CREF4.09 282 IntelliSpacePACSWorkflowLayerAdminGuide

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I n s t r u c t i o n s f o r U s e

IntelliSpace PACS Workflow Layer

Administrator Guide

IntelliSpace PACS Workflow Layer

R2.0.219.00

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1 Introduction ... 7

1.1 About IntelliSpace PACS Workflow Layer ... 7

1.2 Intended Use ... 7

1.2.1 Training ... 8

1.2.2 Contraindications ... 8

1.3 About This Publication ... 8

1.4 Regulatory Information ... 9

1.4.1 Company Contact ... 9

1.4.2 Trademarks and Copyrights... 10

Copyright & Disclaimer Information ...10

2 Safety ... 11

2.1 Important Safety Directions ... 11

3 Getting Started ... 13

3.1 IntelliSpace PACS Workflow Layer Applications ... 13

3.2 Global Settings Management ... 15

3.3 Verifying Self Enrolled Users in Workflow Layer ... 16

3.4 IntelliSpace PACS Workflow Layer Dashboards ... 18

3.4.1 Using My Dashboard ... 18

3.4.2 Using System Dashboards ... 20

3.5 Accessing Reporting Functions ... 21

3.6 Date and Time Settings in Workflow Layer ... 22

3.7 Linked Exams and Exceptions ... 23

4 Global Settings ... 25

4.1 General Configuration ... 26

4.1.1 General Settings ... 26

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4.4 IntelliSpace PACS Servers ... 31

4.5 Managing Users ... 32

4.5.1 Creating Users ... 33

4.5.2 Searching for Users... 35

4.5.3 Modifying a User ... 36

4.5.4 Setting User Status ... 37

4.5.5 Adding Users to Groups... 38

4.6 Managing Groups ... 39

4.6.1 Creating a Custom Group ... 41

4.6.2 Modifying Custom Groups... 42

4.6.3 Deleting Custom Groups ... 42

4.6.4 Removing Users From a Group ... 43

4.6.5 Assigning Permissions to Groups... 45

4.6.6 Removing Permissions From Groups... 46

5 Communication Management ... 47

5.1 Enabling Communication Management ... 48

5.2 Permissions ... 48

5.3 Broadcast Messaging ... 49

5.3.1 Sending a Broadcast Message ... 49

5.4 Purging Mail Messages ... 52

6 Assignment and Resident Workflow Management ... 53

6.2 Rotation Configuration ... 56

6.3 Dashboard ... 57

6.4 Search ... 60

7 Critical Findings Management ... 65

7.1.1 Setting the Dialog Window Refresh Rate ... 66

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7.3 Generating Critical Findings Reports ... 69

7.3.1 Using Search... 69

7.3.2 Using the Statistics Report... 71

7.4 Managing the Dashboard ... 73

7.4.1 Viewing Details ... 75

7.4.2 Using the View Option... 75

7.4.3 Closing a Finding ... 79

7.4.4 Adding a Comment... 80

8 ED-RAD Discrepancy Management ... 83

8.1.1 Configuring General Settings ... 85

8.2 Managing Comments ... 85

8.2.1 Creating a New Set of Comments... 87

8.2.2 Changing the Rank of a Comment in the List ... 89

8.3 Managing Judgment Types ... 89

8.3.1 Agree Judgment... 90

8.3.2 Minor Discrepancy Judgment... 91

8.3.3 Major Discrepancy Judgment... 92

8.4 Generating an ED-RAD Report ... 93

8.4.1 Exporting an ED-RAD Discrepancy Report ... 95

8.5 Managing the ED-RAD Discrepancy Dashboard ... 96

9 Peer Review Management ... 101

9.1.1 Configuring the Quota ... 102

9.1.2 Facility Code ... 103

9.1.3 Allowing Multiple Reviews ... 103

9.2 Marking a Peer Reviewed Exam for Follow-up ... 103

9.2.1 Closing a Peer Review Follow-Up ... 109

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10 Permissions ... 117

10.1 All Permissions ... 117

10.2 Permissions Assigned to Groups ... 121

10.2.1 System Administrators ... 121

10.2.2 Clinical Administrators ... 123

10.2.3 ED Physicians... 124

10.2.4 General Physicians ... 125

10.2.5 Staff Radiologists... 125

10.2.6 Resident Radiologists ... 126

10.2.7 Technologists... 127

10.2.8 Philips Support Personnel ... 128

11 Ports ... 129

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1.1

About IntelliSpace PACS Workflow Layer

Philips IntelliSpace PACS Workflow Layer provides enhanced clinical workflow features to IntelliSpace PACS 4.4 to enhance delivery of patient care, improve productivity and inter-departmental communication, provide additional statistical reporting capabilities, and facilitate ACR compliance.

The IntelliSpace PACS Workflow Layer applications are loaded by plug-ins (one for the Workflow Layer (WFL) Management Portal and one for the user applications). The System Administrator must assign the proper rights to all authorized users.

1.2

Intended Use

The IntelliSpace PACS Workflow Layer product release:

• Enhances productivity through contextually-integrated communication between IntelliSpace PACS users

• Supports complex/distributed reading workflow by assigning/reserving studies

• Supports academic/teaching institutions with resident workflow

• Improves communication/workflow between Radiology and ED through ED-RAD discrepancy management

• Allows better communication back to physicians, better care to patient, and better compliance and medical-legal protection through critical findings notification and management

• Facilitates ACR-mandated Peer Review process

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IntelliSpace PACS. IntelliSpace PACS Workflow Layer is designed to be used by trained professionals with proper access rights to IntelliSpace PACS and IntelliSpace PACS Workflow Layer, specifically, System Administrator, General Physicians, ED Physicians, Technologists, Resident Radiologists, Staff Radiologists, PACS Administrators, and Philips support personnel.

1.2.1

Training

Users of this software must have received adequate training on its safe and effective use before attempting to operate the product described in the Instructions for Use. Training requirements for this type of software will vary from country to country. Users must make sure they receive adequate training in accordance with local laws or regulations. If you require further information about training in the use of this software, please contact your local Philips Medical Systems representative, or from the contact address given under the heading “Compliance.”

1.2.2

Contraindications

None known.

1.3

About This Publication

This publication is part of the IntelliSpace PACS Workflow Layer 2.0 Instructions for Use, which also includes the following publication:

• IntelliSpace PACS Workflow Layer 2.0 User Guide

The Instructions for Use are intended for clinical and administrative users of IntelliSpace PACS Workflow Layer. Any individual in a health care

organization who intends to use this product should read this manual carefully. We also recommend that you receive basic product-use training from your System Administrator or from a Philips IntelliSpace PACS applications specialist.

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given, and procedures described, in the Safety section. In addition you must pay special attention to on-screen messages that may relate to the function being executed.

Warnings are directives which, if not followed, could cause serious injury to a user, patient, or other person, or could lead to a clinical misdiagnosis, and/or loss/damage of patient-related data.

Cautions are directions which if not followed could cause damage to equipment on which the software is installed.

Notes are intended to highlight points of attention as an aid to users.

This Instructions for Use describes the most extensive configuration of the software, with the maximum number of options. Not every function described may be available.

W A R N I N G The “Safety” chapter describes safety aspects and should be read first, before using this software.

I M P O R T A N T The screen captures in the Instructions for Use show the user interface in English and have been included as samples of the user interface. Callouts or red circles on screen captures identify the part of the user interface that is described in the text.

1.4

Regulatory Information

1.4.1

Company Contact

Philips Healthcare Informatics, Inc. 4100 East Third Ave., Suite 101 Foster City, CA 94404

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1.4.2

Trademarks and Copyrights

Copyright & Disclaimer Information

While Philips provides the information in this manual to users of the IntelliSpace PACS product, we retain copyright on all text and graphic images. This means that you may not: distribute the text or graphics to others without the express written permission of Philips; “mirror” or include this information on your own server or documents without our permission; modify or re-use the text or graphics. You MAY: print copies of the

information for your own personal use; store the files on your own computer for your personal use only.

The information contained herein is designed to be as comprehensive and factual as possible. Philips reserves the right, however, to make changes at any time, without notice, in products, performance specifications and

availability.

Other manufacturers' product and service names profiled herein are trademarks and service marks of their respective companies.

Philips reserves all other rights.

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2.1

Important Safety Directions

W A R N I N G The “Safety” chapter describes safety aspects and should be read first, before using this software.

W A R N I N G If patient demographic information is updated in IntelliSpace PACS, the Workflow Layer details pages do not refresh automatically to reflect the updated patient demographic information.

W A R N I N G The patient and exam information is accurate as of the date of registry of the exam to the Workflow Layer database. If patient or exam information has been updated in IntelliSpace PACS, the exam must be opened to populate the updates in the Workflow Layer database.

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The IntelliSpace PACS Workflow Layer applications are loaded by plug-ins (one for the Administrator Tool – also known as the WFL Management Portal – and one for the User applications). The System Administrator must assign the proper rights to all authorized users; these rights determine what applications and activities are available to each user.

W A R N I N G If patient demographic information is updated in IntelliSpace PACS, the Workflow Layer details pages do not refresh automatically to reflect the updated patient demographic information.

N O T E S • The password of a generic user is automatically set to 999 days (the maximum allowable in IntelliSpace PACS). This means that after 999 days, a generic user will not be able to use the Assignment and Resident Workflow Management application until their password expiration time has been reset.

• The first time a user logs into IntelliSpace PACS Workflow Layer there is no user preference to set the location of the windows. This could potentially cause windows to appear on top of each other. After you open a window, move it, so that another window is not displayed on top of it.

The user can configure the plug-ins in IntelliSpace PACS to use the https protocol. This insures that the system secures all webservice calls and chat messages.By default, Philips provides a self signed certificate which must be accepted by the user for every session when running in https mode. If desired, Philips can assist customers in setting up a digitally signed certificate.

3.1

IntelliSpace PACS Workflow Layer

Applications

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application, as well as reporting capabilities and the ability for System Administrators and users with proper permissions to manage the applications in the WFL Management Portal.

The IntelliSpace PACS Workflow Layer applications are:

• Communication Management (IntelliSpace PACS Chat, IntelliSpace PACS Mail, Broadcast Messaging): Allows IntelliSpace PACS users to efficiently send and receive communications within the IntelliSpace PACS environment. See ‘Communication Management’ on page 47.

• Assignment and Resident Workflow Management: Allows specific

studies to be assigned to a radiologist (or reserved by a radiologist), who will become responsible for their primary interpretation. Also allows additional features for academic institutions for residents to pre-read and review exams. See ‘Assignment and Resident Workflow Management’ on page 53.

• Critical Findings Management: Facilitates and documents

communication between radiologists and referring physicians when a radiologist discovers a critical or non-urgent condition in an exam. See ‘Critical Findings Management’ on page 65.

• ED-RAD Discrepancy Management: Improves communication and

workflow between Radiologists and the Emergency Department physicians. See ‘ED-RAD Discrepancy Management’ on page 83.

• Peer Review Management: Facilitates compliance with the

ACR-mandated Peer Review process. Can only be used in IntelliSpace PACS Radiology. See ‘Peer Review Management’ on page 101.

• WFL Management Portal: In addition to these applications, the

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As a reminder to all Workflow Layer users regarding the accuracy of the date of registry of exams in the Workflow Layer database, the following Warning message displays on various Workflow Layer screens, including the

dashboards.

W A R N I N G The patient and exam information is accurate as of date of registry of exam to the Workflow Layer database. If patient or exam information has been updated in IntelliSpace PACS the exam must be launched to populate the updates in the Workflow Layer database.

3.2

Global Settings Management

Global Settings Management functions are found in the Workflow Layer (WFL) Management Portal and accessed via a Tab called Global Settings. Global Settings Management allows administrators to configure the settings for the five Workflow Layer applications mentioned previously.

The Global Settings functionality includes administrative capabilities for authorized users (e.g., administrators). These administrative pages give administrators the ability to configure the applications, set parameters, and make general system customizations. The user can also access the System Dashboards from the administrative pages.

Some common supported functions in Global Settings Management are as follows:

• Ability to manage users (create, edit, activate) and groups (create, edit)

• Add users to groups; remove users from groups

• Assign permissions to a group; remove permissions from a group

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3.3

Verifying Self Enrolled Users in Workflow

Layer

The System Administrator may configure IntelliSpace PACS Workflow Layer to allow members of certain groups to self enroll. When self enrollment is enabled, after a user self enrolls, the System Administrator must verify that user within a pre-determined time period (default is 5 days).

To verify a self enrolled user:

1. Log in to IntelliSpace PACS and click WFL Management Portal.

2. In the Global Settings window, click the User Management tab. The User Management view is displayed.

3. Set the columns as follows:

- Title to All

- Status to Active

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4. Then click Search. A list of all active but unverified users displays.

5. Select a user and click Details. The User Information dialog box displays.

6. Click the Verified checkbox and click Submit. That user is no longer displayed in the list of unverified users.

7. Continue to verify the rest of the unverified users until all of them have been

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3.4

IntelliSpace PACS Workflow Layer

Dashboards

The IntelliSpace PACS Workflow Layer applications utilize several types of dashboards and floating worklists to display information to users and System Administrators. The main dashboards are:

• My Dashboard: See ‘Using My Dashboard’ on page 18

• System Dashboards: See ‘Using System Dashboards’ on page 20

The IntelliSpace PACS Workflow Layer applications are launched in several ways. Depending on how the applications are configured, some launch automatically while others are launched manually. For example:

• Critical Findings launches automatically when you open an exam.

• Communications launches when you select your name on My Dashboard.

3.4.1

Using My Dashboard

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If you have the proper permission, interactive status indicators on My Dashboard allow an authorized to view the following data. An exclamation point (!) displays if there is any issue in updating the status.

• Unread Messages: Displays the number of unread mail messages in your

inbox.

• Assigned Exams: Displays the number of exams that are assigned to you or reserved by you.

• Critical Findings: Displays the number of critical findings you have

reported in the last 4 days (96 hours). These findings must be

communicated to the referring physician and this communication must be documented.

• ED-RAD Discrepancies: For ED physicians, displays the number of unacknowledged major and minor discrepancies in the last 4 days (96 hours) that have been filed for exams that have an Exam Date/Time that is less than 96 hours from the current Client Date/Time, and for the exams which the user provided a Preliminary Interpretation.

For radiologists, displays the number of judgments you have filed in the last 4 days (96 hours) for ED exams that have Exam Date/Time less than 96 hours from the current Client Date and Time, which require

Opens the Instruction for Use

Displays the relevant number for the application. If there is an issue updating the status, an ! is displayed instead of a number.

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• Peer Review (IntelliSpace PACS Radiology only): Display the number of

exams remaining in your queue that still require screening (automatic) peer review. The Peer Review quota is scheduled to be reset daily at 12:00 am on the WFL Server. This can be disabled if desired.

Note the following about My Dashboard:

• It displays by default but can be closed by clicking the Close icon. When My Dashboard is closed, you can open it by right-clicking and selecting

Launch My Dashboard from the IntelliSpace PACS Patient Worklist,

Filters, Image menu, and exam rack on the Canvas Page

• It is displayed on top of the IntelliSpace PACS application as long as it is on the primary monitor.

• You can move it on the primary monitor to another location which will be remembered across login sessions.

• It cannot be resized.

3.4.2

Using System Dashboards

IntelliSpace PACS Workflow Layer includes system dashboards for system-wide data elements. These dashboards allow System Administrators to monitor patient flow, general department statistics, and other information that enhances the delivery of patient care by monitoring activities in the Radiology department.

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For example, in the ED-RAD Management application, the ED can display and use a dashboard to track exams that have been pre-read by ED physicians and reviewed by radiologists.

3.5

Accessing Reporting Functions

Several IntelliSpace PACS Workflow Layer applications include powerful reporting options that users can customize to collect and distribute statistical information. The following applications include reporting options:

• Critical Findings

• ED-RAD Discrepancy

• Peer Review

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3.6

Date and Time Settings in Workflow Layer

IntelliSpace PACS Workflow Layer features multiple time zone support. All the timestamps in the system are saved as GMT. When the user accesses any information, the system converts the timestamps to the local time format. If any information in the system is exported, it includes time zone information to indicate where the information was captured.

The following Statistics and Dashboard pages query for the list of exams based on the client machine's time settings:

• ED-RAD

• Peer Review

• Critical Findings

In addition, the Assigned Exams Dashboard and Search pages use the IntelliSpace PACS Workflow Layer Client time for searching the assigned exams list.

IntelliSpace PACS Workflow Layer uses the date and time of the client machine to refresh My Dashboard. This date and time must be synchronized with the IntelliSpace PACS Workflow Layer Server date and time for My Dashboard to refresh correctly.

Users can choose the time format from the following options:

• 15:30:00 (24 Hr Format)

• 03:30:00 PM (12 Hr Format)

Minutes are displayed as a total number, not a combination of minutes and seconds. For example, if 1.92 minutes is displayed, this means 1.92 x 60 = 115.2 seconds, or 1 minute and 55.2 seconds.

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N O T E S • The date format dd-MMM-yy is not supported. If this format is entered, it is converted to MM/DD/YY format.

• IntelliSpace PACS Workflow Layer supports all UTC time zones.

3.7

Linked Exams and Exceptions

This section explains the behavior of linked exams and exceptions in IntelliSpace PACS Workflow Layer.

• Workflow Layer does not recognize linked exams.

• If a user adds a preliminary interpretation to an exception (for example, in a trauma case), the user can still view the Preliminary interpretation in Workflow Layer even if the exam is not resolved.

• You can neither assign an IntelliSpace PACS exception exam, nor can you assign an exam that has been marked read.

• You cannot reserve an IntelliSpace PACS exception exam.

• For exception exams, you must launch the Critical Findings panel manually by right-clicking and selecting the application from the menu. You must have the proper permission to perform this action.

• Exception exams automatically launch the ED-RAD Discrepancy window for the ED Physician to enter preliminary interpretations.

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The Global Settings window within the WFL Management Portal appears as the default view when you click WFL Management in the Folder List column.

There are six tabs within the Global Settings window:

• General Configuration. See ‘General Configuration’ on page 26

• Enabled Applications. See ‘Enabling the Applications’ on page 29

• Server Log Settings. See ‘Specifying the Server Log Settings’ on page 31

• iSite Servers. See ‘IntelliSpace PACS Servers’ on page 31

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• Group Management. See ‘Managing Groups’ on page 39

All of these functions should be configured before you configure the other applications in the WFL Management Portal.

4.1

General Configuration

The General Configuration tab is the default view of the Global Settings window. This is where you configure the General Settings and ED Exam settings.

4.1.1

General Settings

The General Settings section contains the following fields. Type or click the arrow for a dropdown box in which you can enter the appropriate (for your system) selection. When you have finished, click Save. In order for the

changes to take effect, you must log out and then log back in.

Field Description

Contact Support Message The Contact Support Message is configurable as it allows free text. The default value for this message is “For additional support, please contact your system administrator”. However, Philips recommends that you change it to include your desired contact number. Two options are as follows:

1. For additional support, please contact __________ at __________. (Fill in the name and phone number of the desired contact in the appropriate spaces,)

2. Technical Support: 1-(877)-328-2808 | [email protected]

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Inc. When you, as a Workflow Layer System Administrator, make a change that

requires you to log out and log back in, other users will not be aware that a change has been made. We anticipate that this will not occur often, because most system set-up will be done before the Workflow Layer modules are used clinically. But be aware of this when you make changes that require logging out and then logging back in again.

The following is a list of events where the system administrator will need to notify users to log out and then log back in so that the changes take effect:

• If you change the date or time format on the client workstation

• In Global Settings, any changes made in the General Configuration tab or to the Enabled Applications tab

• In Assigned Exams, any changes made in the General Configuration tab, or when creating a new rotation

Time Format Allows you to select the time format that will display onscreen.

Title (User) This is a list of possible titles a user may have. Only one title per line is allowed. Maximum length of each title entry is 50 characters.

Allow Self Enrollment Checking this box allows users who do not have an account in IntelliSpace PACS Workflow Layer to self enroll.

Self Enrollment Grace Period

Click the dropdown arrow to select the number of days a self-enrolled user will maintain access to Workflow Layer before their account is verified by a System Administrator. You can select between 1 day to 7 days; 5 days is the default value. If the account is not verified within the designated time period, it will expire and the user will no longer have access to WFL.

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• In Critical Findings, any changes made in the General Configuration tab or the Common Findings tab

• In ED-RAD Discrepancy, any changes made in the General Configuration tab, the Comments tab, or the Judgment Types tab, especially the Quota setting

• In Peer Review, any changes made in the General Configuration tab

4.1.2

Adding a New Title

To add a new title, perform the following steps.

1. In the Global Settings window in the Workflow Management plug-in, select the General Configurations tab.

2. In the Title field, use the scroll bar to scroll to the end of the list of titles.

3. Type a comma next to the end of the last entry, and then type the name of

the title you wish to add; i.e., “Clerk”.

4. Click Save.

5. Log out and then log back in to make sure the change takes effect.

6. To add or change the title of an existing user, click the User Management

tab and follow the instructions as given in ‘Modifying a User’ on page 36.

The new Title will be available for the New User Registration in the Self Enrollment dialog as well.

4.1.3

Identify ED Exams

ED Exams can be identified by Indicator Type or Indicator Value. The ED Exam Indicator Type is a dropdown list, while the ED Exam Indicator Value is a free text field where the administrator can enter values, one per line. Note that the free text field is blanked out when the ED Exam Indicator Type is changed.

You must choose one of four Indicator Types, which are used to identify ED exams:

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• Performing Resource

• Referring Physician ID

• Procedure Code

You can add additional Patient Location Indicator Values the same way you add additional titles (see ‘Adding a New Title’ on page 28).

1. Select Patient Location from the drop down list in the Indicator Type field.

2. Type a comma immediately following the last entry in the Indicator Value

field and then type the value for the new Patient Location. You can type multiple entries, but make sure you separate each value by a comma (,), as IntelliSpace PACS Radiology does not support using the Enter key to go to a new line. The entry must exactly match the IntelliSpace PACS value, including spaces. Therefore, make sure there are no spaces before or after the entry.

3. When you are done, click Save. The message “Configuration saved. [X changes made]. Any users actively using the Workflow Layer need to log back into IntelliSpace PACS for these changes to be applied.” displays.

N O T E S • The entry has to exactly match the value from IntelliSpace PACS, including spaces.

• The Referring Physician ID used to identify an ED exam is an internal key which can be found by pressing Ctrl+Alt+Double-click on the exam in the worklist. This setting is usually entered by the PACS Administrator and should not change unless there are new Physicians on board.

4.2

Enabling the Applications

(For Philips Technical Support only) In the Enabled Applications tab, you can select the applications that you want to enable, as long as you have administrator rights to enable the applications. The applications are in the tool bar with the Global Settings button.

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1. To enable or disable an application, click the checkbox in the Enabled

column.

2. When you have completed this task, click Save to save your settings.

N O T E Every time you click Save, the message “Enabled applications successfully saved. Any users actively using the Workflow Layer need to log back into IntelliSpace PACS for these changes to be applied” displays.

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4.3

Specifying the Server Log Settings

This section is for Philips Technical Support only.

After you have enabled the applications, you need to specify the settings for the Workflow Layer Server logs for each enabled application.

The options for the log settings are:

• Verbose – Caused by a user-invoked action

• Info – Caused by a user-invoked action

• Warning – Caused by a user-invoked action; logs problems that are not errors.

• Error – Logs error conditions

By default, the log setting for each enabled application is set to ERROR. Once you make any changes, click Save. The following message displays:

Workflow Layer Server log settings successfully saved.

Any users actively using the system need to re-login to IntelliSpace PACS for changes to be applied.

4.4

IntelliSpace PACS Servers

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The IntelliSpace PACS Workflow Layer is only designed to function on the production IntelliSpace PACS system. In the IntelliSpace PACS Servers tab, enter the IntelliSpace PACS Server IP Address of the IntelliSpace PACS server for which the Workflow applications should be enabled. Make sure that you enter only one per line.

When you are done, click Save. The following message displays:

Configuration saved. [X changes made]. Any users actively using the Workflow Layer need to log back in to IntelliSpace PACS for these changes to be applied.

4.5

Managing Users

In the User Management tab, you can perform multiple functions relating to users. In order to do so, you must have all of the System Administrator default permissions.

As a System Administrator, you can

• Create users

• Search for users

• Modify users

• Set or change user status to active or inactive

• Add a user to a group

For each function, you must be logged into IntelliSpace PACS as a System Administrator with all the default permissions. In addition, you must have

• A fully functional IntelliSpace PACS environment

• IntelliSpace PACS Workflow Layer installed on the WFL Server

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N O T E There are no default users for the System Administrator or Clinical Administrator roles. By default, the Philips Support Personnel has the “administrator” user permissions. They can use this account to log in to IntelliSpace PACS and IntelliSpace PACS Workflow Layer and create users for the System Administrator group, and the System Administrators can, in turn, create the users for the Clinical Administrator group.

4.5.1

Creating Users

1. Log in to IntelliSpace PACS and click WFL Management Portal (in the

Folder List column).

3. Click Create User.

The User Information dialog box displays.

4. Fill in all required fields; the asterisk (*) denotes those fields. The Account Created and Last Modified fields will auto-populate after the user is created.

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- Title – Select from the dropdown box. Default options are System

Administrator, Clinical Administrator, PACS Administrator, Staff Radiologist, Resident Radiologist, Technologist, ED Physician, Physician, and Nurse.

- First Name – Type in the first name of the user (50 characters max). - Last Name – Type in the last name of the user (50 characters max). - Verified – If a System Administrator is creating the user, the box is

automatically selected. However, if a user has self enrolled, the

administrator can open the User Information dialog box and check the Verified box.

- Active – Select the checkbox to activate the user. Uncheck the box to

deactivate a user. Only active users can access Workflow Layer. - Office Phone – Type in the user’s office number.

- Email Address, Pager, and Cellphone are optional fields.

N O T E If you do not add all required information denoted by an asterisk (*) before clicking Save, you will get an error message that says “User Name, Title, First Name, Last Name, and Office Phone are required!”

5. Click OK to close the message and the User Information dialog box displays

again. At this point, make sure you complete all required fields and then click

Save.

6. When you have finished, click Save. The User Information dialog box

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7. Select a group from the Available Groups list and click the >> button to

move it to the Assigned Groups list. When you are done, click Close.

8. In the Global Settings - User Management window, type the last name of the

new user in the Last Name text field, and then click Search.

9. The user has been created and added to the selected group.

4.5.2

Searching for Users

You can search for a user in the User Management window by typing in the appropriate field for

• Partial or full Last Name

• Partial or full First Name.

• UserID

• Title

To search for a user, perform the following procedure.

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3. Type in the last name of the user in the Last Name field and then click

Search. The Search Results display.

4. If there are no matching users, then the result list will be empty. In addition,

if you type in only a last name, a last name and partial first name, or a userID, you may have multiple items in the Results list.

4.5.3

Modifying a User

1. Log in to IntelliSpace PACS and click WFL Management Portal (in the Folder List column).

3. Type in the last name of a user in the Last Name field and click Search.

4. Click Details. The User Information dialog box for that specific user displays. Notice that all of the fields are available to be modified, except for the User Name/ID field.

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6. Log out and then log back in. Click the User Management tab.

7. Type in the last name of the user you modified and click Search.

8. Click Details and verify that the User Information has changed. Click Cancel to close the dialog box without having to log out and then re-log in.

4.5.4

Setting User Status

To change the User Status from Active to Inactive, or vice versa, use the following procedure.

3. Do one of the following:

- Click Search to display all users.

- Type in the name of a specific user and click Search.

- Click the dropdown arrow under the Status button to display a filtered list of either all Active users or all Inactive users.

4. To change the status of a user, click Details in the row of the user whose status you want to change.

5. Deselect or select the Active checkbox in the User Information dialog box.

6. Click Submit. The new status of the user should be reflected in the Status

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Also note that if a user has been made inactive, and has pending critical findings, assigned exams, or peer reviews, then the administrator must manually reassign the work.

N O T E If a user selects “Do not register” from the self enrollment window, and later wants to be added as a user, the System Administrator must search for that user ID and complete their registration information (name, title, group, and so on) and set the state of that user to “Active.” This is by design, to prevent users from seeing the self enrollment registration window every time they log into IntelliSpace PACS.

4.5.5

Adding Users to Groups

3. Click the Search button. The list of Users displays.

4. From the list, select the user that you want to add to a group, and then click

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5. In the Available Groups list, select the group that you want to add, and then

click the >> button to add it to the user’s Assigned Groups list.

6. Click Close to close the dialog box.

4.6

Managing Groups

In the Group Management tab, you can perform multiple functions relating to Groups. In order to do so, you must have all of the System Administrator default permissions.

There are eight default groups:

• Philips Support Personnel

• System Administrators

• Clinical Administrators

• Staff Radiologists

• Resident Radiologists

• ED Physicians

• General Physicians

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The default groups cannot be deleted. In the Group Management window, the Delete button is inactive (grayed out). In the following screen, the Delete button for all of the default groups is inactive. However, the group that was user-created, OrthoRotation, has an active Delete button. All user-created groups can be deleted.

As a System Administrator, you can

• Create a new group

• Modify non-default (custom) groups

• Delete a non-default (custom) group

• Remove a user from a group

• Assign permissions to a group

• Remove permissions from a group

Note that the following is true for all users, including System Administrators:

• No users can delete or modify a default group.

• Users with the appropriate permissions can modify non-default (custom) groups.

• The system will not allow an administrator to remove an “administrator” user using the Groups tab in the Global Settings window.

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• A fully functional IntelliSpace PACS environment

• IntelliSpace PACS Workflow Layer installed on the WFL Server

• The IntelliSpace PACS Workflow Layer plug-in configured as a System plug-in

N O T E There are no default users for the System Administrator or Clinical Administrator roles. By default, the Philips Support Personnel has the “administrator” user permissions. They can use this account to log in to IntelliSpace PACS and IntelliSpace PACS Workflow Layer and create users for the System Administrator group, and the System Administrators can, in turn, create the users for the Clinical Administrator group.

4.6.1

Creating a Custom Group

2. In the Global Settings window, click the Group Management tab. The

Group Management view is displayed, with a list of all the available groups.

3. Click Create Group. The Create New Group dialog box displays.

4. Fill in all available fields; when you are done, click Save. The Name and

Description are required fields and must be completed when creating a new group. If you leave one of these fields blank, an error message displays: Name and Description are required.

- Name – Use a descriptive name to distinguish the group from other groups.

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- System Group – You cannot select this checkbox. Custom (or

non-default) groups cannot be system groups. No changes can be made to system groups.

- Allow Self Enrollment – This box is inactive as newly created groups

do not allow a user to self enroll.

5. Notice that in the Group Management window, the new group OrthoRad is

in the Groups list.

4.6.2

Modifying Custom Groups

2. In the Global Settings window, click the Group Management tab. The

Group Management view is displayed, with a list of all the available groups.

3. Click the Details button for the group you want to modify. The Group Details dialog box displays.

4. You can change the group name or the description.

5. When you are done, click Submit. You are returned to the Group Management page where the changed Name or Description is displayed.

4.6.3

Deleting Custom Groups

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2. In the Global Settings window, click the Group Management tab. The Group Management view is displayed.

3. Click the Delete button of a non-default group. The message “Please remove all members from this group prior to deleting” displays.

4. Click OK, and then remove all group members. The message “Please remove all permissions for this group prior to deleting” displays.

5. Click OK and then remove all permissions from the group. You can remove all permissions in one step by selecting the entire list.

- Clicking the first item in the list

- Hold down the Shift key and click the last item in the list.

- Click the << button.

6. After the permissions have moved to the Permissions Available column, click

Close.

7. Click Delete. The message “This will permanently delete group <group name>” displays.

8. Click OK to delete the group, or click Cancel to cancel the deletion process.

9. After clicking OK, you are returned to the Groups list, and the deleted group

is no longer in the list.

4.6.4

Removing Users From a Group

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3. Click the Members button in the row of one of the groups you want to edit;

for example, click Members in the System Administrators row.

4. In the Group Users dialog box, select a user in the User in Group list and move it to the Available Users list by clicking the << button.

5. Click Close when done.

When the user “rad, a” was removed as a System Administrator, when he next logged in, he was unable to access the Global Settings page in the WFL Management Portal window. As a member of the Staff Radiologists group, he still had access to the WFL Management Portal with the default functions that belong to the Staff Radiologists group.

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4.6.5

Assigning Permissions to Groups

3. In the Groups list, click the Permissions button for a custom group. The Group Permissions dialog box displays.

4. Select a permission in the Permissions Available list and click the >> button

to move it to the Permissions Applied list. You can select multiple permissions by holding down the Ctrl button and clicking the desired

permissions, and then clicking the >> button.

6. To verify that the permissions have been applied, log out, log back in, and

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4.6.6

Removing Permissions From Groups

3. In the Groups list, click the Permissions button for a custom group. The Group Permissions dialog box displays.

4. Select multiple permissions in the Permissions Applied list while holding

down the Ctrl key, and then click the << button.

6. To verify that the permissions have been removed , log out, log back in, and

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P h il ip s Heal thcare Info rmati c s, I n c.

The Communication Management application allows IntelliSpace PACS users to efficiently communicate within the IntelliSpace PACS environment and is designed to improve the radiologist’s throughput and foster better collaboration between the IntelliSpace PACS users, such as administrators, technologists, physicians, and so forth. The chat tool in the IntelliSpace PACS Workflow Layer is referred to as “IntelliSpace PACS Chat” while the IntelliSpace PACS Workflow Layer mailing functionality is referred to as “IntelliSpace PACS Mail”. Within IntelliSpace PACS Workflow Layer, there is also a mechanism, based on permissions, that allows System

Administrators to send broadcast messages to users. This is referred to as “Broadcast Messaging”. The Communication Management application is available in both IntelliSpace PACS Radiology and IntelliSpace PACS Enterprise.

If DNS servers are configured on the workstation, IntelliSpace PACS Chat and IntelliSpace PACS Mail in the Communication Management

application may be affected. Philips manages IP servers, not DNS.

N O T E S • Users of the Communication Management application should not include patient identifier or exam identifier data in the communication channel to ensure the confidentiality of other data.

• The IntelliSpace PACS Chat window may not display the Send, Exam Link, or Exam Link with PS buttons if it has been resized to hide these buttons. As a workaroud, the IntelliSpace PACS Chat window can be resized again so that these buttons are visible.

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5.1

Enabling Communication Management

Communications (including IntelliSpace PACS Chat mail) must be enabled in order to use the Communication application in Workflow Layer. To enable Communication:

1. Access the WFL Management Portal.

2. Click Global Settings.

3. Click the Enabled Applications tab.

4. Click Communications in the list that displays, which selects the application.

5.2

Permissions

Permissions for Communications usage are granted by the System Administrator and are listed as follows:

Comm_Access Communication: Grants a user access to the Communication application and My Dashboard items (username and Unread Messages).

Comm_Broadcast Communication: Grants a user permission to broadcast messages.

Comm_BroadcastAll Communication: Grants a user permission to broadcast messages to all users.

Comm_ExamLinkwPS Communication: Grants a user permission to send an Exam Link with Presentation State.

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5.3

Broadcast Messaging

Only users with the Comm_Broadcast and Comm_BroadcastAll permissions can use Broadcast Messaging.

The Comm_Broadcast permission allows the user to send a broadcast message to individual users or to a title. When title is selected and broadcast message is sent, all users who have that title would receive the message.

N O T E Inactive users are not available in the search result list in Broadcast messaging, nor will they receive any broadcast messages.

The Comm_BroadcastAll permission allows the user to send a broadcast message to all the users in the system without having to select individual users from the list of users. When a broadcast message is sent to all users, the original sender of the broadcast will not receive it. In addition, users who do not have Comm_Access permission will not receive the broadcast message.

Users with the permissions Comm_Broadcast or Comm_BroadcastAll will see the broadcast button in their IntelliSpace PACS Chat web page dialog box, except when their status is invisible. The date and time that is displayed in the broadcast message is the date and time when the message was sent.

If you are sending the broadcast message, you have the option to specify whether the message has an expiration time. The expiration time means that any user who has logged into the Workflow Layer system for the first time after the specified expiration time will not receive the broadcast message.

However, any user addressed in the broadcast message, if not logged in to IntelliSpace PACS at the time the message was sent, will receive the message on any subsequent login before the expiration time specified in the message.

The user will receive a broadcast message, if addressed, irrespective of his or her status in the chat system. The message will show up as a pop up window for each broadcast message.

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2. Click Contacts.

3. At the bottom of the screen, click Broadcast.

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4. Click To... to select the message recipients.

5. Type the message in the message field.

6. To set an expiration date, click the Message Expiration checkbox.

7. Click in the Date text field to open the calendar and select the date that you want the broadcast message to expire.

8. Then, in the Time fields, click the dropdown arrows to set the time that the broadcast expiration will take place.

9. When you are done, click Send.

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5.4

Purging Mail Messages

The Purge Mail tool allows a System Administrator or any user with the Comm_AdminConfiguration permission to delete all mail messages from the system for all users before the selected date. If the user does not have this permission, the Communication tab in the WFL Management Portal is not visible, and thus will be unable to purge. We recommend that the PACS Administrator purge the Workflow Layer mail messages every six months.

1. To purge messages, click Communication in the WFL Management Portal. The Purge Mail Messages tab displays.

2. Click in the Mail Message Purge Time text field. A calendar displays.

3. Click the date in the calendar to delete all messages before the selected date.

4. Click Submit.

5. The message “Are you sure you want to permanently delete the messages for all users sent prior to the specified date?” displays. Click OK to make the date change, or click Cancel to stop the action.

6. The message “Mail messages deleted successfully.” displays.

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P h il ip s Heal thcare Info rmati c s, I n c.

Management

The Assignment and Resident Workflow Management application (Assigned Exams) allows specific studies to be assigned to a radiologist (or reserved by a radiologist), who will become responsible for their primary interpretation. This application provides the radiologist with a worklist of the assigned or reserved exams called an “assignment worklist”. The Assignment and Resident Workflow Management application also supports the reading workflow of academic institutions, based on preread/preliminary

interpretation performed by Residents/Fellows with final approval by the Attending Physician.

There are two facets of this application; either or both can be enabled on a per-site basis:

• Assignment Workflow: Allows radiologists or any users with permission to assign or reserve exams.

• Resident Workflow: In addition to assigning and reserving exams, residents at academic institutions can pre-read exams, enter a scratch note, and review their findings with an attending radiologist.

Both Assignment and Resident Workflows display a worklist of assigned or reserved exams and supports the reading workflow of large, distributed, or academic institutions. This worklist displays exams that have been pre-read/ preliminary interpretation performed by residents/fellows, as well as exams reviewed with a resident by an attending physician (final approved exams).

N O T E S • The Assignment and Resident Workflow Management application can be used in IntelliSpace PACS Enterprise and IntelliSpace PACS Radiology, but in IntelliSpace PACS Enterprise exams can only be assigned and reserved, not read.

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• Workflow Layer windows that get displayed behind the diagnostic monitors can only be retrieved if the study is closed. Therefore, users should not move the Workflow Layer windows to the diagnostic monitors.

For the System Administrator, configuring the Assignment and Resident Workflow Management application involves configuring the four tabs within the application:

• ‘General Configuration’ (see page 54)

• ‘Rotation Configuration’ (see page 56)

• ‘Dashboard’ (see page 57)

• ‘Search’ (see page 60)

6.1

General Configuration

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These settings are as follows:

General Settings Options

Dashboard Refresh Rate To configure the Dashboard Refresh Rate, click the dropdown arrow and select one of the following settings. The default value is 2 minutes. – 1 minute

– 2 minutes – 5 minutes

Enable Resident Workflow To enable Resident Workflow, click the checkbox (if it isn’t already selected).

Show ED Prelim To show the ED physician preliminary, click the checkbox (if it isn’t already selected).

ReadExams Timeline Interval The ReadExams Timeline Interval is the time period of the exams displayed in the Assignment Worklist tab. To configure this interval, click the dropdown arrow and select one of the following settings. The default value is Last 24 hours. – Last 3 hours

– Last 6 hours – Last 12 hours – Last 18 hours – Last 24 hours – Today – Yesterday – Last 3 days – Last 7 days

Assignment Duration - High (Hours)

Click the dropdown arrow and select a number between 0 and 24. Since this is the high end of the assignment duration, the default value is 24 hours.

Assignment Duration - Medium (Hours)

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When you are done making your selections, click Save. You must log out and then log back in for your changes to take effect.

6.2

Rotation Configuration

A rotation is an entity to which studies can be assigned when you don’t know which individual to assign the studies to. Note that rotations are not the same as a group, but users can search for them.

In the Assigned Exams window of the WFL Management Portal, you can create a rotation. To create a new rotation, do the following:

1. In the Rotation Configuration tab of the Assigned Exams application, click

Create Rotation. The Create New Rotation dialog box displays.

2. Type in the appropriate responses in the text fields and then click Submit.

- For Name, type in the name of the rotation; for example, Ortho. - For Description, type in an appropriate description of the rotation.

3. The newly created rotation displays onscreen.

Assignment Duration - Low (Hours)

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4. You can delete the rotation by clicking Delete. However, if there are any

exams assigned to that rotation, you will not be able to delete it.

6.3

Dashboard

The Assigned Exams Dashboard tab displays more than 200 assigned exams, but switching to the Exam List displays only the 200 most recent exams. The exams fall into one of three categories:

• Assignment Duration - High, which is all of the assigned exams that are beyond 24 hours since being assigned.

• Assignment Duration - Medium, which is all of the assigned exams that are between 12 and 24 hours since being assigned.

• Assignment Duration - Low, which is all of the assigned exams that are between 0 and 12 hours since being assigned.

W A R N I N G The patient and exam information is accurate as of the date of registry of the exam to the Workflow Layer database. If patient or exam information has been updated in IntelliSpace PACS, the exam must be opened to populate the updates in the Workflow Layer database.

In the Dashboard, you can search on the following parameters:

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• Body Part – the default value is All

• Organization – the default value is All

• Exam Date/Time – the default value is Last 24 hours. The available

options are (each option is based on the current IntelliSpace PACS WFL Server time):

- Last 3 hours - Last 6 hours - Last 12 hours - last 18 hours

- Today (all exams from 12:00 A.M. to the current IntelliSpace PACS WFL Server time)

- Last 24 hours (all exams within the last 24 hours)

- Yesterday (all exams between 12:00 am to 11:59:59 of the previous day) - Last 3 Days (all exams within the last 72 hours)

- 0 - 7 days (all exams within the last 168 hours)

- 7 - 14 days (all exams within the last 168 hours to 336 hours) - 14 - 31 days (all exams within the last 336 hours to 744 hours)

• Assigned To – the default value is All

• Include Rotations – the default value is Unchecked

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To view a list of the assigned exams, click Switch to Exam List.

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In addition to viewing an individual exam, you can select an exam by clicking the checkbox on the left of each row, and then clicking either Re-assign Exams or Release Exams.

If you click Re-assign Exams, you can select a radiologist or a rotation to assign the exam.

If you select an exam and then click Release Exams, the exam is removed from the Exam List.

N O T E If a user becomes inactive, the System Administrator will need to manually release or reassign that user’s exams.

6.4

Search

In the Search tab, you can search the Assigned Exams list based on the following criteria:

• Patient Name

• MRN

• Acc#

• Patient Location – the default value is All

• Exam Date/Time – the default value is Last 24 hours. The available options are (each option is based on the current IntelliSpace PACS WFL Server time):

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- Last 6 hours - Last 12 hours - Last 18 hours

- Today (all exams from 12:00 A.M. to the current IntelliSpace PACS WFL Server time.)

- Last 24 hours (all exams within the last 24 hours)

- Yesterday (all exams between 12:00 am to 11:59:59 of the previous day) - Last 3 Days (all exams within the last 72 hours)

- 0 - 7 days (all exams within the last 168 hours)

- 7 - 14 days (all exams within the last 168 hours to 336 hours) - 14 - 31 days (all exams within the last 336 hours to 744 hours)

• Modality – the default value is All

• Organization – the default value is All

After you have made your selections, click Search.

The Exam List displays below the Search fields.

Note that the Search Results display the most recent 200 assigned exams based on the Exam Date\Time stamp.

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6.5

Permissions

Permissions for Assigned Exams usage are granted by the System Administrator and are listed as follows:

AssignToRad_Access Assign To Radiologist: Grants a user access to the Assign To Radiologist application and to the AssignToRad item in My Dashboard.

AssignToRad_

ReceiveExamAssignments

Assign To Radiologist: Grants a user permission to be assigned to this user/group.

AssignToRad_

ReserveNonAssignedExams

Assign To Radiologist: Grants a user permission to reserve exams not assigned to any user or group.

AssignToRad_ ReserveAssignedExams

Assign To Radiologist: Grants a user permission to reserve exams assigned to any user or group.

AssignToRad_AssignToUser Assign To Radiologist: Grants a user permission to assign exams to users.

AssignToRad_AssignWithNote Assign To Radiologist: Grants a user permission to assign exams with a note attached.

AssignToRad_ AssignToRotation

Assign To Radiologist: Grants a user permission to assign exams to rotations.

AssignToRad_Reassign Assign To Radiologist: Grants a user permission to reassign exams, which are a