the event s start time. If less than five minutes remain before the event starts, contact OTN Customer Care - Scheduling Coordination to modify it for you. Do not modify a previously cancelled event. It is standard practice to copy the cancelled event and then schedule it for the new time frame. Modifying an Ncompass Clinic If you need to remove or change a participating system, it is best practice to modify the clinic. To remove a system, see Modifying a Clinic using the Edit Clinic Page on page 69. To change a system, see Changing Systems and System Contacts on page 66. If you are organizing the clinic (i.e., the clinic requestor ), modify the clinic using Ncompass. Remove, change, or add the correct system. Place the event back into a scheduled status. Notify all participants of the modification. Remember: You must modify it at least five minutes before the event s start time. If less than five minutes remain before the event starts, contact OTN Customer Care - Scheduling Coordination to modify it for you. Do not modify a previously cancelled clinic. It is standard practice to copy the cancelled clinic and then schedule it for the new time frame. Ncompass Clinical Scheduling v

125 Asking OTN to Cancel a Self-Scheduled Event 1. Event is created by an Ncompass user, 2. OTN Customer Care - Scheduling Coordination receives a cancellation request from: a. the patient or b. one of the sites involved 3. OTN Customer Care - Scheduling Coordination will look at the date of the event to determine which course of action to take. a. If the date of the event is greater than 48 hours away, OTN Customer Care - Scheduling Coordination will ask the caller/customer to contact the event requestor (that is, the program that self-scheduled the event) to notify them of their need to cancel. OTN will NOT cancel the event. OTN will record in the Ncompass event s log notes that a participant wished to cancel the event, but that we directed the customer to contact the event requestor. OTN will send a Notify Participants to the appropriate contacts involved letting them know that: i. OTN was notified. ii. The participant was directed to notify to the event requestor. b. If the date of the event is within 48 hours, OTN Customer Care - Scheduling Coordination will ask the caller/customer to contact the event requestor to notify them of their need to cancel. OTN will cancel the event within Ncompass to free up the resources. OTN will send a Notify Participants to the appropriate contacts involved letting them know that: i. OTN was notified. ii. The participant was directed to notify to their program. iii. OTN has cancelled the event within the tool to free up the resources, AND iv. The event requstor (that is, the program that self-scheduled the event) is responsible for contacting the event participants. For example, if a TM Coordinator is the customer advising OTN Customer Care - Scheduling Coordination that a consultant is cancelling their clinic, and they were not the creator of the events in Ncompass: OTN will cancel the events in Ncompass. OTN will notify the event requestor of the cancellation following the best practice of placing a phone call and sending a Notify Participants . Ncompass Clinical Scheduling v

126 Appendix A: Ncompass 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. Each site has a unique civic address belonging to an OTN member organization and is assigned a unique OTN ID (also known as OTN Site ID). 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 Community 3 letter abbreviation for city/town of system s location Member 2-4 letter abbreviation or acronym of actual member name CCC_MMMM_nnnn_SSSS_xxx OTN ID 4-6 digit unique site identifier Site name 2-4 letter abbreviation or acronym of actual site name System number 2-3 digit number assigned to each system, starting at 001, incremented by one Example of System Name TOR_LHC_012345_ABCH_001 Toronto First system Leaside Health Sciences Centre OTN ID (also known as OTN Site ID) ABC Hospital Ncompass Clinical Scheduling v

127 Appendix A: Ncompass Registries Searching the Site/System Registry The search criteria and the search results are different, depending on whether you accessed the search via a self-scheduling screen or via the calendar. 1. To search for a site or system click or (beside a host system or participant system field). A Search Site/System window appears. Figure 147: Search form via self-scheduling site/system Figure 148: Search form via view calendar site/system 2. There are several search criteria available that you can use alone or in combination. See Site/System Registry Fields for: All Site/System Searches on page 128. Site/System Searches in Calendar View on page 129. 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 Ncompass looks for an exact match with all your search criteria before it will give you any results. The fastest way to locate a site is to search using the OTN ID in the Name field. 3. After selecting your search criteria, click. A list of matching site and system names appear below the Search Site/System section. If you searched while self-scheduling, only the system names are active links. If you searched to change the calendar view, both the site and system names are active links. Ncompass Clinical Scheduling v

128 Appendix A: Ncompass Registries Figure 149: Search results - self-scheduling site/system Figure 150: Search results - view calendar site/system 4. If you searched: i) While self-scheduling and filling in a field, to automatically fill the field with a specific system, click the system name in the list. (Site names are not linked.) ii) While changing the calendar view, to reload the calendar with a specific site s or system s activity, click a site or system name in the list. Site/System Registry Search Fields For all Site/System Searches (in order of appearance). Field used in search Name Tips Ncompass searches for a match within either the site or system name. The OTN ID is part of the system name, therefore you can search using the OTN ID in this field, 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. OTN ID (also known as Site ID) Address, Postal Code Region City Connection Speed If you know the system is part of OTN, search using the site s OTN ID number (e.g., 0014 or ). See Site/System Registry on page 126. Consult your OTN Contact List for OTN ID numbers. If you know the street name or postal code, type the full or partial information in the relevant field. If you know the region, select it from the Region drop-down list. If you want to find all the sites/systems that reside in a specific city, type the full or partial name in the field. For example, to include North Bay in the search, type Nor in the City field. To search for only systems that connect at a specific speed, select the desired speed from the drop-down list. Continued on next page Ncompass Clinical Scheduling v

129 Appendix A: Ncompass Registries Field used in search System Type Bridge Required Clinical Use. Administrative Use Educational Use Portal Calling Activated Notes contain Tips 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. Defaults to Either. To confine your search to systems that: Always require a Bridge, select Yes. Do not require a Bridge, select No. Defaults to Either. To confine your search to systems that are: Available for a specific usage type, select Yes. Not available for a specific usage type, select No. Note: Currently, the usage type fields are not populated with 100% accuracy for all sites. Therefore you might see a site flagged for clinical events that actually isn t available for clinical activity. Contact the site s TMC to confirm a site s availability. Defaults to Either. To confine your search to systems that are: Enabled for portal calling, select Yes. Not enabled for portal calling, select No. If you know there are specific words in a system s note field, type them in this field. Additional site/system registry fields for searches while in calendar view (in alphabetical order). Field used in search Connection Type Dialing Alias Tips 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. To search for a system 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 (do not type ). Continued on next page Ncompass Clinical Scheduling v

130 Appendix A: Ncompass Registries Field used in search Site Class Tips 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. No special bridge handling requirements, select No. Special Handling Notes contain System Status 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. If you know that a system is in a specific phase of coming onboard, search using the System Status field. Active Not Certified Being Tested Certified Failed Certification Inactive Not In Use Decommissioned System is live and can be scheduled into events. System in development; specifically it is in CRM and synchronized to TSM. System in development; specifically it is set to begin the certification process. System in development; specifically it has passed OTN Technical Support certification. System in development; specifically it did not pass OTN Technical Support certification. Temporary status; system was active at some point but for various reasons it is temporarily unavailable. Permanent status; system previously might have had any status but it will not be used again (e.g., duplicate, mistake). 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). Ncompass Clinical Scheduling v

131 Appendix A: Ncompass Registries Updating Site/System Information You cannot directly edit site/system information. However, you can request an update. The update request function is available from a View Site or View System screen, which you access via a search results list. For instructions about performing a search, see Searching the Site/System Registry on page 127. You can request updates to the following information: Site Notes Directions to Site (English) Directions to Site (French) System Room Fax Phone System (active status) Clinical use (indicator) Administrative use (indicator) Education use (indicator) Notes Contacts To request updates for information not listed in the above table, contact your OTN regional manager or OTN Customer Care - Scheduling Coordination. For instructions about requesting an update for a contact associated with a system, see Updating Contact Information on page To initiate an update request, perform a system search and from the search results list locate the site or system name and click the View link ( ) beside it. A View System or View Site screen appears. Figure 151: Search results list Figure 152: View system screen Continued on next page Ncompass Clinical Scheduling v

132 Appendix A: Ncompass Registries 2. To access the System Update form, click in the View System screen. An Update System or Update Site screen appears. Figure 153: Update system screen 3. Review the information and make any necessary updates. 4. To submit the request, click. Ncompass sends an containing your update request to OTN. Ncompass Clinical Scheduling v

133 Appendix A: Ncompass Registries Contact Registry The Contact Registry contains information about the people who participate in events. When you select a Contact, a Consultant, or a Requestor, Ncompass 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., , 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 using only the name. Searching the Contact Registry 1. To open a search contact window, click (usually beside a field which requires a person s name). A Search Contact screen appears. Figure 154: Requestor search form Figure 155: Consultant search form 2. To search the Contact Registry, there are several search criteria available, which you can use 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 Ncompass 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. Ncompass Clinical Scheduling v

134 Appendix A: Ncompass Registries Contact Registry Fields (in order of appearance) Search criteria Name Instructions 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 Event Type Contact Status City If you are looking for a requestor of a specific type, select the appropriate checkbox(es). You can select multiple contact types for one search. However, Ncompass 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. This field appears only if you are searching for a consultant in a clinical event. If you are looking for someone who has previously serviced a specific event type, click the field s button and select the desired type. The default is Active. If you want to search for only contacts that have a specific status, select the appropriate checkbox(es). You can select multiple contact types for one search. If you know only the city of the contact, type the full or partial name of the city 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. 3. After selecting your search criteria, click at the bottom of the screen. Ncompass Clinical Scheduling v

135 Appendix A: Ncompass Registries A list of matching names appears below the Search Contact section. Figure 156: Contact search results list Ncompass lists a maximum of 100 contacts on screen. If a warning message appears, change your criteria to narrow the search and try again. 4. If a contact entry includes a note, to view the full note, hover your cursor over the entry s Note field (). A small pop-up displays the note s complete contents. 5. If you searched for the contact while filling in a field, to automatically fill the field with a specific contact, click the contact s name in the list (). 6. To view details about a contact, click the View link ( ) beside a listed item. 7. If you do not find the contact, Ncompass has not found a match in its registry. Try the following: Check for typos. Simplify your search to broaden the scope. For example, if you re looking for Kyoko Tanaka, type Ky and Ta in the first and last name fields respectively. Remove any additional search criteria you may have initially used. OTN makes every reasonable effort to ensure accurate Ncompass contact information. This depends on our members supplying us with up-to-date names, phone numbers, and addresses. 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. Ensure your TSM/Ncompass contact information is up-to-date. See Updating Contact Information on the next page. Ncompass Clinical Scheduling v

136 Appendix A: Ncompass Registries Updating Contact Information You cannot directly edit contact information. However, you can request an update. The update request function is available from a View Contact screen, which you access via a search results list. For instructions about performing a search, see Searching the Contact Registry on page To initiate an update request, perform a contact search and from the search results list locate the contact s name and click the View link ( ) beside it. A View Contact screen appears. Figure 157: Search results list Figure 158: View contact screen 2. To access the Contact Update form, click in the View Contact screen. An Update Contact screen appears. Figure 159: Update contact screen 3. Review the information and make any necessary updates. 4. To submit the request, click. Ncompass sends an containing your update request to OTN. Ncompass Clinical Scheduling v

137 Appendix B: 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. Ncompass Clinical Scheduling v

138 Appendix B: Conference Modes Sample Screen Layouts Full Screen Side by side (or ) Full-screen main video plus an indicator showing the number of additional participants Recommended for a two-site conference or for participant systems when: Lecture mode is selected. A PowerPoint presentation is being broadcast. 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 One large video panel plus a single row of thumbnails. A maximum of 7 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 One large video panel plus up to three rows of thumbnails. 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. Ncompass Clinical Scheduling v

139 Glossary accredited An accredited event has been reviewed and meets criteria established by governing organizations and bodies such as: The College of Family Physicians of Canada The Royal College of Physicians and Surgeons of Canada American Medical Association European Council for Continuing Medical Education When a participant attends an accredited event, they can accumulate Continuing Medical Education (CME) credits. In Ncompass, although you can indicate an event is accredited, that information is not tracked or reported on. administrative event auto-initiate bridge clinical event CME See meeting event. An Ncompass feature that enables events to start and end automatically without manual intervention. This means that if you schedule an event to start at 8:00 a.m., all the systems involved will automatically connect at that time (providing the videoconferencing systems are powered on). A Multi-point Control Unit (MCU) which is a hardware device that merges 3 or more video/audio streams into one, enabling groups of end-users to join together in a single, multi-point videoconference session. A bridge acts like the hub of a wheel, bringing together the spokes (or in this case, the individual sites in a videoconference). A bridge can also be used as a gateway. An event that directly or indirectly discloses patient information. Continuing Medical Education refers to a specific form of continuing education that enables health care professionals to maintain their competence and learn about new and developing areas of their field. Health professionals can accumulate CME credits when they attend accredited videoconference educational events. If specified by an event s requestor, Ncompass can indicate that an event is accredited, however it does not track CME credits for users. Ncompass Clinical Scheduling v

140 Glossary codec Within the context of OTN videoconferences, the term codec refers to the video conferencing unit. In a generic context, it is an acronym for COder/DECoder and refers to a device or program which compresses outgoing video transmissions and decompresses incoming video transmissions so that the transmitted signal uses less bandwidth. continuous presence educational event event access gatekeeper gateway group clinic learning event meeting event multi-point A term used to describe the video screen layout at the host and participant sites during a videoconference. Continuous presence refers to a split-screen format where all sites are visible to each other by dividing the screen into separate panels. (Compare with voice activated.) See learning event. A field in Ncompass that determines whether participants can register/deregister their own systems for the event. A hardware device which registers end-points, controls their interaction, and logs their activity. A hardware device which acts as a translator in a videoconferencing network. It enables connectivity between systems with both On-Net and Off-Net connection types (applies to both IP and ISDN). A classroom-style of clinic, where several patients are seen all at once. In group clinics, all patients attend the appointment at the same time for the same duration. (Compare with serial clinic.) Learning (or educational) events supported by a telemedicine network include a wide variety of educational opportunities that enhance learners skills, attitudes, and knowledge. Some examples of educational events are conferences, workshops, interest group sessions, training programs, or lunch and learn sessions. Meeting (or administrative) events are videoconferences between two or more parties where the content involves organizational, operational, or management content. Examples include committees, working groups, project status reports, or interviews, etc. A videoconference event that involves three or more systems. A multi-point event requires a bridge. All multi-points have set start and end times and must be scheduled at least five minutes before the event s start time. Ncompass Clinical Scheduling v

141 Glossary organizer OTN point-to-point (P2P) private event public event requestor scheduling serial clinic TMC An organizer in Ncompass is the person who is entering the event information into Ncompass so that others know who to contact if they have questions or wish to join. Ontario Telemedicine Network is one of the largest telemedicine networks in the world, helping to deliver clinical care and distance education among health care professionals and patients using live, two-way videoconferencing systems and related diagnostic equipment. An event that takes place between two videoconference systems. Point-topoint calls that do not require a bridge 9 can be scheduled at any time and provide users with portal calling features (e.g., click-to-call). The host registers the sites that will attend the event. It is also the host s responsibility to contact all the participants that are registered. The event is published in Ncompass and participants can register their own system to the event. See organizer Self-Scheduling Trained users arrange and schedule their own telemedicine sessions using OTN s Ncompass scheduling tool. Assisted Scheduling Members and schedulers work together to arrange the telemedicine event. For example, a member initially makes all of the arrangements. After that, centralized schedulers enter the information into TSM and schedule the event. A series of back-to-back patient appointments seen during one video call. In serial clinics, patients attend the appointment one after another. (Compare with group clinic.) Telemedicine Coordinator The person who coordinates the telemedicine activity, uses Ncompass and interacts with OTN Technical Support. The TMC acts as a site specific telemedicine specialist and is informed and trained on all telemedicine equipment and protocols and serves as a resource for their organization. The TMC can also be referred to as a site coordinator. With respect to educational or administrative events, the TMC may or may not be involved with the organization of the event from beginning to end. The TMC assumes the specific roles of booking (reserving) their videoconference system and camera (as required) as well as perform scheduling work. Another role that is sometimes assumed is the promotion of the event within the TMC s own organization. 9 For example, a bridge is required if the videoconference involves a non-member system. Ncompass Clinical Scheduling v

142 Glossary TSM voice activated Telemedicine Service Manager A software application developed by OTN to support the scheduling of telemedicine events. OTN Customer Care - Scheduling Coordination uses TSM to keep track of telemedicine events, reserving the systems involved, managing communications with participants, and handling arrangements for programming the bridge. 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. 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). A term used to describe the video screen layout at the host and participant sites during a videoconference. Voice activated refers to a format where the video screen shows only one, full-screen view. Participating sites see the individual who is currently speaking and the site that is currently speaking sees the site of the individual who last spoke. (Compare with continuous presence.) Ncompass Clinical Scheduling v

143 Index A age group assoc. clinical event, 75, 100 Ncompass clinic, 55 P2P event, 15 alias, dialing, 129 appointment type clinic, associated appointment, 76 clinical event, 16 approval clinical event, 24 revise, 42 assistance, request, 119 attachment, adding, 108 deleting, 110 download/open, 111 B best practices cancelling, 123 communication, 122 notifying participants, 124 C calendar clinic, 57 clinical event, 17 cancel associated appointment, 101 clinic with appointments, 94 event/clinic, 46 undo, 48 change. See modify change system clinic, 66 clinical event, 37 clinic type, 56 clinic, Ncompass, clinic, series, recur, 112 clone. See copy communication, conference mode, 62, 137 confirm associated appointment, 81 clinical event, patient, 31 conflicts, 26 consultant contact clinic, 54 clinical event, 13 system clinic, 58, 66 clinical event, 18, 37 contact patient associated appointment, 76 clinical event, 21, 33 contact registry fields, 134 search, 133 update, 136 continuous presence, 137 coordinators, clinical event, 20 copy associated appointment, 105 clinic, 70 clinic with appointments, 91 clinical event, 44 create associated appointment inside clinic, 74 outside clinic, 105 clinic, 53 clinical event (P2P), 11 multi-point clinic, 62 credit, reporting, 62 D date clinic, 57 clinical event, 17 details clinic, 56 clinical event, 16 dialing alias, 129 download attachment, 111

144 E edit. See modify contact information, 136 details, 108 site/system information, 131 edit vs. revise, 36 elective, priority code, 17, 57, 76 notify participants, 28, 82 receive from Ncompass, 30 end time clinic, 57 clinical event, 17 error message conflicts, 26 marked time, 27 event reconnect, 120 event details, clinical, 16 event log associated appointment, 76, 100 clinic, 61, 68, 89 clinical event, 22, 39 F French, patient letter, 34 full log clinic, 68, 89 clinical event, 39 full screen, 137 G group clinic, 9, 56 I initiating system, 17 L layout, video screen, 62, 137 lecture mode, 137 letter, patient, 34 log associated appointment, 76, 100 clinic, 61, 68, 89 clinical event, 22, 39 M marked time, 27 mode, conference, 137 modify associated appointment, 99 clinic, 65 clinical event, 36, 41 number of patients, 67, 87 who will contact patient, 40 multi-point reconnect, 120 multi-point clinic, create, 62 My Systems, 18 N Ncompass clinic, notify participants, 28, 30, 82 patient, 34 number of, patients, 60, 67, 87 O organizer. See requestor other coordinator clinical event, 21 P P2P clinical event, participant system clinic, 58, 66 clinical event, 37 participants clinic, 54 clinical event, 13 notify, 28 patient associated appointment, 75 clinic, 60 clinical event, 14 confirm associated appointment, 81 clinical event, 31 contact associated appointment, 76 clinical event, 21, 33 letter, 34

145 notify, 34 privacy, 8, 10 revise approval, 43 system clinic, 58, 66 clinical event, 18, 37 who will contact associated appointment, 76 clinical event, 21 patients, number of, 60, 67, 87 PHIPA, 8 prerequisites, clinic, 52 print event/clinic, 45 patient letter, 34 priority code, 17, 57, 76 privacy, 8, 10 purpose clinic, 57 clinical event, 17 R reason, cancellation, 46 receive , 30 reconnect multi-point, 120 recur, clinic, 112 registry contact, 133 patient, 14, 75 site, 126 reporting credit, 62 request assistance, 119 requestor, 10 clinic, 54 clinical event, 13 resolve conflict, 26, 27 revise, clinical event, 36, S save clinic, 63 clinical event, 23 schedule clinic, 63 clinical event, 31 search contact registry, 133 patient registry, 14, 75 site/system registry, 126 self-scheduling, 9 serial clinic, 9, 56 series, clinic, 112 show log clinic, 68, 89 clinical event, 39 site/system registry update, 131 site/system registry fields, 126 all searches, 128 calendar search, 129 split screen, 137 start call auto clinic, 57 clinical event, 17 start time clinic, 57 clinical event, 17 supporting materials, 107 system change, 37, 66 clinic, 58 clinical event, 18 revise approval, 42 T template, patient letter, 34 title, event, 16, 56, 100 TMC, 10 U un-confirm associated appointment, 81 clinical event. See revise undo cancel associated appointment, 104 clinic, 97 clinical event, 48 update contact information, 136 details, 108 site/system information, 131 urgent, priority code, 17, 57, 76 V voice activated, 137

146 W warning message conflicts, 26 marked time, 27 who will contact patient associated appointment, 76 clinical event, 21

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