Dart Clinical Portal Administration Guide
Overview
Ideagen Clinical Portal is a web based Clinical Portal / Content Viewer that provides secure access to a unified view of a patient’s clinical information through seamless integration with an unlimited number of disparate source systems such as:
• Diagnostics (Pathology, Radiology, Cardiology, Physiological Measurements)
• Theatres, Endoscopy, Ophthalmology
• A&E
• Electronic Document Management
• Digital dictation voice recognition
• Order communications
• eHandover
• Ward/task management
• eRostering
• Human Resources
• In house systems/databases
Information is provided using fully configurable dashboards and custom tiles. The layout and configuration of dashboards may be different for different customers, roles or even individual users.
Note: for information on accessing/navigating Ideagen Clinical Portal see the User Guide.
Tiles are designed and created during system implementation. However, additional tiles can be created by individual organisations’ technical teams, with assistance from Ideagen Plc if required.
If information is fed into Ideagen Clinical Portal via the Mirth Integration Engine or is accessible via another method such as web services, it can be presented in a wide variety of ways through a custom tile – for example, lists, counters, graphs, tables.
Accessing System administration
To access the System administration interface, go to the User dropdown menu in the User Bar.
Select System administration.
Reference Files
Reference Files are primarily used to give meaningful labels to data. Information in the database such Clinicians, Clinics and physical locations such as Wards have unique codes identifying them. Reference Files supply meaningful names to these codes.
In this example, Reference Files has been used to identify the bed the patient is in, and the name of the consultant the patient is under. However, no reference has been provided for the ward – as a result the database reference is displayed instead.
Reference Files are Hierarchical. This means a Trust is comprised of Sites (such as hospitals). Sites are comprised of Locations (for example Wards). Clinicians are also linked to Trusts.
To find a Reference file, select the required type – for example, Sites and click the Search icon.
Enter either the Site Code as per the database, or then Site Name created in System administration and click Search.
Patient Administration
Trusts
To add information about a Trust, go to Reference Files and select Trusts.
Click + Add Record.
Enter the Trust Code as defined in the database, and a name for the Trust and click Save.
Sites
Sites are general locations such as a hospital or walk in centre. To add Site information to Ideagen Clinical Portal, go to Reference files and Sites.
Click + Add Record.
Enter the Site Code as defined in the database, and a name for the Site. Select the Trust the Site is to be associated with and click Save.
Locations
Locations are physical locations within a site such as a ward or a bed. To add location information to Ideagen Clinical Portal, go to Reference files and Locations.
Click + Add Record.
Enter the Location Code as defined in the database, and a name for the Location. Select the Trust and the Site the Location is to be associated with and click Save.
Clinics
Clinics are specific Clinics that appointments can be made against. Clinics are also referenced with appointment information for episodes listed in the Activity Timeline on the Patient Dashboard. For example, this episode.
Clicking to View appointments exposes the following detail:
To add Clinic information to Ideagen Clinical Portal, go to Reference files and Clinics.
Click + Add Record.
Enter the Clinic Code as defined in the database, and a name for the Clinic. Select the Trust, the Site the Clinic is to be associated with and enter the duration of the Clinic, and then click Save.
Clinicians
Clinician information is displayed with episode information, for example:
Clinician reference files are also linked to individual user accounts, to return relevant clinical information for that user.
To add Clinician information to Ideagen Clinical Portal, go to Reference files and Clinicians.
Click + Add Record.
Enter the Clinician Code as defined in the database, and a name for the Clinician. Select the Trust the Clinician is to be associated with and then click Save.
GPs & GP Practices
GP information is displayed in the expanded Patient Banner, for example:
In this example, reference files have not been created for either the practice or the GP.
GP Practices
To add GP practice information to Ideagen Clinical Portal, go to Reference files and GP Practices.
Click + Add Record.
Enter the following data:
• Unique GP Practice Code (as defined in the database)
• Practice name
• Practice address
• Phone & Fax numbers (optional)
• National GP Practice Code (optional)
Click Save.
GPs
To add GP information to Ideagen Clinical Portal, go to Reference files and GPs.
Click + Add Record.
Enter the following data:
• Unique National GP Code
• Title, Forename and Surname
• GMC Number (optional)
Click Save.
Specialties
Specialties information is added to individual content, for example:
Each item in the content viewer has a three-digit Specialty code. It is also possible to filter content by Specialty.
To add Speciality information to Ideagen Clinical Portal, go to Reference files and Specialties.
Click + Add Record.
Enter the Specialty Code as defined in the database, add a name and short name for the Specialty and click Save.
Content
Folders and Sections are used to order and display content, for example:
In this example, a Folder has been created called Acute Record. The Acute Record folder is divided into Sections, such as Clinical notes and history. The scalp dressing document exists in the Clinical notes and history section.
Folders
To add a Folder to Ideagen Clinical Portal, go to Reference files and Folders.
Click + Add Record.
Enter the Folder Code, add a name for the Folder and click Save.
Sections
To add a Section to a Folder in Ideagen Clinical Portal, go to Reference files and Sections.
Click + Add Record.
Enter the Section Code, add a name for the Section, select a parent Folder for the Section and click Save.
Content Types
Content types are used to map individual items of content into Sections, for example:
In this example, the Scalp dressing and Pores Review documents have been added to the Clinical notes and history Section.
To add a Content Type to Ideagen Clinical Portal, go to Reference files and Content Types.
Click + Add Record.
Enter the Content Type Code and add a Content Type Name, for example AHP – Physiotherapy Record. Select the Folder and Section items with this content code should be added to and click Save.
Note: any items that do not map to any existing Content Types are automatically added to a default Folder labelled 'Unfiled'.
Content Groups
Content groups are used to filter and search for content, for example:
Content Groups are two or more Content Types grouped together.
To add a Content Group to Ideagen Clinical Portal, go to Reference files and Content Groups.
Click + Add Record.
Add a Content Group Code and Content Group Name, and select Associated Content Types.
Click + Add.
Check to associate the required Content Types, click Add and then Save the Content Group.
Editing Reference Files
Any Reference File can be edited by selecting.
Configure the Reference File as detailed above.
Allergies and Alerts
Allergies and Alerts are used to display information in the Patient Demographic Bar. Clinicians will select from list created by Administrators to populate these fields.
Note: access to Allergy and Alert information is enabled via Permissions.
Allergens
To create a list of allergens, go to Administration -> Reference Files -> Allergies and Alerts -> Allergens.
Select Add Record.
Allergen code – enter the appropriate code, such as the SNOMED concept ID.
Allergen Name – enter the name of the Allergen.
Active – click to select Active, and Save.
Reaction Types
To create a list of reaction types, go to Administration -> Reference Files -> Allergies and Alerts -> Allergens.
Select Add Record.
Reaction type code – enter the reaction type code, such as the SNOMED concept ID.
Reaction Type Name – enter the name of the Reaction Type.
Active – click to select Active, and Save.
Sources of Allergy Information
To create a list of sources, go to Administration -> Reference Files -> Allergies and Alerts -> Sources of Allergy Information.
Select Add Record.
Source of Allergy Code – enter an appropriate code.
Source of Allergy Name – enter an appropriate name, such as ‘Clinician informed by another Clinician’.
Active – click to select Active, and Save.
Alert Categories
Alerts allow Clinician to record additional non-clinical data about a patient, such as safeguarding concerns or tendency for violence.
To create a list of Alert Categories, go to Administration -> Reference Files -> Allergies and Alerts -> Alert Categories.
Select Add Record.
Alert Category Code – Enter an appropriate code for the alert. This could be a reference or system code.
Alert Category Name – enter an appropriate name. for example, ‘Staff and Public Safety Alert’.
Active – click to select Active and Save.
Alerts
To create a list of Alerts, go to Administration -> Reference Files -> Allergies and Alerts -> Alerts.
Select Add Record.
Alert Code – Enter an appropriate code for the alert. This could be a reference or system code.
Alert Name – enter an appropriate name. For example, ‘Potential Risk of Violence’.
Associated Alert Category – select the appropriate category.
Active – click to select Active, and Save.
Sources of Alert Information
To create a list of sources, go to Administration -> Reference Files -> Allergies and Alerts -> Sources of Alert Information.
Select Add Record.
Source of Alert Code – Enter an appropriate code for the source. This could be a reference or system code.
Source of Alert Name – enter an appropriate source, such as ‘Clinician told by Carer of Patient’.
Active - click to select Active and Save.
Dashboards
Dashboards are the views users are presented with when accessing Ideagen Clinical Portal. Dashboards are made up of Tiles, which display content:
- User Dashboard is the interface a user is presented with when accessing the Portal.
- Patient Dashboard is the interface a user is presented with when accessing patient information.
Banners
Banners are displayed across the top of the Dashboard, for example:
To select which Banner is presented in a Dashboard go to Configure Dashboards -> Banners.
From the list of available Banners, select which Banner is to be displayed in the User Dashboard, and which is to be displayed in the Patient Dashboard.
Click Save.
Note: Banners may be created to meet individual customer requirements. Customers may also create their own Banners, which can be added to SQL server in the form of Java Script files.
Tiles
Dashboards are comprised of Tiles, which contain and display content. Some Tiles require configuration before they can be added to a Dashboard.
To view and configure Tiles go to Dashboards -> Tiles.
Note: Tiles may be created to meet individual customer requirements. Customers may also create their own Tiles, which can be added to SQL server in the form of Java Script files.
To configure a Tile, select the Tile name or click .
For example:
General displays an overview of functionality of the Tile.
Global Properties displays configurable properties for the Tile.
This Tile allows Clinicians to undertake web searches. The configuration allows System Administrators to make specific search engines available.
Note: information on individual Tiles installed for customers will be provided separately.
Activity Viewers
Custom Activity Viewers, which allow for patient activities to be opened and viewed, maybe available within the installation. Some Activity Viewers may require configuration.
To configure an Activity Viewer, go to Dashboards -> Viewers.
Select the required Viewer and click The following view will be presented:
If the Activity Viewer requires configuration, a Settings tab will be displayed. Select Settings.
Note: information on configuring settings for specific Activity Viewers will be provided separately.
Default Dashboards
To create a Dashboard for a Role, go to Dashboards -> Default Dashboards.
Click + Add Record.
Enter a unique Dashboard Name, and Description, then select whether the Dashboard being created is a User or a Patient Dashboard.
Click Save.
Click Add Tiles.
The Dashboard is divided into three columns. Drag and drop Tiles to the required locations on the Dashboard.
Note: some of these Tiles may require configuration when adding to the Dashboard, for example:
In this instance, the System Administrator can select whether to display content for the location associated with the Logged in user (as determined by the Reference Files), or for a selected Location.
Note: information on individual Tiles installed for customers will be provided separately.
Note: existing Dashboards may be updated by selecting the dropdown at the end of the row.
Edit Details - allows the administrator to update the name, description and type of dashboard.
Configure Dashboard - allows the administrator to manage the Tiles on the Dashboard.
Duplicate - allows the administrator to create a copy of an existing Dashboard, which then may be renamed and configured as required.
Delete - allows an administrator to delete a Dashboard. Note: if this option is selected, any users who have not edited and saved their Dashboard will no longer have a default Dashboard.
Permissions
Dart Clinical Portal uses an external system such as Ideagen Easysite for authenticating users. The user journey during authentication is:
Login into Ideagen Clinical Portal -> The user is redirected to the authentication provider to be authenticated -> If authenticated the user is redirected back to Ideagen Clinical Portal.
Access to Ideagen Clinical Portal is controlled in three ways:
Users – these are the physical accounts which are authenticated. Users are imported from the authentication provider into Ideagen Clinical Portal.
Roles – Roles are created in Ideagen Clinical Portal, and users are assigned to a role. Examples of Roles could be Consultant or Nurse. The Role controls which Dashboards the user is presented with.
Groups – Groups are created within Ideagen Clinical Portal, and Users are added to a Group. Groups control which Folders a User has access to, and define the level of access the User has.
Users
To view existing Users in Ideagen Clinical Portal go to System Administration -> Configure Permissions -> Users.
Add Users
To add a User to Ideagen Clinical Portal select + Add Users.
Dart Clinical Portal will present a list of User accounts that exist in the Authentication Provider. Check against the required user accounts to import selected users into Clinical Portal, and click Add Users.
Note: the list will contain user that exist in the Authentication Provider at the time the Dart Clinical Portal administrator selected + Add Users.
Scenario – A Trust uses an Authentication Provider to authenticate User accounts. The Authentication Provider is integrated with Microsoft Active Directory, which creates and imports Users into the Provider. The Authentication Provider is configured to synch with Active Directory once every twenty-four hours.
At 09:00 a new member of staff is added to Active Directory.
At 10:00 the Dart Clinical Portal administrator attempts to add the new member of staff as a user in Clinical Portal. As the Authentication Provider has not synched with Active Directory since the user was added to A.D. the user has not been imported into the Authentication Provider. Therefore, the user is not available to be added to Clinical Portal.
At 00:00 that night the Authentication Provider synchs with Active Directory. This creates the user in the Authentication Provider, and from this point the user can be added to Clinical Portal.
Note: it may be possible to manually synch the Authentication Provider with Active Directory to expedite this process.
Sync Users
When a User logs into Dart Clinical Portal, their user account will be synched with the account in the Authentication Provider. This will update the account in Clinical Portal with any new data held in the Authentication Provider. However, there may be situations where a general data refresh is required. For example, a Tile on the User Dashboard details staff contact information, and the email format has changed for the Trust. Synch users will update all User accounts with information held in the Authentication Provider.
Managing Users
Once Users have been added to Clinical Portal a list of users will be presented:
To manage a User, click on the Users’ name or select the edit option .
The following view will be presented:
Note: most fields are greyed out, as they contain data created in the Authentication Provider. Changes to these fields must be made in the Authentication Provider.
Select the Trust, Base site, Location and Role required for the User.
Note: these records are created via Reference Files.
Associated Clinician Record
Select the clinician Reference File to be associated with the user account.
Note: The Associated Clinician Record links the User to Content, and allows for content such as patient lists and patient data to be presented to the user.
Click Update.
Roles
Roles are created within Ideagen Clinical Portal and control which Dashboards a User will be presented with by default.
Note: A user may only be assigned to one role.
To create a Role, go to Manage Permissions and select Roles.
Click + Add Record.
Add a Role Name – for example, Consultant – and a short Role Description.
Select Associated Users.
Click + Add Users.
Check to select the required Users and click Add users.
Note: this list only contains users whose accounts have been imported from the Authentication Provider.
Note: that a User may only be assigned one Role. Adding a user who has previously been assigned a Role generates the following notification:
Select Default Dashboards.
Select the required User and Patient Dashboard for the Role. Click Save.
Groups
Groups are created in Ideagen Clinical Portal, and control access to content. To create a Group, go to Manage Permissions and select Groups.
Click + Add Record.
Enter a Group Name – for example, Consultants – and a description of the Group.
Associated Users
Select Associated Users.
Click Add users.
Check to associate the required Users with the Group, and click Add Users.
Note: this list only contains users whose accounts have been imported from the Authentication Provider.
Permissions
Permissions control access to content.
Note: that whilst a User may only have one role, a User can belong to multiple groups. Where a user belongs to multiple groups – their effective permission will be the highest level of access across each of their groups.
Select Permissions.
Alerts
Select All Categories, or an individual category and then select an Access Level. Choose from:
View – grants read only access to alert information.
Modify – the clinician may add alerts to a patient record.
Allergies
Select All Allergies, or an individual allergy and then select an Access Level. Choose from:
View – grants read only access to alert information.
Modify – the clinician may add alerts to a patient record.
Content
Content controls access to items in the Content Viewer.
Select System for all content, or a section or folder and then select an Access Level. Choose from:
Browse – grants read only access to lists of content.
Open – the clinician may open content for display in the content viewer.
System Administration
System Administration grants member of the Group access to the System Administration interface.
Check to allow System Administration access and click Update.
Note: if a User is presented with the following view when logging on, they exist in the Authentication Provider. However, the user account has not been added to Clinical Portal by an Administrator.
System Audit Trail
To view an audit trail, go to System Administration -> System Audit Trail.