User Guide
Contents
1. Access to the edit screens start at the Client Details page From this page the user can access the demographic edit icon to display the Modify Client page New Born Screening Specimen Form data the health provider edit icon to display the Modify Provider page and links around the medical record Client mother father guardian and other contact to display the modify page for each type Access to other data is available from the summary screens If the user has appropriate credentials the edit icon will appear next to each row Click the edit icon to display the edit page Edits follow the same validation process as new data entry Required fields for new data are still required for modifications Services Click the Services Summary link to display all service records for a Client If the user has the modifyService credential the edit icon will be displayed next to each row Clicking the edit icon will take the user to the Edit Service page The process is the same as creating a new record Make the necessary changes and press the Submit Data button to save the changes Click the Return link to exit without saving Lab Results Click the Lab Results Summary link to display all lab results for a client If the user has the modifyLabResult credential the edit icon will be displayed next to each row Clicking the edit icon will take the user to the Lab Results page The process is the same as creating a new record Make the neces2. Each client has exactly one mother This link allows the demographics for the mother to be changed independently of the client The Add Client page has some of the client and mother demographics associated Changing one applies to the other This link provides a screen for the mother only Page 27 of 38 Draft User Manual 1 0 0 16 August 2005 Father Each client may or may not have a father defined If the father was defined on the Add Client page there will be a value and the link will be around the value If the father record does not exist the link will be around the label Click the link to create the father record Guardian If a client needs a guardian record it is created with this link There is no provision to create this type of person on the Add Client page Other Contact If a client needs an other contact record it is created with this link There is no provision to create this type of person on the Add Client page Other contact implies a person with some relation to the client Medical Record This link provides access to the medical information for this client Operation Details The following sections will discuss each of the operations available from the Client Details page Main Submenu New Service This page allows for the creation of a client service record This type of record identifies the elements of a Service that have been provided for a client Any number of services can be created for a given clien
3. R leant as 30 Lab Results UM mata weeks aces 31 ChentDetallmks iaa 31 Person Field Descriptions os Hae A GO eK 31 O OOO 32 Mor NA IS T ai 32 Palito E E E E leo 32 Guardiani a a o e A e a a e 33 Other CONCEDA AA AAA A ue EA AAA 33 Medical Record nsnanaticician iio tai 34 Medical R cord Field Descriptions cucuta iii iia pitt 34 Data Mod Cation cities cesses ce A e beta 35 Page 3 of 38 Draft User Manual 1 0 0 16 August 2005 o nin An vdaecn a abya tess AA A ensdsaay A A A aye a 35 A r inae e 35 Read Only Screens su tt ee E E A R ea es 35 Appendix A Definitions uc dia 36 Appendix B Available Credentials ecsceescceseeeeeceeseeceeccenneeceneeteestccenseneonenee 37 Page 4 of 38 Draft User Manual 1 0 0 16 August 2005 Purpose The purpose of this document is to familiarize the user with the functionality and features of the Sickle Cell System hereby referred to as SCell SCell is a subsystem of the WCSWeb web application and is available from the following links Production website http wcs ncpublichealth com wcsweb Test website http hl ncpublichealth info wcsweb Intended Audience This document is written for authorized users of SCell only Information disclosed here may be proprietary sensitive and or confidential Access should be granted to those that are employees of the Department of Health and Human Services DHHS authorized contractors of DHHS or authorized consultants of DHHS U
4. field search is a begins with search For example if John is entered into the Person s Last Name field all persons are returned where their last name begins with John Values are not case sensitive e g John john JoHn etc Search results will be limited to 200 records If the search exceeds this value a message will be displayed Restrict the query by adding more fields to the search or be more specific with values already provided This menu item will display if the user has the Search credential Process Complete all fields needed for the search Press the Seareh Now button to begin the search If the search is successful the system will forward to the Search Results page If the search is unsuccessful the system will return to the Search page with an error message displayed Press the Clear Fields button to blank out all the fields and start over There is no where to go back to so there is no Return link on this page Choose a new feature from the main menu bar Page 22 of 38 Draft User Manual 1 0 0 16 August 2005 Search Person Results This page is different than the other result pages discussed so far It is similar in that a list of data is returned with the names displayed as links Click the link and the Person Details page is displayed There are however two differences First a submenu is displayed containing two menu items Secondly there are check boxes next to each n
5. for the person marked as primary will be the demographic record for all Records that have been merged are still in the system however their status is changed to Merged Merged records can be viewed demographics but not modified The merge process begins with a Search Person From the Search Person Results page determine which record will be merged into Mark this record as primary click the checkbox in the primary column next to the name There can be only one primary Next mark each record that is to be merged into this primary record as merge click the checkbox in the merge column next to the name After all selections have been made click the Merge link Page 23 of 38 Draft User Manual 1 0 0 16 August 2005 The next page that appears is the Merge Verification page This page displays the selections made from the Search Person Results page Information about each record is displayed including its type and associated records such as referrals and sickle cell tests If all types match i e mothers fathers clients guardians or other contacts the Continue button is available Clicking the Cancel button any time will abort the merge process Click the Continue button and the records will be merged If successful the Search Person Results page will be displayed If unsuccessful the Search Person Results page will be displayed with a notification of error There is an Unmerge process It will be disc
6. s credentials are calculated as follows core credentials role1 credentials roleN credentials negative credentials This implies that even if the role credentials provide an authority it can be taken away at the individual user level This provides for fine grained privilege management Page 8 of 38 Draft User Manual 1 0 0 16 August 2005 Modules Page Once the user has successfully logged in the user may be directed to the Modules page This page will only appear if the user has been configured to access multiple WCS Web applications and or has been configured to act on behalf on multiple facilities In the case of multiple facilities the user must select which facility he she is representing during this session This is important since certain environmental configurations depend on the facility If the user is permitted to access multiple applications he she can select which application to enter from the Modules page After the user makes the facility application selection pressing the Continue button will direct the user to the proper Home page Preferences Page Once the user has successfully logged in they may be directed to the Preferences page This will be the case if the password is about to expire Directing the user to this page is for convenience only If the user chooses not to change his her password the Home link can be clicked and the user will be directed to the appropriate home page The Prefe
7. used within 3 password changes User Maintenance This section allows the user to change personal settings such as name email address challenge question and challenge question answer Before any changes will be made the username and password must be entered in the authentication section Update any of the fields and click the Submit Data button A confirmation message will be displayed on the screen The challenge question answer is stored in an encrypted manner therefore technical support can not tell you the answer If the answer can not be remembered a new value must be set Page 12 of 38 Draft User Manual 1 0 0 16 August 2005 Add Client This is the primary way to put a new client into the system It is a model of the state lab s New Born Screening NBS form The Add Client page is designed to collect the same demographic information required by the form This page is also used when modifying information about an existing client and is then referred to as the Edit Client page This page contains many fields The ones marked with a red asterisk are required to be completed If any of the required fields are left blank the data will not be saved and the user will be notified with a message Note that some of the fields are required for newborns but not for adult clients over 18 years of age The system determines the requirements by evaluating the date of birth entered by the user When the user tabs to the next fi
8. Click here if you have forgotten your password link takes the user to the Password Reset page If the user can correctly answer the challenge question a new password will be generated and emailed to the user If the session is idle for 30 minutes the user will automatically be logged out Also note at the top of each page is an If you are not lt username gt click here link This can be used for those users who share a computer Click the link to close the other user s session Page 7 of 38 Draft User Manual 1 0 0 16 August 2005 Credentials If a user is successful at logging into the system that simply means they have a valid account Access to data and features is determined by the user s core credentials negative credentials role and role credentials Available Credentials See Appendix B Core Credentials These credentials represent the default set of access rights assigned to the user This will represent the access privileges of the user 1f he she is not assigned to a role Negative Credentials These credentials represent the access rights that are to be removed from the user 1 e the access privileges the user can not have Roles A user can be assigned to one or more roles This defines how a user can behave or be perceived while using the system Role Credentials Each role has a set of credentials assigned Any user acting on behalf of a role will have all the role credentials Credential Calculation A user
9. Return link on this page Choose a new feature from the main menu bar Roles Users with a CBO Facility role can only search for clients in his her own facility HIPAA Search Link Clicking this link will forward to the HIPAA Search for Clients page This page allows a client search according to the HIPAA rules For more details refer to the HIPAA Search for Clients section of this document Historical vs Standard In some cases a client name and or address may have changed Selecting the Search Historical Names Addresses check box performs the search on current as well as historical data values Page 20 of 38 Draft User Manual 1 0 0 16 August 2005 Search Results This page displays the results of the client search The format and layout is the same as the Home page Clicking the link around the client name will forward to the Client Details page The number of results is limited to 200 records If this value is exceeded a message will appear notifying the user If necessary return to the Search Client page and restrict the search criteria The Return link will return to the Search Client page HIPAA Search for Clients This page works much the same as the Search Client page The primary difference is that a wild card is not appended to the text field values This removes the automatic begins with assumption HIPAA rules dictate that only people required to have access to client information should have access
10. WCSWeb User Documentation SCell System Department of Health and Human Services June 1 2005 User Manual 1 0 0 16 August 2005 Table of Contents PULPO A Es 5 Intended PAU GIST CS tinnen ai e een mea eee 5 R g irements o ti e eat Aegean eter al 5 FEV ACOTIIMISN bc a NN 5 reine ral FSSC A TR ee 6 Authentication esmesi ees e SS easy oe Saas Oates oe a a 7 Gr d ntials ai A O TE RE 8 AyallableCredentidlS oit en r e a E ae a AE R TEES 8 Core Cred ntialSeareo e E 8 Noa a O EEE ED 8 RO 8 Role Credentials iii aida ii 8 Credentral ale Ul OA A resi alos 8 Modules Pates A A ade TENES 9 Preferences Pare ii a AE A RE A A 9 Password Reset Para 9 Hom Pa e od e lod e e OO 9 MAT O adi 10 O 10 Print Glients Pare A rd 10 State Employee Consultant Rol do Ulsa Mead TOO tasy ee sucias sees bees 11 SE sl Nana ROS A ta 11 Educator Only Roles ida aint pais 11 Preferences E E E E a cada 12 Current Personal A od tanta E R R 12 Me A E EE E 12 Password Maintenance 12 User Maintenance ita adan e psi 12 PROC OW E F E EE EE O EET 13 NT 13 General Field Relationships ii Gadeaude avnvacdevndecuensbosaatesepanens 14 Field Descrip iii 15 Field Deseriptions c ntin ed s sssri ieee ai ni e Bale 16 TAC AULONIS nai ioc a mal 17 O O 17 General Field Relationships iz iia thdpsseeavsn deeds tedeaumsavnsaceusads cdenoocaatesepaneds 18 Nat Ca NB erste ec C0 jane paper eri petted Crest EE T E E 18 BRS OT ES isco sind een nese ey SIs eee i e
11. age with an error message displayed Press the Clear Fields button to blank out all the fields and start over The Return link will forward to the Educations Summary page Use this link if the data is not to be saved Page 17 of 38 Draft User Manual 1 0 0 16 August 2005 General Field Relationships Education sessions are associated with a user A user may create a new education session record for each education session they perform Field Descriptions Field Label Required Description Date Time Yes The date and time the education session was performed Performed By Yes A drop down list containing the users who may perform the session County Yes The county in which the education was performed Name of Event Group Family Yes Free text description of the Event Group Family Number in Attendance Yes Number of people attending the session Time Spent in Session Yes Hours and minutes of session duration Group Description Yes A drop down list of options to describe the nature of the session Target Audience Yes A drop down list of options to describe the target audience Race Yes A set of check boxes to describe the race of the audience Hispanic Origin Yes A drop down list of options to describe Hispanic Origin Comment No General comments 700 characters Page 18 of 38 Draft User Manual 1 0 0 16 August 2005 Reports This page provides a list of pre defined reports The matrix below shows the report names and the filte
12. ame Submenu Merge This operation allows multiple persons to be merged or combined into a primary person Only persons of the same type can be merged i e clients to clients mothers to mothers etc Return Clicking this link will return to the Search Person page Merge The check boxes that appear beside each name are used by the Merge operation The purpose of merge is to combine multiple records into one single record If this feature is used appropriately it increases the integrity of the data Merge is useful in the following ways Each new client creates a mother record In the case of a multiple birth the same mother is created multiple times Use merge to combine these mother records into one single existence The same client is entered by different users Another user catches the mistake and combines the records A father guardian and or other contact have multiple existences Merge can be used to clean up the multiple records The merge operation should only be performed when it is absolutely certain that the persons being merged are the same Also remember that other modules share this data Make sure that combining records will not have a negative impact on the other modules This is an administrative function and requires the ApplicationAdministrator credential Merge is a complex operation It will merge ALL records from the persons checked as merge into the person marked as primary The demographic record
13. as aes uta ees ees 19 Process aii A es pode eeieaatenaeaaee 19 Report List aeo oe a e a E oid ones a Sage te facet ante aioe as 19 Search SMI esis ahs te ease A 20 OCS O E gad eats E 20 Rol Ni 20 HIPAA Search Ek in 20 Page 2 of 38 Draft User Manual 1 0 0 16 August 2005 Historical vs Standard erotico LEE tada ek deds edad 20 Search Results a atan an sit idee 21 Search Persona oia 22 TN AE E E EA an Lk ST 22 Search Person ResUlS idad ib 23 SUD A RA EE E AE E AA A EA 23 MS At 23 Merca Persons nenn n aa Ee R E A E RNN 24 Unmet Sagi vse och cies Secu EE AE E E e ERE AA RR 24 E E OEA 24 Example to A A A A AA Be 24 Process ui ado ii 25 LT da 25 Hel piss Sei SA A Bae ote SS see tat 25 Client Detar sree a a a a E R ee BO ee 26 Page Layos 26 Subm nUS asii ana aa ia 26 Main Submenu nadaa la died 26 Demographic Information SUD ceiipocionicai it 26 RES OM OT at RE SN Eat ie Lik Bal See es ie el Nu oe e 27 A det oes Pes then stages EESE bse Ne SCN bade ba Hho EN 27 MOE AAA AA fa DOO AAA E E E ead easier tee Hs 27 PAULO ION 28 CGT E T 0G ia Sa epi E E ry E AE EE ES N E E E ee 28 Other Contacts cee EA 28 Medical Record E Os Sees Cnet ate fe A ae A Mos 28 Operation Dat Les te ds 28 Mal SUbmenU unitaria ici lider sagas syekcagssogebate 28 NA RT 28 PLOCESS AAA A A a 28 AA DISE h BLE 1 o a psec cosas sae I eats accu EE 29 Services Summary did e a o e ete 30 New Eab Resultado dai 30 O RE 30 Field WeSC pei Ons firs sete ced
14. d Description Edit hand icon CreatePatient Forwards to the Medical edit page Help question mark icon CreateHelp Displays help Healthcare Information Submenu Operation Credential Required Description Edit hand icon CreatePatient Forwards to the New Born Screening form edit page Help question mark icon CreateHelp Displays help Links Some of the labels or data elements are actually links Clicking the link will perform some action but not necessarily on the client directly If the link is on the label it implies that there is no data for that element Click the link for data creation If the link is on the data value it implies a value exists and clicking the link will allow an edit on the value Person Person links provide a mechanism to modify demographic information for a particular person This includes the client mother father guardian and other contact The pages displayed by these links will expose more demographic data fields than the Add Client page Use these links to define the person in more detail Client This link allows the client demographics to be edited independently of the mother The New Born Screening form has a relationship between the mother and client infant If the mother changes so does the client Modifying the client with this link will make changes to the client only however if a change is made later via the Edit Client page it will be applied to the client as well as the mother Mother
15. d Jane Smith is the same person She is the mother of twins born recently at General Hospital Userl goes through the merge process and identifies Jane Smith as the primary record and J Smith as the merge record At this point J Smith is marked as merge and will show up on the Merged Persons page Page 24 of 38 Draft User Manual 1 0 0 16 August 2005 User2 later recognizes that Jane Smith and Mom Smith is the same person Mom Smith 1s the mother of a baby born two years ago Remember that Jane Smith recently gave birth to twins so she now has three children in the system User2 goes through the merge process and identifies Mom Smith as the primary record and Jane Smith as the merge record Jane Smith is now marked as merged and will show up on the Merged Persons page along with J Smith At this point J Smith and Jane Smith are eligible for unmerge Choosing J Smith to unmerge will display the following merge tree J Smith gt Jane Smith gt Mom Smith Unmerging J Smith will actually remove her records from Mom Smith since Jane Smith was merged into Mom Smith Unmerging Jane Smith will not display a merge tree since the merge of Jane to Mom is only a single merge Unmerging Jane Smith will remove her records from Mom Smith J Smith will still be part of Jane Smith Process The demographic information is displayed regarding the merged from and merged to persons If an unmerge is warranted press the Co
16. e Client Details page Click the Clear Fields button to blank all fields and start from scratch If the father is the primary contact for the client check the Primary Contact field This implies that the client can be located via the father Page 32 of 38 Draft User Manual 1 0 0 16 August 2005 Guardian The link will appear either as the Guardian label or the Guardian field value If no guardian has been defined for the client 1t will appear as the label If the guardian has already been created the link appears as the guardian s name Clicking the link displayed only if the user has the modifyPerson credential will display the Edit Guardian Details page All demographic fields for the guardian are displayed There is no relationship to the client 1 e modifications to this page will have no impact on any other record including the client record Set the value of each field as necessary and press the Submit Data button to save the data To exit without saving click the Return link which will forward the page to the Client Details page Click the Clear Fields button to blank all fields and start from scratch If the guardian is the primary contact for the client check the Primary Contact field This implies that the client can be located via the guardian Other Contact The link will appear either around the Other Contact label or the Other Contact field value If no other contact has been defined for the client it will ap
17. e drop down box Click on the link to copy the value displayed in the Physician Practice Name drop down box to the Assignee of Antibiotic field Medical Record Field Descriptions Field Label Medical Record Number Medicaid Number Tracking Status Date of Birth Time of Birth Birth Weight in Grams Multiple Birth Physician Practice Name Attention New Physician Practice Facility Feeding Type Insurance Source Date Started Reason for no Antibiotic Client Genotype Assignee of Antibiotic Required No No No Yes Yes No Yes No No No Yes Yes No No No No No Description Client s medical record number This may change if transferred Client s Medicaid number Current tracking status This is rule based but changeable Date of birth Time of birth Weight at birth in grams Choose yes or no lf yes provide a letter code Name of the health provider Attending physician If the health provider is not in the list enter a new name here Name of the facility in which the client is located Type of feeding Multiple values are allowed Type of insurance Date antibiotic begun Reason why client is not on antibiotic Genotype of patient Name of physician or facility that prescribed antibiotic Optional if client is over 18 years of age Page 34 of 38 Draft User Manual 1 0 0 16 August 2005 Data Modification Edit screens provide access to data already entered into the system
18. eld any required fields not relevant for adults are reset so they will not require data entry This menu item will display if the user has the CreateClient credential Process Complete all required fields along with any of the other fields Press the Submit Data button to save the data If the save is successful the system will forward to the Client Details page If the save is unsuccessful the system will return to the Add Client page with an error message displayed Press the Clear Fields button to blank out all the fields and start over The Return link will forward to the appropriate page If the user arrives at Add Client page via the main menu the Return link returns them to their Home page If the user arrived at the Add Client page from the Client Details page they will be returned to that page Use this link to cancel an Add Edit operation if the data is not to be saved Page 13 of 38 Draft User Manual 1 0 0 16 August 2005 General Field Relationships The fields in the Specimen Information section are not required however if you specify a Date amp Time of Collection a NBS Barcode Number must be specified as well as a Specimen Status The only exception to this rule is if the New Born Screening form is being sent to the lab because of an infant transfer the NBS Barcode Number is specified and the Specimen Status is marked as None Drawn The Date amp Time of Collection is not required The values displa
19. er Name field value displayed only if the user has the modifyPerson credential will display the Edit Mother Details page All demographic fields for the mother are displayed There is no relationship to the client 1 e modifications to this page will have no impact on any other record including the client record Set the value of each field as necessary and press the Submit Data button to save the data To exit without saving click the Return link which will forward the page to the Client Details page Click the Clear Fields button to blank all fields and start from scratch If the mother is the primary contact for the client check the Primary Contact field This implies that the client can be located via the mother Father The link will appear either as the Father Name label or the Father Name field value If no father has been defined for the client 1t will appear as the label If the father has already been created the link appears as the father s name Clicking the link displayed only if the user has the modifyPerson credential will display the Edit Father Details page All demographic fields for the father are displayed There is no relationship to the client 1 e modifications to this page will have no impact on any other record including the client record Set the value of each field as necessary and press the Submit Data button to save the data To exit without saving click the Return link which will forward the page to th
20. igation Use the provided Return link or the menu links Menu items are displayed only if compatible with the user s credentials and or role In other words Educators will only have menu selections relevant to their function while state employees and consultants will have access to a broader range of menu items Home The Home link provides access to the client queue The layout of the Home page depends on the user s role New clients will only appear on the SCell Manager s Home page Once the SCell Manager reviews each new client their tracking status is set to Reviewed Clients with a status of Reviewed will appear in the queue of users whose role is State Employee Consultant Clicking the client name link will direct the user to the Client Details page Each client queue is equipped with a Print Clients link Use this if a printed list of clients is required This page is not credential dependent however if the user does not have the ReadClient credential the client names will not appear as links Print Clients Page Clicking the Print Clients link will cause the Print Clients Page to appear Use the standard browser menu items to configure and print this page Close the window when printing is complete Page 10 of 38 Draft User Manual 1 0 0 16 August 2005 State Employee Consultant Role The client queue displays only clients living in the counties assigned to the user This list 1s also filtered by client
21. imeout 7 Unmerge 24 URL 5 7 Version 6 Web Browser 5 Page 38 of 38 Draft
22. indicate sickle cell disease or trait This information can be shared with professionals that are committed to helping these people and their families SCell provides system features for authentication data creation and correction search and information reporting Only approved individuals have access to the system Once a user has an account assigned credentials define what is available with regards to features and data For detailed help on a specific page or field click the Help link or the question mark image Each page has a Version Info link This can be used to provide information to technical support regarding the version in operation All data transactions are logged with audit information This audit information includes who made the changes when the changes were made and what changed SCell follows the rules set forth by HIPAA Data is restricted to those who have a right to see the data By receiving an account to the system all users agree to abide by these rules If intentional and flagrant violations occur loss of access will result and sanctions or prosecution could follow Page 6 of 38 Draft User Manual 1 0 0 16 August 2005 Authentication Accounts are authorized by the manager of the sickle cell program Once authorized accounts are created by the WCSWeb technical support group An account consists of a username and a password Once logged into the system passwords can be changed by the user When the SCel
23. iteria Page 19 of 38 Draft Roles A State Employee Consultant B SCell Manager C Educator Only User Manual 1 0 0 16 August 2005 Search Client This page is used to search for clients There is a clear distinction between persons and clients A mother father guardian other contact and client are all persons however only a client is a client This page is designed specifically for clients Text fields will always have a wild card appended to the values entered This implies that each field search is a begins with search For example if John is entered into the Client s Last Name field all clients are returned where their last name begins with John Values are not case sensitive e g John john JoHn etc Search results will be limited to 200 records If the search exceeds this value a message will be displayed Restrict the query by adding more fields to the search or be more specific with values already provided This menu item will display if the user has the Search credential Process Complete all fields needed for the search Press the Search Now button to begin the search If the search is successful the system will forward to the Search Results page If the search is unsuccessful the system will return to the Search page with an error message displayed Press the Clear Fields button to blank out all the fields and start over There is no page to go back to so there is no
24. l link http wcs ncpublichealth com wcsweb is accessed the authentication or login screen will be displayed Access is granted by entering a correct username and password combination Error messages will be displayed on the screen if the username and or password are incorrect for the user Five unsuccessful attempts will cause the account to be marked as BLOCKED If an account is blocked the user must contact technical support and have the account reset Passwords and accounts are assigned expiration dates The user will be notified several days in advance that a password or account is expiring If the user password is about to expire the user can set a new password which resets the expiration date If the user account is about to expire the user should contact technical support for assistance Notification occurs when the user logs in A message will be displayed on the screen and the user will be taken to the Preferences page by default The user can change the password at that point or click the Home link to go the Home Page Client Queue If the password expires the user will need to contact technical support in order to get a new password Note passwords are encrypted so the technical support personnel can not tell the user what the password is they can only set a new password The Login page offers an opportunity to get a new password If the user has logged in before and configured a challenge question and answer clicking the
25. list is sorted with the most recent at the top This menu item will display if the user has the ReadServices credential If the user has the ModifyService credential the edit icon hand with pencil will appear to the right of each line Click the edit icon to access the Modify Services page The Return link will forward to the Client Details page New Lab Result This page allows for the creation of a client lab result record This type of record identifies the elements of a Lab Result that has been provided for a client Any number of lab results can be created for a given client This menu item will display if the user has the CreateLabResult credential Process Complete all required fields along with any of the other fields Press the Submit Data button to save the data If the save is successful the system will forward to the Client Details page If the save is unsuccessful the system will return to the New Lab Result page with an error message displayed Press the Clear Fields button to blank out all the fields and start over The Return link will forward to the Client Details page Use this link if the data is not to be saved Field Descriptions Field Label Required Description LIMS Lab Code No Lab code LIMS Lab ID Number No ID number of the lab result Result Date Yes Date of the lab result Result Time No Hours and minutes of lab result Result Yes Genotype indicating the result Page 30 of 38 Draft User Man
26. ly Requires DeletePerson Allows deletion of a person record This should be an administration credential only Allows deletion of a user record This should be an administration credential only Allow multiple records to be merged into a primary record This should be an administration credential Allow client records to be modified Requires ModifyPerson Allow person records to be modified Allow user records to be modified Allow facility records to be read Allow client records to be read Requies ReadPerson Allow person records to be read Allow role records to be read Allow user records to be read Allow reports to be executed Allow searching Page 37 of 38 Draft Add Client Page 13 Field Relationships 14 Back Button 5 Client Details 26 Links 27 Operations 28 Lab Results Summary 31 New Lab Result 30 New Service 28 Services Summary 30 Submenus 26 Credentials 8 Available 37 Data Modification 35 Description 6 Education Page 17 Field Relationships 18 Forgotten Password 7 Help 25 HIPAA 6 Search Link 20 Home Page 9 10 User Manual 1 0 0 16 August 2005 Index Logout 25 Main Menu 10 Merge 23 Merged Persons Page 24 Modules Page 9 Password Reset Page 9 Preferences Page 9 12 Print Client List 10 Read Only 35 Reports Page 19 Roles 8 Educator Only 11 Scell Manager 11 State Employee Consultant 11 Search Client Page 20 Search Person Page 22 Security 5 T
27. nauthorized access to this information is in violation of its intent and may be subject to prosecution under North Carolina law Requirements In order to effectively use SCell access to a computer with Internet access is required The system will work with a dialup connection as well as a high speed connection however dialup connections will be some degree slower A web browser is also required The products officially supported are Microsoft Internet Explorer version 6 x and Netscape Navigator version 7 x Other browsers may work but DHHS will only provide support for the previously mentioned products Any browser used must support the http secure socket layer This is used to provide data security via data encryption While navigating this web application do not use the browser s back button to return to a previous page Each page has a Return link that will return to the appropriate page Clicking links on the page menus is also an acceptable means of navigation Environment SCell is hosted by the Bioterrorism Information Technology Group of DHHS The systems environment is protected redundant and secure The data and applications are backed up on a regular basis to minimize the opportunity for data loss and or downtime Page 5 of 38 Draft User Manual 1 0 0 16 August 2005 General Description SCell is a web application designed to collect data and report information about people who test positive for genotypes that
28. ntinue button and the records will be separated If the process is successful the system will forward to the Merged Persons page If the process is unsuccessful the system will return to the Unmerge Verification page with an error message displayed Press the Cancel button to abort the process and return to the Merged Persons page Log Out Clicking the Log Out link will close the user s session and return to the Login page Any work in progress will be lost Help The Help link displays a new window with page context help Use this for detailed information on how to use a given page Note that each Help page contains a User Guide link that displays this document as a PDF file in a separate window Page 25 of 38 Draft User Manual 1 0 0 16 August 2005 Client Details The Client Details page is read only and displays a subset of the client s data This page can be arrived at from the Add Client page after a successful save the Home page as well as some result pages This is an important page regarding client operations Page Layout The layout of the Client Details page is dependent on user roles and credentials Each feature will be discussed here but all users may not have access to all features Page navigation and activity is controlled by submenus and links A client may have a primary contact person This is represented by pc beside the name of the person It may be the mother father guardian or other c
29. o change the user s password and to configure other user account properties such as email name and challenge question answer This page is not credential dependent Current Personal Settings When the page is displayed the current settings are hidden by default This reduces the opportunity for confusion Click the Show link and the properties will be displayed Click the Hide link and the properties will be hidden Any questions regarding these settings should be directed to the system contact person and or the technical support group User Authentication This section of the page is used to validate the user Before any changes to the user record can be made the user must be verified It may seem redundant to verify the username and password again but if it did not work this way someone could stop by the user s desk while they were out and change the password After that the user would not be able to log in If the system verifies again then it is safe to make the changes Password Maintenance This section allows the user to change their password Enter the username and password in the Authentication section In the password field enter the value for the new password In the confirmation field enter the same value Click the Update Password button If the two values match and the authentication data are correct the password will be changed A confirmation message will be displayed on the screen Passwords can not be re
30. ocess See Home Page Displays a list of clients for the given user and role A generalized representation of a mother father guardian other contact and client The page provided to the user for environment configuration including password See Credential The act of receiving a client from another facility A behavior that is assigned to the user Credential assigned to a role and applies to any user assigned this role Operations that are specific to the page on which they are contained The act of moving a client from one facility to another The official name used to access WCSWeb Women and Children Services A branch of DHHS Name of the web application Page 36 of 38 Draft User Manual 1 0 0 16 August 2005 Appendix B Available Credentials Credential Name CreateClient CreatePerson CreateUser DeleteClient DeletePerson DeleteUser Merge ModifyClient ModifyPerson ModifyUser ReadFacility ReadClient ReadPerson ReadRole ReadUser Report Search Core Required No No No No No No No No No Yes Yes No No Yes Yes No No No No No No No No No No No Yes Yes No No Yes Yes No No Description Allows creation of a client Requires CreatePerson Allows creation of a person record Allows creation of a user This should be an administration credential Allows deletion of a client record This should be an administration credential on
31. ontact This value can be changed on the Person Edit page Submenus The page has four submenus The main submenu contains operations specific to the client overall The demographic submenu is specific to the client s demographics The medical submenu contains information regarding the client medical information And the healthcare submenu is specific to the client s provider Main Submenu This menu appears just below the main menu and may have several links depending on the user s credentials Choosing any of these operations will cause some action to be performed on the selected client Operation Credential Required Description New Service CreateService Add a new service for selected client Services Summary ReadService Display all services for selected client New Lab Result CreateLabResult Add a new lab result for selected client Lab Result Summary ReadLabResult Display all lab results for selected client Demographic Information Submenu Operation Credential Required Description Names History ReadPerson Displays all historical and current names for client Address History ReadPerson Displays all historical and current address for client Print ReadClient Print the current client information Edit hand icon ReadClient Forwards to the Add Edit Client page Help question mark icon ReadHelp Displays help Page 26 of 38 Draft User Manual 1 0 0 16 August 2005 Medical Information Submenu Operation Credential Require
32. pear around the label If the other contact has already been created the link appears around the other contact s name Clicking the link displayed only if the user has the modifyPerson credential will display the Edit Other Contact Details page All demographic fields for the other contact are displayed There is no relationship to the client 1 e modifications to this page will have no impact on any other record including the client record The relationship of the other contact to the client can be defined on this screen Set the value of each field as necessary and press the Submit Data button to save the data To exit without saving click the Return link which will forward the page to the Client Details page Click the Clear Fields button to blank all fields and start from scratch If the other contact is the primary contact for the client check the Primary Contact field This implies that the client can be located via the other contact Page 33 of 38 Draft Medical Record User Manual 1 0 0 16 August 2005 Clicking this link will display the Edit Medical Details page for the client Set the value of each field as necessary and press the Submit Data button to save the data To exit without saving click the Return link which will forward the page to the Client Details page Click the Clear Fields button to blank all fields and start from scratch The copy to assignee link appears immediately after the Physician Practice Nam
33. person s mailing address Mailing Address Line 2 No Line two of the person s mailing address May not be required City Yes Mailing address city State Yes Mailing address state Zipcode amp Zip 4 Yes Mailing address zip code plus an additional four digits if required County Yes Mailing address county Home Phone Number No Person s home phone number Sex No Person s sex Social Security Number No Person s social security number Race Yes Person s race Multiple values are allowed Hispanic Origin No Yes if person is of Hispanic origin Genotype No Person s genotype This may be set by test results Family Income No Income range Years of Education No Number of years of education Page 31 of 38 Draft User Manual 1 0 0 16 August 2005 Client Clicking the link that is the Client Name field value displayed only if the user has the modifyClient credential will display the Edit Client Details page All demographic fields for the client are displayed There is no relationship to the mother or other primary contact 1 e modifications to this page will have no impact on any other record including the mother record Set the value of each field as necessary and press the Submit Data button to save the data To exit without saving click the Return link which will forward the page to the Client Details page Click the Clear Fields button to blank all fields and start from scratch Mother Clicking the link that is the Moth
34. rences page will be discussed in more detail later in this document Password Reset Page This page is reached if the Click here if you have forgotten your password link is clicked Enter the username and press the Submit Data button At this point the challenge question will be displayed Type in the answer to the question and press the Submit Data button If the answer is correct a new password is generated and emailed to the user otherwise the user is taken back to the Password Reset page This process works only if the user has configured a challenge question the answer to the challenge question and a valid email address If the challenge question and answer have been configured but there is not a valid email clicking this link will generate a new password but the user will not be notified In that case the WCSWeb technical support group will need to contacted in order to get a new password Home Page If the user has only one application and one facility a successful login will direct the user to the appropriate Home page In the case of SCell this page will represent the client queue The client queue will be discussed in more detail later in this document Page 9 of 38 Draft User Manual 1 0 0 16 August 2005 Main Menu The main menu represents the top level system features Some of the main menu items will have a submenu that applies specifically to that feature Remember not to use the browser s back button for nav
35. rs and criteria available for each report This menu item will display if the user has the Report credential Process Choose the desired report and complete required report input fields Press the Ge button to execute the report The results of the report will be displayed in a separate page This page will not have the application colors and formatting The User can print the page by using the browser s formatting and print controls The Return link will return to the Home page Report List Report Options Role Monthly Services By Region 1 A B Monthly Services By County 1 A B Staff Caseload By Region A B Staff Caseload By County A B Client Demographics By Region 2 3 A B C Client Demographics By County 2 3 A B C Prophylactic Antibiotic 1 2 4 A B Visit Reminders List 2 3 5 6 A B Client History 1 2 3 A B Primary Providers 6 A B Client List 2 3 7 8 A B Demographics Client Information By Region 9 A B Demographics Client Information By County 9 A B Trait Counseling By Region 1 A B Trait Counseling By County 1 A B Trait Counseling By All Regions 1 A B Education Session Statistics 1 A B C Education Session Target Audience 1 A B C Education Session County Information 1 A B C Education Session Groups 1 A B C Options 1 Date Range 2 Tracking Status 3 Trait Counseling 4 Sort Criteria 5 Birth Month 6 Geography Region County 7 Age Range 8 Mailing Labels Avery 5160 5161 9 Demographic Cr
36. s that have a tracking status of Reviewed or Active with those records with status of Reviewed listed first The client queue may be filtered by any of the counties assigned to the user by selecting a value from a drop down list of counties The system identifies this role as scServicer SCell Manager Role This role includes all of the capabilities of the State Employee Consultant role with additional managerial capabilities The SCell Manager client queue displays all records in the system with a tracking status of New The client queue may be filtered by any county in the state by selecting a value from a drop down list of counties The SCell Manager Education page is enhanced with drop down lists displaying Educators and Facilities These enable the SCell Manager to filter the table of Educations accordingly The system identifies this role as scManager Educator Only Role The Educator Only role has access limited to information related to Education services performed by the user the Preferences page and system help If the user is assigned to a CBO Facility they have read write access to their Education session information and read only access to the Education sessions performed by others in their CBO Facility The system identifies this role as scEducator Page 11 of 38 Draft User Manual 1 0 0 16 August 2005 Preferences Page The Preferences page is used to display current user settings t
37. sary changes and press the Submit Data button to save the changes Click the Return link to exit without saving Read Only Screens In some cases users will not have edit rights to data In this case a read only screen will be made available This type of access will be most notable from the summary screens The edit icon will not show up but links will be provided that when clicked will show a read only version of the data This type of action will also be available from the links on the Client Details page Page 35 of 38 Draft Appendices User Manual 1 0 0 16 August 2005 Appendix A Definitions Authentication Authority Core Credential Credential DHHS HIPAA Home Page Login Page Negative Credential Password Password Reset Page Client Queue Person Preferences Page Privilege Receive Role Role Credential Submenu Transfer Username wcs WCSWeb The process of verifying a username password combination See Credential Default or base credential for a user Item of application privilege Determines data and feature access The Department of Health and Human Services Health Insurance Portability and Accountability Act See Client Queue The default page displayed after complete authentication has occurred The initial screen displayed for WCSWeb A credential that is to be removed from the user Encrypted secret word used to validate a user The page provided as a password self service pr
38. t This menu item will display if the user has the CreateService credential Process Complete all required fields along with any of the other fields Press the Submit Data button to save the data If the save is successful the system will forward to the Client Details page If the save is unsuccessful the system will return to the New Service page with an error message displayed Press the Clear Fields button to blank out all the fields and start over The Return link will forward to the Client Details page Use this link if the data is not to be saved Page 28 of 38 Draft User Manual 1 0 0 16 August 2005 Field Descriptions Field Label Required Description Service Date Yes Date the service was performed Service Type Yes A drop down list of types of services Service Code Yes A drop down list of service codes for the service provided Relatives Counseled Yes A drop down list of options used to answer the question Appointment Status Yes A drop down list of status options Child Service Coordination No Number of children Trait Counseling Date No Date counseling was performed Note this field is used by the system to identify Trait clients Genetic Number Counseled No Number of individuals counseled about SCell Disease Comments No General comments 700 characters Page 29 of 38 Draft User Manual 1 0 0 16 August 2005 Services Summary Clicking this link will display a page with all the SCell Services for the client The
39. tice Name drop down Click this link to copy the value displayed in the Physician Practice Name drop down box to the Assignee of Antibiotic field Page 14 of 38 Draft Field Descriptions Field Label NBS Barcode Number Specimen Status Date amp Time of Collection Medical Record Number Tracking Status Client s Last Name Client s First Name Client s Middle Name Client s Name Modifier Date of Birth Time of Birth Birth Weight in Grams Multiple Birth Sex Race Hispanic or Latino Origin Physician Practice Name Attention New Physician Practice Facility Type of Feeding Date amp Time of First RBC Transfusion NICU Discharge Date Gestational Age Comment Insurance Source Date Started Reason for no Antibiotic Client Genotype Initial Lab Result Initial Results Date Follow up Lab Result Follow up Result Date Assignee of Antibiotic Mother s First Name Mother s Last Name Mother s Maiden Name Mother s Social Security Number Mother s Medicaid Number Mailing Address Line1 Mailing Address Line2 City State Zipcode amp Zip 4 Required No No No No No Yes No No No Yes Yes No Yes No Yes No No No No Yes Yes No No No No No No No No No No No No No No Yes Yes No No No Yes No Yes Yes Yes User Manual 1 0 0 16 August 2005 Description Barcode number that appears on NBS form Status of the specimen being sent to the lab Date and time the specimen was collected Facilit
40. to client information SCell implements this rule by limiting the standard searching process to clients in the user s facility Access to clients in other facilities is not permitted The purpose of the HIPAA search is to allow facilities to locate a client record when under normal circumstances the user would not have access because of a role constraint The rule is that if the user knows the exact values for the following fields it is assumed the user has a valid reason to access the client record Client s Last Name Client s Date of Birth Mother s Last Name Mother s First Name The results page should have only one record matching the four exact match criteria entered into the data fields The client name will be surrounded by a link Clicking this link will forward to the Client Details page The Return link will return to the HIPAA Search for Clients page Page 21 of 38 Draft User Manual 1 0 0 16 August 2005 Search Person This page is used to search for persons There is a clear distinction between persons and clients A mother father guardian other contact and client are all persons however only a client is a client This page is designed specifically for persons This is the only way to find a mother father guardian and other contact If the person is a client then the client must be in the user s facility Text fields will always have a wild card appended to the values entered This implies that each
41. ual 1 0 0 16 August 2005 Field Descriptions continued Field Label Required Description County Yes Home county Home Phone Number No Home phone number Father s First Name No First name of father Father s Last Name No Last name of father Optional if client is over 18 years of age Page 16 of 38 Draft User Manual 1 0 0 16 August 2005 Educations The Education page displays a summary of education sessions performed according to the role of the user The education sessions are listed and the user may edit their own educations by clicking on the hand icon or they may view educations performed by others within their facility A submenu displays a New Education link that enables the user to create a new education session record This link takes the user to the Education page and is designed to collect information that describes the user s education session The fields marked with a red asterisk are required to be completed If any of the required fields are left blank the data will not be saved and the user will be notified with a message This menu item will display if the user has the CreateEducation credential Process Click on the New Education link Complete all required fields along with any of the other fields Press the Submit Data button to save the data If the save is successful the system will forward to the Educations Summary page If the save is unsuccessful the system will return to the Add Education p
42. ual 1 0 0 16 August 2005 Lab Results Summary Clicking this link will display a page with all the lab results for the client The list is sorted with the most recent at the top This menu item will display if the user has the ReadLabResult credential If the user has the ModifyLabResult credential the edit icon hand with pencil will appear to the right of each line Click the edit icon to access the Modify Lab Results page The Return link will forward to the Client Details page Client Detail Links There are several links in the client demographic data These links allow data to be edited created and or viewed Access will depend on user credentials If the user does not have the createPerson credential the links around the Father Guardian and Other Contact will not appear If the user does not have the modifyPerson credential links around the field value if it exists will not appear If the user does not have the modifyClient credential the link around the client s name will not appear Person Field Descriptions A client mother father guardian and other contact are all considered a person and share a common set of fields The list below documents the person fields Field Label Required Description Last Name Yes Person s last name First Name No Person s first name Middle Name No Person s middle name Name Modifier No Person s name modifier such as Jr Sr Il etc Mailing Address Line 1 Yes Line one of the
43. ussed later in this document Merged Persons This page displays a list of persons that have been merged Each element in the list has an UnMerge link Click this link if the merge process needs to be backed out The names of the Merged From and Merged To also have links Click the link and a read only page will be displayed which includes a limited set of demographic data There is no where to go back to so there is no Return link on this page Choose a new feature from the main menu bar This menu item will display if the user has the Search credential Unmerge This page displays the demographic information for the person about to be unmerged If this person has been part of a multi merge operation a merge tree will be displayed at the bottom of the page This provides the user with information that needs to be analyzed before the unmerge is executed i e if the person is part of a multi merge what is the impact of this action Multi Merge There may be cases where the same person has been entered into the system multiple times These persons should be merged into a single record There is no limit to the number of times records can be merged however be careful and research each case before merging The best way to explain this is with an example Example In this example there are two users Userl User2 and three persons J Smith Jane Smith and Mom Smith Userl recognizes that J Smith an
44. y Hospital medical record number Status of the client as they move through the system Last name of client infant First name of client infant Middle name of client infant Name modifier such as Jr Il Sr etc Date of birth Time of birth Birth weight in grams If multiple birth choose yes and provide a letter Sex of client infant Race of client infant Multiple values accepted Choose yes if client infant is of Hispanic origin Name of provider Name of attending doctor from provider Specify a new provider Used if provider is not in list Name of current facility or specimen submitter Type of feeding Multiple values accepted Date and time of transfusion If checked the infant is in the NICU Date the infant left the hospital Gestational age in weeks General comments 700 characters Name of insurer of client Date client began antibiotic Explanation why client is not taking antibiotic Genotype of Client Genotype of first lab result of client Date of first lab result of client Genotype of an additional lab result Date of an additional lab result Name of physician or facility that prescribed antibiotic First name of mother Last name of mother Maiden name of mother Mother s social security number Mother s Medicaid number Home street address Second address line if needed Home city Home state Home zipcode Format ddddd or ddddd dddd Page 15 of 38 Draft User Man
45. yed in the Physician Practice Name list are dependent on the value selected in the Facility list This implies that each facility has its own list of providers The only exception occurs when an infant is transferred The infant s current provider is added to the list of providers for the infant s new facility If the Physician Practice Name field is modified the provider from the previous facility is removed from the provider list of the current facility If the provider is not found in the Physician Practice Name list it can be added by setting the value to Select a Provider and entering the name of the new physician or practice in the New Physician Practice field This new provider will be added with a name only The remaining details can be added later The address collected is for the mother and the infant If a change is made on this page it changes both people and makes the values the same Directions for making changes that are independent will be provided later in this document When a client is saved a mother record is always created however a father record is not created unless one of the name fields in the Father s Information section has a value The same as client link appears twice on the page and is for convenience If the mother s and or father s last name is the same as the infant s click the link and it will be copied into the field The copy to assignee link appears immediately after the Physician Prac
Download Pdf Manuals
Related Search