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Alliance of the Italian Hospitals Worldwide - Teleconsultati

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1. 9 2 INSTRUCTIONS FOR THE SOFTWARE INSTALLATION eere nennen nennen 12 3 TELECONSULTATION APPLICATION ol 18 CONFIGURATION 18 32 TELECONSULTATION LIS ES 22 STSERVICE MESSAGES 23 3 4 GENERATION OF TELECONSULTATION REQUEST FORM HH 27 33 COMPILATION OF A REPLY FORM a 34 3 6 DISPLAY OF THE RECORD OF THE IPOCM TELECONSULTATION 36 3 7 PRINTOUT OF TELECONSULTATION 2 6 0220202 37 3 8 SERVER VERSION OF THE TELECONSULTATION 38 39 VIDEQCONSUL TA TION VERSION ai dre eus 40 Secretariat for Technical Assistance tel 003906 59942348 fax 003906 59942056 e mail info ipocm sanita it TELECONSULTATION MANUAL SECRETARIAT FOR TECHNICAL ASSISTANCE Page 4 out of A5 Vers 1 8 SAT ICT TELECONSULTATION MANUAL INDEX OF FIGURES Figure T Choose the TAN crne IAA 12 Figure 2 Installation starting window ir rhe 13 Fieure 2 Accept The E ORE ROSE 13 Figure 4 Insert the installation Key
2. 28 Figure 19 Window for the input of the ICD9 CM 20 Figure 20 Compilation of the pharmacological therapy 30 Figure 21 Window Tor the insertion OF 3l 22 Example or esed hr dE pK d Rb unb URN P edili aio 32 Figura 23 Request for classification of attachments before dispatch 32 FPie ra 24 Display of the attachment BST 34 Figura 25 Display of an incoming request form nn rr i hr ri iiia inns 35 Figura 260 36 Figura 27 List of the teleconsultations forwarded 39 Figura 28 Videoconsultation rr rrr niin nas 4 Figura 29 Reply to a videoconsultation reservation eee eee 42 Figura 30 Invitation to a videoconsultation i inna nas 43 Figura 31 Display of a videoconsultation eo 44 Secretariat
3. Salva Annulla en iom iN v Alleanza degli ospedali italiani ne mondo FDN e E MA Figure 11 Configuration window server folder BITTE 33g F a Hel p 5 Invia Ricevi Nuovo quesito Nuovo msg servizio Esci Teleconsulti Arrivati 44 Inviati 72 In uscita 0 Bozze 28 Eliminati 44 Teleconsulti arrivati Cuniiutrs iura Generale Programma Messaggi di se Arrivati 23 Inviati 30 Bozze 12 Eliminati 1 Posta in uscita SMTP smipprovidercom 0000000 Posta in arrivo provider com Server posta in arivo NS Nome account nome ospedale Password Server posta in uscita _ Autenticazione server in uscita Nome account nome_ospedale Configura Password Connessione al server 60 secondi Timeout server 5 Salva 73 minut Ricezione perm 9 Alleanza degli ospedali italiani nei mondo E DN ITALNOE MA GROUP WE CARE Secretariat for Technical Assistance tel 003906 59942348 fax 003906 59942086 e mail info ipocm sanita it TELECONSULTATION MANUAL SECRETARIAT FOR TECHNICAL ASSISTANCE Page 21 out of 45 Vers 1 8 SAT ICT TELECONSULTATION MANUAL Figure 12 Configuration window server folder authentication Teleconsulti Purrvali 144 Tel
4. summoner may propose new dates refilling and reprocessing the same form Secretariat for Technical Assistance tel 003906 59942348 fax 003906 59942056 e mail info ipocm sanita it TELECONSULTATION MANUAL SECRETARIAT FOR TECHNICAL ASSISTANCE FOR TECHNICAL ASSISTANCE Page 42 out f A5 Vers 1 8 SAT ICT TELECONSULTATION MANUAL O Figura 29 Reply to a videoconsultation reservation request DN Opinion Posta Setup Help po Invia Ricevi Nuovo quesito x amp Teleconsulti Arrivati 0 Inviati In Uscita 0 Bozze Eliminati amp Messaggi di servizio amp Videoconsulti amp Prenotazioni Arrivati 0 Convocato MO32 KENYA PICCOLA CASA DELLA DIVINA PROVVIDENZA CHAARIA Scartate 0 Inviate In Uscita 0 scegliere la propria disponibilit Risposte prenotazioni Orario in ITALIA Orario in KENYA Inviate 16 08 2006 16 08 2006 gt Arrivati 0 14 00 00 15 00 00 m 17 08 2006 17 08 2006 9 00 00 10 00 00 18 08 2006 18 08 2006 10 00 00 11 00 00 RISPOSTO Convocatore N_Prenotazione PSN 1024 CASA SOLLIEVO DELLA SO SAN GIO 1024 0002 1 032 0001 10 A 1024 CASA SOLLIEVO DELLA SOFFERENZA SAN GIO oe 0001 3 M019 0002 3 Accettazione prenotazione videoconsulto 1024 CASA SOLLIEVO DELLA SOFFERENZA SAN GIOVANNI ROTONDO FOGGI ie 5 ces X Convocatore 1024 CASA SOLLIEVO 7 1024 CASA SOLLIEVO DE 10
5. 1007 0001 1 019 0002 4 019 0002 4 CONVOCATO 1000 SEGRETARIATO ASSOCIAZIONE SEGRETARI 1024 0001 3 013 0002 3 013 0002 3 CONVOCATO 1000 SEGRETARIATO ASSOCIAZIONE lt SEGRETARIZ 1024 0001 1 013 0002 3 013 0002 3 CONVOCATO 1000 SEGRETARIATO ASSOCIAZIONE lt SEGRETARIZ 1024 0001 1 013 0002 3 013 0002 3 S Messaggi di servizio CONVOCATORE A 1000 SEGRETARIATO ASSOCIAZIONE SEGRETARIA 1000 0001 2 017 0001 4 017 0001 4 CONVOCATORE 24 1000 SEGRETARIATO ASSOCIAZIONE lt SEGRETARI4 1000 0001 2 017 0001 4 017 0001 4 Arrivati 0 Inviati Bozze gt Invito al videoconsulto X Eliminati amp Videoconsulti MO17 COSTA AVORIO CENTRO DON ORIONE BONOL M017 0001 1 M017 0001 2 Link http 4 85 18 175 132 ip fastwebnet it 80 meeting php key f6ypqyMWSLZ0a6CkC1kdJJxd M017 0001 2 8 Prenotazioni Arrivati 0 Scartate 0 Inviate In Uscita 0 amp Risposte prenotazioni Inviate amp Inviti Arrivati 0 Sei il convocatore del teleconsulto 017 0001 2 che si terr il giorno 19 07 2006 alle ore 20 00 00 col centro 1014 OSPEDALE PEDIATRICO BAMBINO GESU ROMA Ricordami Chiudi _ ITALNOEMA FORE OCUPE Alleanza degli ospedali italiani nel mondo CAUTION The summoned doctor cannot connect to the service until the summoning doctor is connected On the day and time agreed upon by clicking on the Connected button o
6. eost tes 14 Figure 5 Select the link to the eoe esa oo tere nes irreale 14 Fisure 6 Create desktop ICO NE 15 Fieure 7 Execute the installa Dfl ROSE 15 Fig re 9 Warning il all al Ne 16 Figure 9 Installation completed 9 16 Figure 10 Configuration window general 22 2222225 00 01 000000000000 005334 20 Figure 11 Configuration window server 4 n rrr nnns 20 Figure 12 Configuration window server folder authentication 00380105 003000000000 21 Figure 15 Alternative connections 21 lieure 14 Create 4 Dew CONMCCIION EA EE iUd Ova EU E sowas vs ef Va 22 Figure 15 Teleconsultation starting eo 23 Figure 16 Window for the compilation and despatch of service eene 26 Figure 17 Compilation of the request hr ri rir ri i inan anas Zi Figure 18 Compilation of the clinical examination
7. 003906 59942348 fax 003906 59942086 e mail info ipocm sanita it TELECONSULTATION MANUAL SECRETARIAT FOR TECHNICAL ASSISTANCE Page 32 out of 45 Vers 1 8 SAT ICT TELECONSULTATION MANUAL Figure 22 Example of a display of attachments Diporto meine nono repeta aan 3 a Teleconsulto IPOCM Scheda di richiesta Scheda di risposta l Operatore richiedente Cento richiedente lt Cognome Home ee DA NA SEINEN E Dr Puoi Specialit richiesta Fama tg 4 cano clinico gi 3 Sene i E i Anamnesi 2 4 gt 2 T 4 n t 4 Esame obsettive uU t E i l 1 UM Diagnosi presunta ICD3CM La T t am Twiapia Altra barapa pumcndents 5 e p P Lanmacoligu a m cinis al Alim barapa in conto i E prn Uu lamat 3 jg JES Teleconsulto IPOCM m A Scheda di richiesta Scheda di risposta Ir Ir peratore richiedente B Centro richiedente Cognome Nome E 005 Ospedale Ital lista Allecati Priorit richiesta Normale C Progetto Chiudi jpg Codice caso cli diagnostica per immagini diagnostica su tracciato refertazione altro El C AProgetto attach gif diagnostica pe
8. Health Centre J n n 2 ed e asp a The teleconsultations are messages in XML eXtended Markup Language and in text format The current application s version does not run MIME or HTML transcodifications Secretariat for Technical Assistance tel 003906 59942348 fax 003906 59942086 e mail info ipocm sanita it Code M TELECONSULTATION MANUAL SECRETARIAT FOR TECHNICAL ASSISTANCE Page 8 out of A5 Vers 1 8 SAT ICT TELECONSULTATION MANUAL The application retrieves the teleconsultation messages from the server and if the operation 15 successful inserts them into the Incoming list while deleting them from the mailbox server Any other type of message different from a teleconsultation or from a service message will not be acknowledged and will be left 1n the server mailbox The application 1s therefore unable to read the teleconsultations locally downloaded into the IPOCM workstation from another e mail application In particular for mailboxes operating on email servers of the Health Centre it 1 necessary that in case the mailbox should be opened with another software application for example Microsoft Outlook this application be configurated so as teleconsultation messages and the IPOCM service messages are not locally stored In case this should occasionally happen the mailbox or the mail application must be adequately reconfigurated and a service message will be sent to the Secretariat Th
9. Messaggi di servizio R 5 005 Italiano di Monte Buey Cordoba Dermatovenereologia 11 08 04 15 46 31 Arrivati 23 2 6 005 Ospedale Italiano di Monte Buey Cordoba Genetica 11 08 04 15 46 37 Inviati 30 13 e 005 Ospedale Italiano di Monte Buey Cordoba Disordini della nutrizione e del n 11 08 04 15 57 21 Bozze 12 2 005 Ospedale Italiano di Monte Cordoba Genetica 12 08 04 09 57 50 Eliminati 11 C 5 e IT14 OSPEDALE PEDIATRICO BAMBINO GESU ROMA Dermatovenereologia 23 11 04 18 33 08 C 20 6 005 Ospedale Italiano di Monte Buey Cordoba Affezioni legate al sesso 13 09 04 11 16 45 E 20 6 005 Ospedale Italiano di Monte Buey Cordoba Affezioni legate al sesso 13 08 04 11 21 44 R 21 1 005 Ospedale Italiano di Monte Buey Cordoba Malattie muscoloscheletriche 14 03 04 12 53 06 65 y1T14 OSPEDALE PEDIATRICO BAMBINO GESLI Genetica 02 12 04 15 52 58 R 21 23 005 Ospedale Italiano di Monte Buey Cordoba Malattie muscoloscheletriche 14 09 04 12 58 11 R 21 G 005 Ospedale Italiano di Monte Buey Cordoba Malattie muscoloscheletriche 14 09 04 12 59 20 R 20 1 005 Ospedale Italiano di Monte Buey Cordoba Affezioni legate al sesso 10 09 04 09 58 40 32 9 005 Ospedale Italiano di Monte Buey Cordoba Dermatovenereologia 28 09 04 16 30 53 33 G 005 Ospedale Italiano di Monte Buey Cordoba Dermatovenereologia 28 08 04 16 31 15 1 004 ARGENTINA HOSPITAL ITALIANO GARIBALDI DE
10. Reply to query Recommended pharmacological therapy Other recommended therapies Recommended diagnostic examinations fields are for free text By the general window button the text may be displayed The maximum number of bytes available for compilation 1s about 3000 The complete teleconsultation including the request form and reply form with any attachment can be saved in Drafts through the Save button It may also be printed or saved as Record of the Secretariat for Technical Assistance tel 003906 59942348 fax 003906 59942086 e mail info ipocm sanita it TELECONSULTATION MANUAL SECRETARIAT FOR TECHNICAL ASSISTANCE Page 35 out f 45 Vers 1 8 SAT ICT TELECONSULTATION MANUAL O IPOCM teleconsultation on a file in a folder of the hard disk or on any other peripheral through the Print button cfr 3 6 The attachments can be inserted following the same procedure described for a teleconsultation request To send the reply attachments follow the same instructions as for the attachments to a request form When a reply to a teleconsultation 1s sent it 1s inserted 1n the Outgoing list By clicking on the Send receive button it will be forwarded to the Secretariat also via the Server workstation of the Health facility Figura 25 Display of an incoming request form cos Opinion Risposta 1559030119 Scheda di richiesta Scheda di risposta Scheda 5 Centro
11. 003906 59942348 fax 003906 59942056 e mail info ipocm sanita it TELECONSULTATION MANUAL SECRETARIAT FOR TECHNICAL ASSISTANCE Page 38 out f A5 Vers 1 8 SAT ICT TELECONSULTATION MANUAL O Reply form Replying centre 1014 OSPEDALE PEDIATRICO BAMBINO GESU ROMA Consulted specialist Surname Bianchi Name Carla IDC9 CM 748 60 NOT SPECIFIED LUNG ANOMALIES Second opinion on presumed diagnosis Reply to query Recommended pharmacological therapy Other recommended therapies Recommended diagnostic examinations Reply with N 3 Attachments Attachments c doc Image zip c doc Pictures zip c doc Documents zip 3 8 SERVER VERSION OF THE TELECONSULTATION The Server version of the software application package for Health Centres is provided with the same functionalities of the Client version while allowing the transfer of teleconsultations to the Client workstations and viceversa directly via the teleconsultation screen Forward button This version can be used by those Health Centres which prefer to manage the exchanges with the Secretariat through a single workstation and sort the teleconsultations themselves The Server version features a list of the Forwarded teleconsultations also providing monitoring and checking the status of the request vis a vis the standard time limits of 72 working hours agreed upon with the Health Centres in Italy This status is also indicated through a different colour
12. Antivirus and antispam 1 4 DATABASE Teleconsultation messages have a XML eXtended Markup Language structure in text format On sending and receiving a teleconsultation data contained in the forms of the application installed on the IPOCM workstations as described in following chapters together with data concerning the workstation traffic are stored in a local Access database The Alliance s database obviously contains the information relative to all the teleconsultations sent and received on the IPOCM network and the respective traffic data Secretariat for Technical Assistance tel 003906 59942348 fax 003906 59942056 e mail info ipocm sanita it Code M TELECONSULTATION MANUAL SECRETARIAT FOR TECHNICAL ASSISTANCE Page 10 out f A5 Vers 1 8 SAT ICT TELECONSULTATION MANUAL O Here below data concerning information included in the database 1s reported as a reference TELECONSULTATIONS SENT AND RECEIVED Identifier of the teleconsultation Identifier of the clinical case Identifier of the case already treated Identifier of the videoconsultation Code and name of the requesting hospital Code and name of the replying hospital Name and Surname of the requesting doctor Name and Surname of the replying doctor Reception date and time requested Reading date and time requested Despatch date and time requested Date and time of reception of a reply Date and time of reading of a reply Date and time of despatch of a reply S
13. Centre the IP addresses of the outgoing and incoming servers must be input e The account name and password for the connection to the email server or if the workstation is on a LAN the account name and network password e Tick off Authorization for the outgoing server if the outgoing mail server requires authorization In this case through the button Config it 1s possible to employ for the authentication the parameters of the outgoing server of the incoming server or it is possible to introduce any other parameters required for the access to the outgoing mail server Fig 12 If the PC employs a LAN to communicate with the mail server no other configuration operations 1s required Differently a remote access connection must be opted for usually via modem to be chosen among those which automatically appear if already configurated through Windows control panel It 1s also possible to create a new connection by clicking on the button Create connection Figg 13 14 Through the Program folder it 1s possible to set the message transmission speed to the mail server depending on the type of connection employed Through the Connection to server folder it 1s also possible to choose the length of the server connection timeout set by default to 1 minute and it 15 possible to choose how often the send receive operation must be activated automatically being set every 120 minutes by default It is however possible at
14. In case of uncertainties it is possible to specify No code by using the relative key This information is compulsory for the despatch of the request form Figure 19 Window for the input of the ICD9 CM code amp 5 mx Ix Teleconsulto IPOCM Scheda di rid a A 1 rig a STO sad Ir Centrorichie Se ezione C 29 CM 002 ANGOLA Priorit richie Nessun codice ICD9 CM Normale E 2 Amulb 001 139 MALATTIE INFETTIVE PARASSITARIE 580 628 MALATTIE DELL APPARATO GENITOURINARIO ASI 630 679 COMPLICAZIONI DELLA GRAVIDANZA DEL PARTO E DEL PUERPERIO 54 680 709 MALATTIE DELLA CUTE E DEL TESSUTO SOTTOCUTANEO 5 690 698 ALTRE CONDIZIONI INFIAMMATORIE DELLA CUTE Invia 690 DERMAT ERITEMATOSQUAMOSA Esame obiet 694 DERMATOSI BOLLOSE 694 0 DERMATITE ERPETIFORME 694 1 DERMATOSI YSTOLOSA SUBCORNEA Stampa Diagnosi pre 694 2 DERMATITE ERPETIFORME GIOVANILE 694 3 IMPETIGINE ERPETIFORME 694 4 PEMFIGO 694 5 PEMFIGOIDE Salva 694 60 PEMFIGOIDE BENIGNO DELLE MUCOSE SENZA MENZIONE DI INTERESSAMENTO 0 694 61 PEMFIGOIDE BENIGNO DELLE MUCOSE CON INTERESSAMENTO OCULARE Terapia farm 694 8 ALTRE DERMATOSI BOLLOSE SPECIFICATE 694 9 DERMATOSI BOLLOSE NON SPECIFICATE 695 AFFEZIONI ERITEMATOSE 695 0 ERITEMA TOSSICO Terapia farm 695 1 ERITEMA MULTIFORME POLIMORFO Quesito formulato r a ii Allegati E EE NI A uP The input of the Previous or Current Pharmacological Th
15. Message size Attachments ATTACHMENTS File identifier Identifier of the message to which the file 1s attached File name File extension File size File contents broken down as per Imaging Tracing Reporting Other Secretariat for Technical Assistance tel 003906 59942348 fax 003906 59942056 e mail info ipocm sanita it Code TELECONSULTATION MANUAL SECRETARIAT FOR TECHNICAL ASSISTANCE Page 12 out f A5 Vers 1 8 SAT ICT TELECONSULTATION MANUAL O 2 INSTRUCTIONS FOR THE SOFTWARE INSTALLATION The instructions reported below refer to the installation of the package onto a Health Centre IPOCM workstation equipped with hardware and software facilities as described in this manual Insert the software CD ROM the CD ROM drive The language window will automatically be displayed Fig 1 The software 1s intended for installation onto the IPOCM workstations which are fitted with a Windows 2000 Professional or Windows XP operating system For the software to be installed system administrator rights are required If the installation window should not automatically be displayed click on Computer resources and then double click on the CD ROM peripheral hence open the directory and double click on the Setup exe file For basic information about the employment of the Windows programme refer to Microsoft Windows User Guide Figure 1 Choose the language Seleziona la lingua x Seleziona la
16. Priorit richiocta Specialit richiesta Normale sta allegati OO B Codice cas MESE Anamnesi CAProgetto attach gif C AProgettosIPOCM ico Esame obie Diagnosi pi Terapia far Terapia farmacologica in corso Altre terapie corso al Quesito formulato ul C AProgetto Chiudi jpg C Progetto attach gif C ProgettoWJPOCM ico 3 5 COMPILATION OF A REPLY FORM The teleconsultation requests are included in the Incoming teleconsultation list These requests can be displayed by double clicking on the teleconsultaion concerned Fig 25 and the replies can be filled in directly or can be stored in Drafts to be later edited and sent Data contained in the request cannot be edited The attachments can be saved and displayed The number indicated in the Incoming teleconsultation list refers to the number generated by the requesting Health Centre The teleconsultation code will univocally consist of the form number the workstation number and the code of the requesting Health Centre To fill in the reply the operator will select the Reply Form folder Fig 26 The compilation of the Surname and Name fields of the consulted specialist and the ICD9 CM code 16 compulsory The input of the ICD9 CM code follows the same procedure described for the compilation of the teleconsultation requests cfr 3 4 Second opinion on the presumed diagnosis
17. ROS Affezioni legate al sesso 14 06 04 10 58 35 R 37 G 004 ARGENTINA HOSPITAL ITALIANO GARIBALDI DE RO Dermatovenereologia 08 10 04 15 44 45 R 27 C ITALIANO GARIRAI NI NF ROC Nermatavenereni lania 15 44 49 D gt Elenco delle mail arrivate ae Alleanza degli ospedali italiani nei mondo ITALNOE MA GROUP WE CARE Secretariat for Technical Assistance tel 003906 59942348 fax 003906 59942056 e mail info ipocm sanita it Code M TELECONSULTATION MANUAL SECRETARIAT FOR TECHNICAL ASSISTANCE Page 24 out f A5 Vers 1 8 SAT ICT TELECONSULTATION MANUAL O The teleconsultations included in the Incoming list have been transmitted by the Secretariat s management centre or forwarded by the Server of the same Health Centre The teleconsultations received and not yet read will be shown in bold types This list will include The teleconsultation requests R for which the Secretariat requires a reply within 72 working hours In case of technical or organizational problems send service message to the Secretariat through the Help menu indicating the teleconsultation order number and the code of the requesting Health Centre By double clicking on a single teleconsultation it will be displayed By clicking on a teleconsultation it may be displayed cancelled or inserted in removed from the teleconsultations not yet read bold types by using the mou
18. anni pre amp nviti al gomi ee 0 Centro convocatore 1014 DSPEDALE PEDIATRICO GESU ROMA 0 Esame obiettivo Cute In corisp Email segretariato ipocm sanita it appena rilevatc Centro convocato M019 ETIOPIA CENTRO OSPEDALIERO DI QUIHA MAKALLE Diagnosi presur Ulcera tropicale Richiedi la disponibilit LIP Drario in ITALIA Drario in ETIOPIA Vi dee a Terapia farmacc peme zel ara Princ 1 Terapia farmacc Farmaco 1 Quesito formulal Suggerimenti di giorno E zz Annulla ien m IN Alleanza degli ospedali italiani ne mondo E DN ITAL N MA The arrival of a request a reply or invitation to a videoconsultation 15 reported in the list of the incoming reservations and 1s processed similarly to the incoming teleconsultation list bold types and number of not read reservations By clicking on a single reservation the form with the data concerning the videoconsultation request 1s diplayed that 1s reservation code teleconsultation code names of the summoning Health Centre and of the summoned Health Centre To reply to a request select day and time chosen or state that none of the three options 15 accepted videoconsultation rejected By clicking on the Confirm button the reply will be included in the outgoing reservation list and will be actually sent by clicking on the Send receive button
19. any time to carry out the receiving operation of teleconsultations present in the mailbox and the dispatch of messages present in the outgoing list by clicking on the send receive button At the end of the configuration operations send a service message to the Secretariat to signal the Health Centre has been set online and the e mail address on which the Health Centre will receive the teleconsultations from the Secretariat 1n case it should be different from the outgoing mailbox Secretariat for Technical Assistance tel 003906 59942348 fax 003906 59942056 e mail info ipocm sanita it TELECONSULTATION MANUAL SECRETARIAT FOR TECHNICAL ASSISTANCE FOR TECHNICAL ASSISTANCE Page 20 out f 45 Vers 1 8 SAT ICT TELECONSULTATION MANUAL O Figure 10 Configuration window general directory Dr opinion Setup p amp Invia Ricevi Nuovo quesito Nuovo msg servizio Esci Teleconsulti Arrivati 5 Teleconsulti arrivati Inviati 5 In uscita 0 Bozze 1 T eonfidurraluns Eliminati 0 5 Generale Messaggi di se Arrivati 2 Centro sanitario Inviati 0 Nome centro l033 ISTITUTO NAZIONALE MALATTIE INFETTIVE LAZZARO SPALLANZANI ROMA Eliminati 0 Numero postazione 0003 e mail postazione nomemedico ipocmGdominioospedale xx Mailbox Segretariato di Assistenza Tecnica segretariato ipocm sanita it
20. display of the teleconsultation in the Forwarded list red if the 72 working hour limit has expired blue if there are 24 hours to the time limit bold type if forwarded for less than 48 working hours not highlighted 1f completed The Server version provides additional operating and sending functionalities also as concerns service messages and distribution lists Secretariat for Technical Assistance tel 003906 59942348 fax 003906 59942086 e mail info ipocm sanita it Page 39 of 45 Figura 27 List of the teleconsultations forwarded DA Opinion B Teleconsulti i Arrivati 0 i Inviati In uscita 0 Pe Bozze Eliminali B Messaggi di servizio Arrivati 0 Inviati 2 Bozze i Eliminati Vers 1 8 TELECONSULTATION MANUAL SECRETARIAT FOR TECHNICAL ASSISTANCE SAT ICT TELECONSULTATION MANUAL 425 M013 0001 15 424 M032 0001 10 423 M032 0001 9 422 4013 0001 14 421 4013 0001 14 420 MO018 0001 24 413 M019 0001 36 418 M007 3000 11 417 MO0 8000 11 416 019 0001 35 415 007 8000 10 414 4019 000124 413 H018 0001 23 412 4019 0001 35 411 003 00025 410 003 00025 403 MO0 3000 10 408 0 8000 9 1 m 14 03 2006 12 48 33 14 03 2006 3 07 10 14 03 2006 9 01 13 14 03 2008 8 57 52 13 03 2006 13 41 57 13 03 2006 10 24 05 13 03 2006 3 02 33 10 03 2006 17 12 43 03 03 2006 14 50 33 08 03 2006 15 01 13 050342006 3 05 37 OF 03 2006 12
21. for Technical Assistance tel 003906 59942348 fax 003906 59942056 e mail info ipocm sanita it TELECONSULTATION MANUAL SECRETARIAT FOR TECHNICAL ASSISTANCE Page 5 out of 45 Vers 1 8 SAT ICT TELECONSULTATION MANUAL INTRODUCTION This document contains a technical description of the teleconsultation service of the IPOCM Project Integrazione e Promozione degli Ospedali e dei Centri sanitari italiani nel Mondo integration and promotion of italian hospitals and health centres worldwide the installation manual and the user guide of the email software application for the implementation of the service The asynchronous functonalities of the teleconsultation service as described in the requirements of the Feasibility Study for an IPOCM data communication network and then specified in the executive project of the Alliance Secretariat for Technical Assistance allows the exchange via email on the Internet for the despatch of a teleconsultation request by a doctor of an italian hospital worldwide and the reception of a reply from the doctor of the italian referring health through the Secretariat s management centre This exchange is made possible through the employment of an email software application specific for the asynchronous teleconsultation provided by the Secretariat which will be installed on the workstations of the doctors participating the IPOCM project by each italian hospital of the Alliance The IPOCM teleconsu
22. has been installed the first task to be performed is configurating the exchange with the e mail server For this configuration the relative item in the startup page menu will be clicked on Setup Configuration In the General folder Fig 10 the following items will be inserted e The name of the Health Centre as sorted out in the pull down menu e workstation univocal serial number in 4 digits for example in case two or more workstations for the IPOCM project are employed enter 0001 for the first one 0002 for the second one etc e e mail address of the mailbox employed for the teleconsultation for example name ipocm Q hospitaldomain xx e The Secretariat e mail address as preset CAUTION The Secretariat acknowledges an IPOCM teleconsultation only if sent from the e mail address communicated to the Health Centre Secretariat for Technical Assistance tel 003906 59942348 fax 003906 59942056 e mail info ipocm sanita it TELECONSULTATION MANUAL SECRETARIAT FOR TECHNICAL ASSISTANCE Page 19 out f A5 Vers 1 8 SAT ICT TELECONSULTATION MANUAL O Inside the Server folder Fig 11 the following will be set e the email IP addresses communicated by the ISP Internet Service Provider for the outgoing SMTP and incoming mail POP3 respectively These addresses may be both IP numerical addreses and alias if the workstation 1s connected via LAN to an email server inside the Health
23. plugs connected indicate the connection 15 on followed by shortcuts buttons By clicking on the icons the user may take part in the meeting in the mode indicated by the relative 1 for ex consultation registration use of devices available on the workstation etc Modes of any participation active icon are established by the summoner the list of the names of the participants the name of the Health Centre of the summoner and that of the Health centre of the summoned operator matched with the icons relative to the modalities of participation the meeting to which each participant 1s enabled as established by the summoner The summoner may change participation modalities at any time by acting on the same icons or by clicking with the mouse right key on the name of the participant and acting on Secretariat for Technical Assistance tel 003906 59942348 fax 003906 59942086 e mail info ipocm sanita it TELECONSULTATION MANUAL SECRETARIAT FOR TECHNICAL ASSISTANCE Page 45 out f A5 Vers 1 8 SAT ICT TELECONSULTATION MANUAL O the items of the context menu for example enabled disabled audio pubblication on the whiteboard enabled disabled etc The area in the lower middle of the page is dedicated to the display of the cooperation panel whiteboard On it different files may be displayed and contemporarily seen by the participants The area in the lower left side of the page 1s dedicated to buttons concerning the
24. publication in the whiteboard Active buttons are marked with the icons relative to the actions to which the participant is enabled By operating on these buttons it 1s possible to open and share files Operando su tali bottoni possibile aprire e condividere file presenti in locale sulla postazione locally available on the workstation as share actions on them for example scrolling texts or point with a pencil areas of an image etc Secretariat for Technical Assistance tel 003906 59942348 fax 003906 59942056 e mail info ipocm sanita it
25. teleconsultation the same can be displayed By clicking on a teleconsultation it can be displayed or cancelled using the mouse right button The forms cannot be editted but the teleconsultation can be stored in the drafts list with the attachments to the reply once it has been displayed to be later edited in the reply form and re sent if necessary The teleconsultations in the Outgoing list include the teleconsultations filled in and ready to be transmitted by clicking on the Send Receive button By double clicking on each teleconsultation the same can be displayed The teleconsultation displayed cannot be edited but once displayed it can be stored with the same procedure as for teleconsultations in the Sent list Secretariat for Technical Assistance tel 003906 59942348 fax 003906 59942056 e mail info ipocm sanita it TELECONSULTATION MANUAL SECRETARIAT FOR TECHNICAL ASSISTANCE Page 25 out f A5 Vers 1 8 SAT ICT TELECONSULTATION MANUAL O CAUTION Check that the Outgoing teleconsultation list 1 empty before closing the application for the IPOCM teleconsultation In case it 1s not click on the Send Receive button to transmit the pending teleconsultations The teleconsultations in the Drafts list contain the drafts of the teleconsultation requests or the drafts of the teleconsultation replies Each teleconsultation once displayed can be changed and saved again including the amendments
26. waiting times for obtaining a reply and viceversa sends the replies back to the applicant The application package for the IPOCM teleconsultation is provided in the Client version which allows the exchange with the Secretariat for Technical Assistance as provided by italian Studio di fattibilit della rete dei centri sanitari italiani nel mondo Feasibility study for a network of italian health centres worldwide However taking into account any organizational requirement by the health centre requesting it these centres may employ a Server version of the software application which allows the referee to forward the teleconsultation requests to the workstations of the specialists working for the same health centre In this case the Client workstations will communicate the Server workstation exclusively and the Secretariat s management centre will communicate with this one exclusively The installation of the application package on the doctor s workstations and any problem concerning the service operation are responsibility of the Health Centre holding firm the Secretariat s cooperation to this regard The Secretariat s management centre forwards the requests for teleconsultation according to the routing matrix of the ICD9 CM codes agreed upon with the italian referring Health Centre Referring Health Centre Health Centre Health Centre Referring Health Centre Secretariat for Technical Assistance tel 003906 59942
27. 01 17 0770372006 11 52 15 02 03 2006 9 45 23 06 03 2006 10 32 25 03 03 2006 17 15 51 03 03 2006 16 07 23 05 03 2006 16 03 20 Secretariat for Technical Assistance tel 003906 59942348 fax 003906 59942086 e mail info ipocm sanita it TELECONSULTATION MANUAL SECRETARIAT FOR TECHNICAL ASSISTANCE Page 40 out f A5 Vers 1 8 SAT ICT TELECONSULTATION MANUAL O 3 9 VIDEOCONSULTATION VERSION The software application videoconsultation version allows the transfer to the Secretariat of a request for the reservation of a videoconsultation to deeper analyse the case concerned by help of the corresponding Health Centre videoconsultation may be requested by a Health Centre only after the relative teleconsultation has been completed or while it 1 being processed This request for reservation may be submitted to the Secretariat directly through the screen of the reply to teleconsultation 1n case of Health Centres abroad or during the transfer of a reply in case of Health Centres in Italy The Secretariat will submit it to the corresponding Health Centre being summoned and will manage the reply of the Centre summoned to the Centre summoning and the generation and transfer of the invitations to the videoconsultation transfer of links to the web portal and updated data to the summoner and summoned party The home page of this version also provides the access to the lists of messages dedicated to the reservation of videoconsul
28. 24 CASA SOLLIEVO DE 1000 SEGRETARIATO 0 Codice Prenotazione 1024 0002 1 M032 0001 10 1000 SEGRETARIATO 017 05 AVORIO CE ozze N Teleconsulto M032 0001 10 Eliminati Nessuna tra le tre iban T IN Alleanza degli ospedali italiani nei mondo DN ITAL N E is Lastly the list of the Invitations contains messages from the Secretariat transmitting the web address link for access to the portal of videoconsultations to which the summoning and summoned operators will connect at the date and time agreed upon for the videoconsultation to take place This web address can be accessed from any workstation fitted with a browser and ActiveX CAUTION The operator summoned cannot get the status of connected until the summoning operator 15 connected Secretariat for Technical Assistance tel 003906 59942348 fax 003906 59942056 e mail info ipocm sanita it SECRETARIAT FOR TECHNICAL ASSISTANCE FOR TECHNICAL ASSISTANCE Page 43 out f A5 Vers 1 8 SAT ICT TELECONSULTATION MANUAL O Figura 30 Invitation to a videoconsultation TELECONSULTATION MANUAL DN Opinion B la x Posta Setup Help po Invia Ricevi Nuovo quesito amp Teleconsulti Arrivati 0 Inviati Inviti ricevuti In Uscita 0 eim 0 Prenotazione Telecunsulto Eliminati CONVOCATO 1000 SEGRETARIATO ASSOCIAZIONE lt SEGRETARI
29. 348 fax 003906 59942056 e mail info ipocm sanita it Code M TELECONSULTATION MANUAL SECRETARIAT FOR TECHNICAL ASSISTANCE Page 7 out of A5 Vers 1 8 SAT ICT TELECONSULTATION MANUAL 1 2 SERVICE TECHNICAL SPECIFICATIONS The email application package for the Client teleconsultation will be installed on the doctor s PC and shall be adequately configurated according to the indications provided by this manual In the IPOCM project the aplication makes us of a mailbox dedicated to the exchange with the Secretariat for Technical Assistance The e mail address of this mailbox will be configurated as follows name ipocm networkdomain xx where name it may be the name of the hospital or of the hospital department or of the doctor networkdomain itis the name of the domain of the hospital mail server or of the external ISP as for the address of the Secretariat s management centre segretariato ipocm sanita it The teleconsultation software application makes use When transmitting of the port 25 of the ISP mail server or of the hospital one with SMTP or ESMTP protocol when downloading of the port 110 of the ISP mail server or of the hospital one with POP3 protocol 2 Health Centre s name ipocm hospitaldomainxx N cen x PT a _ T N ADS N ui N pegretariato ipocm sanitam name ipocm ispdomain xx Secretariat SAT 7 2
30. A teleconsultation can be printed or saved as Record of the IPOCM teleconsultation on a file in a hard disk folder or on any other peripheral by clicking on the Print button By clicking on the Print button the print preview will appear The tool bar of the print window allows the file to be saved any format This facility allows the creation of individual personal archives Here below a print preview in doc format 16 reported Secretariat for Technical Assistance tel 003906 59942348 fax 003906 59942056 e mail info ipocm sanita it TELECONSULTATION MANUAL SECRETARIAT FOR TECHNICAL ASSISTANCE Page 37 out f A5 Vers 1 8 SAT ICT TELECONSULTATION MANUAL O 3 7 PRINTOUT OF A TELECONSULTATION RECORD The printout of a teleconsultation record includes the following information Date 21 02 05 Form number 26 Request form Referring centre M002 ANGOLA HOSPITAL DA DIVINA PROVIDENCIA LUANDA Referring doctor Surname Rossi Name Mario Requested priority Normal Speciality requested Genetics Gender M Age 3 Clinical case code 054732 Clinical case already treated NO Weight Kg 20 Height cm 90 Case history Clinical examination IDC9 CM 740 759 GENETIC MALFORMATIONS Presumed diagnosis Previous pharmacological therapy Other previous therapies Current pharmacological therapy Other current therapies Query Second opinion Request with N 2 attachments Secretariat for Technical Assistance tel
31. ASSISTANCE FOR TECHNICAL ASSISTANCE 16 out 52 SAT ICT TELECONSULTATION MANUAL O The installation 15 starting If the window appears as shown in Fig 8 click on the button Yes Figure 8 Warning message setup Installazione in corso Si prega di attendere la procedura automatica di installazione di D O pinion Estrazione di files in corso wwindowssSuystem3z M S LO MET 2 Ciwindows Systema MSCOomMcT2 DICK Si sta cercando di installare un file meno recente di quello esistente Si raccomanda di mantenere il File esistente Mantenere il file esistente L9 Annulla At the end of the installation the message of installation completed will be displayed Fig 9 click on the button End to close the window and start the application Figure 9 Installation completed window m ee o z Inizio DN Opinion Completamento dell installazione di DN Opinion E terminata l installazione di DN Opinion sul vostro computer L applicazione essere eseguita selezionando l icona installata Selezionare Fine per terminare Lancia DN Opinion Secretariat for Technical Assistance tel 003906 59942348 fax 003906 59942086 e mail info ipocm sanita it TELECONSULTATION MANUAL SECRETARIAT FOR TECHNICAL ASSISTANCE Page 17 out f A5 Vers 1 8 SAT ICT TELECONSULTATION MANUAL O The icon of the teleconsultation will be displa
32. Alliance of the Italian Hospitals Worldwide Secretariat for Technical Assistance TELECONSULTATION SERVICE MANUAL TELECONSULTATION MANUAL SECRETARIAT FOR TECHNICAL ASSISTANCE Page 2 out of 45 Vers 1 8 SAT ICT TELECONSULTATION MANUAL Releases ini xisis wjyaj saj viuiss e aa EE N m NIN Ww N NIN m Go OW Reference Documentation IPOCM Project www ipocm ministerosalute it Feasibility Study for a network of italian health centres worldwide www ipocm ministerosalute it Italian Legislative Decree 196 of 30 June 2003 Codice in materia di dati personali Privacy law G U Official Gazette of the Italian Republic n 174 29 7 2003 Annex n 123 Microsoft Windows User Guide E Works Ew2 Videoconferencing software User manual version 2 2 0 2005 Secretariat for Technical Assistance tel 003906 59942348 fax 003906 59942056 e mail info ipocm sanita it TELECONSULTATION MANUAL SECRETARIAT FOR TECHNICAL ASSISTANCE Page 3 out of A5 Vers 1 8 SAT ICT TELECONSULTATION MANUAL CONTENTS INTRODUCTION EAM MINE PERI NM PME 9 1 ORGANIZATION OF THE TELECONSULTATION SERVICE 6 1 1 INFORMATION FLOWS 6 1 2 SERVICE tECHNICAL 1 0 02 0 0 7 1 3 HARDWARE AND SOFTWARE CONFIGURATION OF IPOCM WORKSTATIONS 8
33. Any message can be printed through the Print button TELECONSULTATION MANUAL To select more messages to be definitely deleted press the button shift and click on the first of them and the last one Figure 16 Window for the compilation and despatch of service messages deg Ex e Invia Ricevi Nuovo quesito Nuovo msg servizio Esci Teleconsulti Arrivati 44 3 m EUpinium Messo Ui surafelu Inviati 72 0 Da ITi4 OSPEDALE PEDIATRICO BAMBINO GESU ROMA Bozze 28 Eliminati 44 Segretariato Associazione Messaggio di servizio Oggetto Messaggi di servizio Arrivati 23 questo un messaggio di servizio Inviati 30 Bozze 12 SSUES 1 04 18 33 09 Eliminati 11 Testo del messaggio 3 04 11 16 45 0 04 15 44 45 15 44 49 _ lt Allegati J E DIN ITALNOEMA GROUP WE CARE mE m iN Alleanza degli ospedali italiani nei mondo Secretariat for Technical Assistance tel 003906 59942348 fax 003906 59942056 e mail info ipocm sanita it TELECONSULTATION MANUAL SECRETARIAT FOR TECHNICAL ASSISTANCE Page 27 out f A5 Vers 1 8 SAT ICT TELECONSULTATION MANUAL O 3 4 GENERATION OF A TELECONSULTATION REQUEST FORM To send a teleconsultation request e Select the item New Query which will display the form as shown in Fig 17 e Openateleconsultat
34. By double clicking on each teleconsultation it can be displayed By clicking on a teleconsultation once it can be displayed or cancelled using the mouse right button In case it is a teleconsultation saved out of the Incoming list or of a reply to a teleconsultation saved out of the Sent list the attachments to the request form coming from long distance will not appear in the form saved and will be displayed only through the original teleconsultation in the Incoming list or in the Sent list or through the file stored on the hard disk or on any other peripheral where they have been saved The teleconsultations in the deleted list contain the teleconsultations removed from the previous lists By double clicking on each teleconsultation the same can be displayed By clicking on a teleconsultation once it can be displayed definitively deleted or restored in the original list teleconsultations included all lists once displayed can be printed or saved on a file in a hard disk folder or on any other peripheral as Record of the IPOCM Teleconsultation Fig 27 To select more teleconsultations to be deleted press the shift button and click on the first of the them and on the last one The teleconsultations thus cancelled will appear in the Deleted list to be definitively removed or otherwise restored 3 3 SERVICE MESSAGES The window shown Fig 16 which can be activated through the Service Me
35. ail info ipocm sanita it TELECONSULTATION MANUAL SECRETARIAT FOR TECHNICAL ASSISTANCE Page 31 out f A5 Vers 1 8 SAT ICT TELECONSULTATION MANUAL O display may give rise to errors The links to web pages can be inserted in the form fields for free text WARNINGS ABOUT THE ATTACHMENTS As for any other email software also for this application sizes of the files attached are to be checked and the dispatch of zipped files 1s recommended zip extension For security reasons the Secretariat will not receive files 1n exe extension The teleconsultation is anonymous any patients identifying data present in any attachment are to be hidden Where feasible indicate in the files names or inside the same the Clinical case code of the teleconsultation form to which they are attached As concerns imaging include a scaled ruler in the photographic image Figure 21 Window for the insertion of attachments Cerca in 3 RX Images 01 jpg 02 luce Dac B event log amp index htm inghilterra gif sqinet log 7 stellone2 gif SI stellone3 gif Documenti 4 Risorse del computer Nome file Y Apri Risorse di rete file v Annulla Apri in sola lettura Terapia farmacologica in corso ul Altre terapie in corso ul Quesito formulato ul ul Secretariat for Technical Assistance tel
36. and Delphi 3 Brio Canon FhotoRecord Canon Utilities Dive Total Pack DA O pinion Dime Rescue Giochi hp Laserlet 1750 1 300 ea E brin Indietro Annulla Secretariat for Technical Assistance tel 003906 59942348 fax 003906 59942056 e mail info ipocm sanita it TELECONSULTATION MANUAL SECRETARIAT FOR TECHNICAL ASSISTANCE Page 15 out f A5 Vers 1 8 SAT ICT TELECONSULTATION MANUAL O Click on the button Forward in Fig 6 to obtain the icon of the teleconsultation on the desktop Figure 6 Create desktop icon Inizio DN Opinion Selezione di opzioni Quali opzioni aggiungere Selezionare le opzioni desiderate e poi Avanti Additional icons Crea un icona sul desktop Indietro Annulla The phase preparing the installation 1 over Click on the button Install in Fig 7 to start the installation Figure 7 Execute the installation m Inizio DN Opinion Preparazione per l installazione programma pronto per l installazione di DIN Upinion Seleziona Installa per continuare con l installazione o Indietro per rivedere o cambiare alcune impostazione Start Menu folder DN Upinion Upzioni Crea un icona sul desktop zh lt Indietro Installa Annulla Secretariat for Technical Assistance tel 003906 59942348 fax 003906 59942056 e mail info ipocm sanita it TELECONSULTATION MANUAL ss SECRETARIAT FOR TECHNICAL
37. ard disk or of any other peripheral The complete teleconsultation C includes the request form without attachments and the reply form also with attachments which may be stored on a file in a folder of the hard disk or on any other peripheral Both forms can no longer be changed Through each teleconsultation list displayed in the middle of the screen Incoming Sent Outgoing Drafts Deleted it 1s possible to display some information concerning the message priority the presence of any attachments the type of teleconsultation Request or Including the reply the order number automatically added by the Health Centre requesting the teleconsultation the sender the operator the speciality and the date and time of tranmission Each teleconsultation 15 univocally identified by an order number and by the code of the requesting Health Centre The teleconsultation list can be displayed in ascending or descending order by clicking on the fields of the toolbar Figure 15 Teleconsultation starting window Posta cem i Help go amp 5 Invia Ricevi Nuovo quesito Nuovo msg servizio Esci Teleconsulti Arrivati 44 Teleconsulti arrivati Inviati 72 Y 8 R C N Scheda Mittente ialit Data Eliminati 44 R 69 54 IT14 OSPEDALE PEDIATRICO BAMBINO GESU Dermatovenereologia 02 12 04 16 29 52 d 67 54 IT14 OSPEDALE PEDIATRICO BAMBINO GESU Disordini renali e urologici 02 12 04 16 40 19 a
38. ceive button in the upper left side of the page to definitely send the teleconsultation request Do not close the application package before completing this operation During the send receive operation in case the connection is via modem the remote access connection window will be displayed Fig 14 for the input of the user s name and or password Differently in case of a LAN connection the form will be sent with no request The teleconsultation sent will then be inserted in the Sent teleconsultations list including the indication of the number operator speciality and the dispatch date and time By double clicking on a teleconsultation included in the Sent list the request form and the attachments be displayed It be saved as a draft through the Save button and then printed or saved on a file as Record of the IPOCM teleconsultation cfr 3 6 by the Print button Lastly it may be deleted by pressing the mouse right key Secretariat for Technical Assistance tel 003906 59942348 fax 003906 59942056 e mail info ipocm sanita it TELECONSULTATION MANUAL SECRETARIAT FOR TECHNICAL ASSISTANCE Page 34 out f A5 Vers 1 8 SAT ICT TELECONSULTATION MANUAL O Figura 24 Display of the attachment lisT Teleconsulto IPOCM Scheda di richiesta Scheda di risposta S4 peratore richiedente Centro richiedente Cognome Nome 005 Ospedale Italiano di Monte Buey Cordoba Dr ik kl
39. day and time agreed upon will be sent to the e mail address notified Similarly an operator working for a Health Centre in Italy may request a videoconsultation with a referring doctor by replying yes to the automatic request the system submits the same on dispatch of the reply to a teleconsultation concerning the request for synchronous connection videoconsultation Secretariat for Technical Assistance tel 003906 59942348 fax 003906 59942056 e mail info ipocm sanita it TELECONSULTATION MANUAL SECRETARIAT FOR TECHNICAL ASSISTANCE Page 41 out f A5 Vers 1 8 SAT ICT TELECONSULTATION MANUAL O Figura 28 Videoconsultation request DN Opinion i a x Posta Setup Help Invia Ricevi Nuovo quesito amp Teleconsulti CO asult oj x Arrivati 0 Inviati SEN m vo 22 Bozze MN 2 Eliminati 7 Client ia di rio Scheda di richiesta Scheda di risposta 0 Scheda n M019 0001 25 Bozze Centro richiedente Operatore richiedente Eliminati MO19 ETIOPIA CENTRO OSPEDALIERO DI QUIHA MAKALLE Cognome Nome Dr Terranova Margherita amp Videoconsulti amp Prenotazioni Priorit Specialit richiesta Arrivati 0 Normale Dermatovenereologia Scartate 0 Eds i Inviate ssi w Richiesta prenotazione videoconsulto x In Uscita 0 x amp Risposte prenotazioni Anamnesi N Teleconsulto 9 0001 25 Inviate Da tre
40. e Secretariat will forward a copy of the teleconsultations lost in case their recovery should not be possible for ex through a redirect command For an optimized service mailbox periodic maintenance operations will be performed and any error messages or server communications will be deleted as any other type of message which 15 not a teleconsultation message or service messages in text format will so as to prevent any service interruption due for ex to an overflow of the mailbox capacity or to a downloading stoppage depending on the presence of teleconsultations in a format different from the text format in particular transcodifications in HTML Check for any restriction involving the type and size of the mailbox incoming attachments and also always transmit attachments as zipped The updating software should be soon installed as soon as it has been received from the Secretariat and with the same modalities of the basic installation Where the updating software has been installed for teleconsultations with videoconsultation function check that an adequate number of TCP 8081 and UDP 50000 to 65000 ports are open to obtain adequate performance of the multimedia transmission Also check the user enjoys Administrator s rights and that the Internet browser 15 set for downloading and starting ActiveX 1 3 HARDWARE AND SOFTWARE CONFIGURATION OF IPOCM WORKSTATIONS The software application may be installed on a IPOCM workstation having the
41. e same High priority means that the request for teleconsultation by the Health Centre is urgent but does not imply any obligation for the replying Health Centre The teleconsultation 1 completely anonymous The Clinical case code 15 an alphanumeric value attributed by the Health Centre to the clinical case treated in the teleconsultation Secretariat for Technical Assistance tel 003906 59942348 fax 003906 59942056 e mail info ipocm sanita it TELECONSULTATION MANUAL SECRETARIAT FOR TECHNICAL ASSISTANCE Page 28 out f A5 Vers 1 8 SAT ICT TELECONSULTATION MANUAL O It 1s possible to request the despatch of the teleconsultation to the same referring Centre having already treated another request for teleconsultation request by ticking off Case already treated with Yes The Code of the clinical case already treated is the order number of the teleconsultation previously sent This number is reported in Form N in the upper left side of the display of a teleconsultation sent and 15 also reported in the descriptions of the list of the teleconsultations sent The fields Case history Presumed diagnosis Other previous therapies Other current therapies and Query are fields for free text The query submitted may refer to a second opinion to a specific query to a request for information etc the fields for free compilation can run copy paste operations and are fitted with a key to display t
42. econsulti arrivati Inviati 72 In uscita 0 Bozzw 128 4 di Arrivati 23 Inviati 30 Bozze 17 del servern usala Fliminali 11 Utifizza impostazioni del server in attivo Utiiers impostazioni uri I P _ lt Alleanza degli ospedali ne mando Figure 13 Alternative connections Posta Setup 9 pm Bo Invia Ricevi Nuovo quesito Nuovo msg servizio Esci Teleconsulti Arrivati 44 Teleconsulti arrivati Inviati 72 In uscita 0 Bozze 28 28 Eliminati 44 Generale Server Messaggi di se Arrivati 23 Inviati 30 Server posta in arrivo Bozze 12 Eliminati 11 Salva Annulla Sin iN Alleanza degli ospedali italiani nei mondo x W Autenticazione server in uscita EDI ITALNOEMA GROUP WE CARE 5 29 52 Bj Programma pee 6 31 6 37 7 21 7 50 3 09 6 45 1 44 3 06 2 59 8 11 9 20 8 40 Autenticazione server uscita 0 53 1 16 Configura 8 35 4 45 EDN TALNOEMA GROUP WE CARE Secretariat for Technical Assistance tel 003906 59942348 fax 003906 59942056 e mail info ipocm sanita it TELECONSULTATION MANUAL SECRETARIAT FOR TECHNICAL ASSISTANCE Page 22 out f A5 Vers 1 8 SAT ICT TELECONSULTATION MANUAL O Figure 14 Create a new connection 44 Teler
43. eleconsultations and service messages and for the transmission to the e mail server of teleconsultations and service messages included in the Outgoing list New query for the compilation of a teleconsultation request form Secretariat for Technical Assistance tel 003906 59942348 fax 003906 59942086 e mail info ipocm sanita it SECRETARIAT FOR TECHNICAL ASSISTANCE FOR TECHNICAL ASSISTANCE Page 23 out f A5 Vers 1 8 SAT ICT TELECONSULTATION MANUAL O e New service message for the compilation of a service message to be sent to the Secretariat or to the server workstation of the Health Centre e Exit to close the application check that the list of the Outgoing teleconsultations 15 empty TELECONSULTATION MANUAL By clicking on the left sided menu Incoming Sent Outgoing Drafts Deleted the relative teleconsultation list is displayed in the middle of the screen Each teleconsultation consists in a request form matched to a reply form The request form 15 filled in by the requesting Health Centre and may be also completed with attachments During this operation the reply form 1 disabled The reply form is filled in by the replying Health Centre usually a referring Centre and may be also integrated with attachments During this operation the request form 1 displayed but cannot be edited and may include the attachments which can be stored on a file in a folder of the h
44. erapy 18 assisted by a guided compilation as shown in Fig 20 by which the operator may tap in one or more drugs relative to the preceding or current therapy For each drug it is possible to input more Proximate Principles with the relative dosage in addition to the drug modes of administration and posology Example input of two drugs each consisiting of two proximate principles To input the drug N 1 Type proximate principle N 1 and its dosage Click on New proximate principle Type the proximate principle N 2 and its dosage Type the drug mode of administration and posology Click on Input of a new drug and type the drug N 2 Type the proximate principle N 1 and its dosage Secretariat for Technical Assistance tel 003906 59942348 fax 003906 59942086 e mail info ipocm sanita it TELECONSULTATION MANUAL SECRETARIAT FOR TECHNICAL ASSISTANCE Page 30 out f A5 Vers 1 8 SAT ICT TELECONSULTATION MANUAL O Click on New proximate principle Input the proximate principle N 2 and its dosage Type the mode of administration and the posology of the drug N 2 For any check or editing required arrows allow the data tapped in to be scrolled forward and backward the fields of the pharmacological therapy compulsory In case of transmission of incomplete information about the pharmacological therapy fill Other therapies Tick off No therapy in case there are no other therapies to refe
45. f the invitation message or by copying the reported link in the Internet browser address field the operator may access to the portal of the videoconsultation The first time videoconsultation takes place on a given workstation the system downloads the software plug in onto that workstation After the automatic installation of this software the system will display a videoconsultation start screen Secretariat for Technical Assistance tel 003906 59942348 fax 003906 59942056 e mail info ipocm sanita it TELECONSULTATION MANUAL SECRETARIAT FOR TECHNICAL ASSISTANCE Page 44 out f 45 Vers 1 8 SAT ICT TELECONSULTATION MANUAL O Figura 31 Display of a videoconsultation Visualizza Strumenti Opzioni fiuto agit Chat pubblica gt Connesso Chat abilitata La whiteboard attiva gt audio recover 1102 SEGR TARIATO AS az EE li bio CPU OSS Here below operating macroareas displayed by the videoconsultation are reported For any detail about the software operativity refer to the E Works Ew2 Videoconferencing software manual User manual version 2 2 0 2005 The area in the upper left side of the screen is dedicated to the video images casted by the webcam of the summoner and summoned The area on the left of the screen 1s dedicated top down to virtual chatting the connect disconnect button the two
46. following specifications Computer Desktop e audio integrated desktop PC fitted with a min 1800 MHz Intel Pentium IV microprocessor motherboard and a Lan provided with four 2 0 USB ports e min 256 KB write back Level 2 cache memory multimedia Kit made up of a pair of external loudspeakers and a microphone e 256 MB SDRAM DIMM memory slot Secretariat for Technical Assistance tel 003906 59942348 fax 003906 59942056 e mail info ipocm sanita it Code M Page 9 out of 45 Peripherals Software tools Mailbox TELECONSULTATION MANUAL SECRETARIAT FOR TECHNICAL ASSISTANCE SAT ICT TELECONSULTATION MANUAL Eide UDMA 133 7500 rpm 80 GB Hard disk 85 Hz dual head graphic controller provided with a min 32 MB DDR RAM memory with a 1600 x 1200 resolution and 16 7 million colours Two fans Keyboard Mouse floppy disk unit Min 32x Standard Bootable CD ROM reader Min 19 flat screen colour monitor DVD combo unit and min 650 CD writer 24xCD R 12x CD RW and 40x for reading Web cam Modem W B Printer A4 Scanner Min 3 0 MPixel digital camera with a 3X zoom Min 550 Watt UPS for a min 30 minute backup Microsoft Windows 2000 Pro or XP operating system Microsoft Office 2000 software or later Browser Antivirus Software WinZip Unzip Acrobat Reader Mailbox capacity of 50 Mb or higher Sending and receiving capacity of min 8 Mb Management of SMTP or ESMTP and protocols
47. he contents in a general window They are configurated for the input of 3000 bytes To assist compilation of the Clinical examination a wizard 1 provided as shown in Fig 18 by which it 1s possible to follow a standard procedure for typing relevant information about the specific pathology The sections featured are the following Psychic state Skin and mucous membranes Head and neck Chest Abdomen Back and limbs Inguinocrural regions Exploratory actions Each section contains fields which may be filled in freely The key End shows a preview of the full clinical examination before the definite confirmation differently return to the guided compilation for editing Figure 18 Compilation of the clinical examination Cole Indietro Avanti Fine Annulla ae Secretariat for Technical Assistance tel 003906 59942348 fax 003906 59942086 e mail info ipocm sanita it TELECONSULTATION MANUAL SECRETARIAT FOR TECHNICAL ASSISTANCE Page 29 out f A5 Vers 1 8 SAT ICT TELECONSULTATION MANUAL O By clicking on the ICD9 CM Code button a tree menu will appear Fig 19 containing the codes according to the international OMS standard By double clicking on the code opted for for ex 003 OTHER INFECTIONS FROM SALMONELLA OR ON THE CODE OF THE CLASSIFICATION CHAPTER FOR EX 001 009 INTESTINAL INFECTIONS the same will be automatically typed in the form
48. ion previously sent save it in drafts and edit it By clicking on the button New query a form as shown in Fig 17 will appear As it 1s the despatch of a teleconsultation request the reply form will be disabled Figure 17 Compilation of the request form x Teleconsulto IPOCM Scheda di richiesta Scheda di risposta peratore richiedente Centro richiedente Cognome Nome HR OE DA DIVINA PROVIDENCIA LUANDA Dr Priorit richiesta Specialit richiesta Normale Y Codice caso clinico Sesso Et C Si Caso gi trattato 9 No Anamnesi Statura cm Peso kg Esame obiettivo F Compilazione guidata Diagnosi presunta ul ICD9 CH Ricerca Terapia farmacologica precedente wi Altre terapie precedenti Terapia farmacologica in corso a Altre terapie in corso Quesito formulato e AI ZI Allegati The Requesting Centre field will be automatically filled in In order that the request form 1s sent the following fields must be filled in Surname and Name of the referring Doctor Speciality the teleconsultation 1s referring to as selected from the pull down menu and the ICD9 CM code The normal priority is referred to teleconsultation times taking into account the fact that the referring Health Centre must reply to the Secretariat within 72 working hours from the date and time when it has received the teleconsultation request from th
49. l software indicato nel contratto e di ogni modifica personalizzazione ed implementazione del medesimo prodotto spettano in via esclusiva a ITALNOEMA C Accetto on accetto Indietro Annulla Secretariat for Technical Assistance tel 003906 59942348 fax 003906 59942056 e mail info ipocm sanita it TELECONSULTATION MANUAL SECRETARIAT FOR TECHNICAL ASSISTANCE Page 14 out f A5 Vers 1 8 SAT ICT TELECONSULTATION MANUAL O Insert the installation key Fig 4 consisting in a sequence of digits and letters whether uppercase or lowercase provided together with the CD ROM and click on the button Forward Figure 4 Insert the installation key f Inizio DN Opinion Chiave di installazione Questo pacchetto di installazione protetto da chiave Inserire correttamente la chiave di Installazione poi fare cick su Avanti per continuare La chiave case sensitive Chiave di installazione ee Indietro Annulla The name of the default folder 1s displayed To install the software the default folder click on the button Forward in Fig 5 or else select a different option in the list provided Figure 5 Select the link to the programs Inizio DN Opinion Selezionare il gruppo di menu di avvio Creare un collegamento Selezionare il gruppo di menu di avvia in cui creare collegamenti ai programmi poi selezionare Avanti D M Dpinion Borl
50. lingua da utilizzare durante l installazione English Italiano Secretariat for Technical Assistance tel 003906 59942348 fax 003906 59942056 e mail info ipocm sanita it TELECONSULTATION MANUAL SECRETARIAT FOR TECHNICAL ASSISTANCE Page 13 out f 45 Vers 1 8 SAT ICT TELECONSULTATION MANUAL O Figure 2 Installation starting window 2 Inizio DN Opinion Benvenuti nel pacchetto di Installazione di DN Opinion Verr Installato DN Opinion versione 1 0 sul vostro computer Vi raccomandaima di chiudere tutte le applicazioni prima di continuare Fare click su Avanti per continuare or Annulla per terminare l installazione Start the installation procedure by clicking on the button Forward Fig 1 Proceed with replying to the request for acceptance of the software licence agreement Fig 3 Figure 3 Accept the licence agreement E Inizio DN Opinion Contratto di licenza Leggere attentamente il contratto Informativo prima di procedere Leggere attentamente il contratto di licenza Fer procedere con l istallazione si prega di accettare termini di contratto AA v 1 0 SE DAE SRE SAE SR SAS SR SAS SR ate ohm at ate atm ae CONTRATTO DI LICENZA CON L UTENTE FINALE PER IL SOFTWARE DN Opinion versione 1 0 1 PROPRIET DEL SOFTWARE APPLICATIVO diritti di propriet de
51. ltation service standards require that the italian referring Health Centre concerned will send the Secretariat s management centre a reply to the teleconsultation requested within 72 working hours from the moment of reception of the request The database of the IPOCM teleconsultation service complies with the privacy regulations as current in Italy for the information there contained including the attachments ref docum Italian Legislative Decree n 196 of 30 June 2003 Codice in materia di dati personali In particular health data transmitted through an IPOCM teleconsultation 1 anonymous according to the definition given in art 4 of the above mentioned Italian Legislative Decree n 196 of 30 June 2003 Codice in materia di dati personali Privacy Code data which originally or after being treated cannot be associated to an identifiable subject Secretariat for Technical Assistance tel 003906 59942348 fax 003906 59942056 e mail info ipocm sanita it TELECONSULTATION MANUAL SECRETARIAT FOR TECHNICAL ASSISTANCE Page 6 out of A5 Vers 1 8 SAT ICT TELECONSULTATION MANUAL 1 ORGANIZATION OF THE TELECONSULTATION SERVICE 1 1 INFORMATION FLOWS The Secretariat for Technical Assistance receives requests from Italian hospitals worldwide sends them to the referring health centre in Italy by a routing procedure based on the the pathology routing ICD9 CM indexes provided by the same centre and taking into account the
52. onsulti arrivati Buzze cu WI par ire X i Protezione Avanzata E 2 Tute la perdesch chienne gli Hiii rumen Corl guna m 111 di telefona TOO 2 T2 Ali En 1 16 a h TM adu regole di compositione Salva Annulla un kara res d nobles querdo connesso X Alteanza degli ospedali italiani nei mondo F DON iN 3 2 TELECONSULTATION LISTS On starting the teleconsultation application the window in Fig 15 will be displayed In the upper side of the window there 15 the Menu of the functions provided e Mail to activate from the menu the networked receiving and sending functions the compilation of a teleconsultation and the reduction to icon in the lower right corner of the screen e Setup to configurate the product disconnect from the network and activate the TaskBar icon in the lower right corner of the screen e Help to display the information and to reset the log files After activating the TaskBar or reducing to icon any reception of new teleconsultations will generate the display of an icon signalling the arrival of a new teleconsultation in the Incoming list Four other buttons are available for the most frequent operations Send Receive for the reception through the mailbox of t
53. r immagini Esame obiettivo diagnostica su tracciato refertazione altro H C Progetto IPOCM ico diagnostica per immagini A rasa su tracciato refertazione altro Diagnosi presu Terapia farmacc Terapia farmacologica in corso Altre terapie in corso Quesito formulato Secretariat for Technical Assistance tel 003906 59942348 fax 003906 59942056 e mail info ipocm sanita it TELECONSULTATION MANUAL SECRETARIAT FOR TECHNICAL ASSISTANCE Page 33 out f A5 Vers 1 8 SAT ICT TELECONSULTATION MANUAL O On sending the form a menu requesting for classification of attachments will appear fig 23 For any file attached it will be necessary to specify Imaging tracing reporting other By clicking on the Save button the teleconsultation request form can be saved the drafts folder to be later filled in and sent Through the Print button a print preview of the IPOCM teleconsultation records may be obtained Fig 27 It can be printed on paper or it can be saved on a file in a format set by the operator on a disk or any other medium This facility allows the building up of archives of teleconsultation records organized in individual folders by the operator The teleconsultation request form 1s sent to the Secretariat by the Send button This button inserts the form into the Outgoing mail Fig 10 CAUTION Click on the Send Re
54. r to Any further data may be tapped in the fields for free text relative to the therapies The key Confirm shows a preview of the whole therapy from which it is possible to definitely confirm or return to the guided compilation Figure 20 Compilation of the pharmacological therapy mE Centro richiedente 002 4NGOL4 HOSPITA B Priorit richiesta Normale Codice caso clinico Anamnesi Nessuna terapia Esame obiettivo Principio attivo Dosaggio Diagnosi presunta Terapia farmacologic Modalit di somministrazione Posologia I Terapia farmacologic Conferma Annulla Quesito formulato 9 3 Allegati sq In Fig 21 the possibility of inserting attachments to be sent together with the form for teleconsultation request 15 shown Any type of file may be attached the formats commonly transmitted by email zip doc pdf xls ppt gif Jpg map ecc containing for ex images from digital camera texts and documents videos of some minutes DICOM files etc Files are to be sent zipped zip extension The list of files to be attached may be displayed by clicking on a general window fig 24 An attachment may be deleted by clicking on a delete key or may be displayed by clicking on the display key In Fig 22 a jpg file is displayed The lack of an adequate Secretariat for Technical Assistance tel 003906 59942348 fax 003906 59942056 e m
55. richiedente Operatore richiedente MO01 ALBANIA POLIAMBULATORIO PADRE LUIGI MONTI TIRANA Cognome Nome Gladiolo vieta 00 Priorit Specialit Alta Malattie endocrine Codice caso clinico Ceo gi tfo Sesso Et 5327 cup O NES _ Anamnesi Statura cm Buono 50 kg Esame obiettivo Stato Psichico Bene Apparato Respiratorio Bene Diagnosi presunta ICD3 CM E 269 DEFICIENZE NUTRIZIONALI Terapia farmacologica precedente Altre terapie precedenti Farmaco 1 Frincipi Dosaggi Terapia farmacologica in corso Altre terapie in corso Fisioterapia Quesito formulato ial Maid opinione Secretariat for Technical Assistance tel 003906 59942348 fax 003906 59942056 e mail info ipocm sanita it SECRETARIAT FOR TECHNICAL ASSISTANCE Page 36 out f 45 Vers 1 8 SAT ICT TELECONSULTATION MANUAL O Figura 26 A reply form TELECONSULTATION MANUAL ex Scheda di richiesta Scheda di risposta Centro rispondente Medico consultato MO001 ALBANIA POLIAMBULATORIO PADRE LUIGI MONTI TIRANA Cognome Dr Rossi Seconda opinione sulla diagnosi presunta ICDS CM Ricerca econda opinione Risposta al quesito formulato Terapia farmacologica consigliata 8 Altre terapie consigliate Approfondimenti diagnostici consigliati C Progetto caso AX Images allegato ipa 3 6 DISPLAY OF THE RECORD OF THE IPOCM TELECONSULTATION
56. se right key The teleconsultation requests once displayed can be saved in the Drafts list excluding the attachments The attachments of the teleconsultation request instead may be saved on a file in a hard disk folder or on any other peripheral and may be displayed The teleconsultations completed C By double clicking on each teleconsultation it will be displayed By clicking on a teleconsultation it may be displayed deleted or inserted in removed from the teleconsultations not yet read bold types by using the mouse right key Teleconsultations completed cannot be saved as drafts to be edited and retransmitted The reply attachments may be saved on a file in a hard disk folder or on any other peripheral and may be displayed The teleconsultations in the Sent list will include The teleconsultation requests filled in and sent from the Health Centre to the Secretariat for Technical Assistance by double clicking on each teleconsultation the same can be displayed or deleted using the mouse right button By clicking on a teleconsultation once it can be displayed or cancelled using the mouse right button It cannot be edited but once displayed it may be stored in the Drafts list with the attachments to be later edited if necessary and sent Replies to a teleconsultation being filled 1n and transmitted by the referring Health Centre to the Secretariat or to the Server mailbox of the Health Centre by double clicking on each
57. ssages Help menu item entitled Send a message to the Secretariat allows the dispatch of communications to the Secretariat or to the Server workstation relative to the teleconsultation service for ex notifications of service temporary interruptions information about availability of the service notifications of software and network anomalies technical or organizational problems requests for explanations etc This message can be attached with one or more files as described for the attachments to the teleconsultation requests see 3 4 and relative information The incoming messages are transmitted by the Secretariat or by the server workstation of the Health Centre and may be displayed through the Incoming list They all come from the Secretariat Any attachment can be filed and displayed An incoming message can be replied also through the Reply button The Incoming messages are displayed through the Sent list and can be re sent by using the send button Secretariat for Technical Assistance tel 003906 59942348 fax 003906 59942056 e mail info ipocm sanita it ss SECRETARIAT FOR TECHNICAL ASSISTANCE FOR TECHNICAL ASSISTANCE Page 26 out f A5 Vers 1 8 SAT ICT TELECONSULTATION MANUAL O A new message can be saved in the Drafts list to be retrieved later The messages deleted are transferred in the Deleted messages list to be definitively removed or otherwise retrieved
58. tations In particular it is possible to display the frames concerning the reservations of a videoconsultation contained the list folder Reservations requested by a Health Centre in Italy requesting a deeper examination of the case parallel to the transfer of a reply to a teleconsultation or by a Health Centre abroad requesting a deeper examination after the reception of a reply Reservations rejected including the list of the relative requests replies Reservations sent including the list of requests sent for reservations of a Outgoing reservations including pending reservation requests or replies waiting for a click on the Send receive button to be definetly sent It 1 possible to display the screens relative to the list of replies to requests for reservation of a videoconsultation replies sent It is possible to display the screens relative to the list of invitations to a videoconsultation including the day and time agreed upon and the videoconsultation link as sent by the Secretariat In this version through the teleconsultation screen a Videoconsultation button may be clicked on to display a form to be fully filled in with the day and time proposed for the videoconsultation with the doctor involved three alternative dates are possible On filling in the fileds relative to days and time conversions to local time in Italy and in the foreign country will appear Invitations to the videoconsultation on the
59. tatus of the request as matched to the service standards required Message size Attachments Encoding Priority requested Speciality requested Gender Age Weight Height Description of the case history Description of the clinical examination broken down as per Psychic state Skin and mucous membranes Head and neck Chest Abdomen Back and limbs Inguinocrural regions Exploratory actions Diagnosis description ICD9 CM code and description Description of the pharmacological therapy being administered as per Proximate principles Dosage Posology Mode of administration Description of the pharmacological therapy broken down as per Proximate principles Dosage Posology Secretariat for Technical Assistance tel 003906 59942348 fax 003906 59942056 e mail info ipocm sanita it SECRETARIAT FOR TECHNICAL ASSISTANCE Page 11 out f A5 Vers 1 8 SAT ICT TELECONSULTATION MANUAL O Mode of administration Description of other current therapies Description of other previous therapies Description of the diagnosis query Description of the diagnosis reply ICD9 CM code and description of diagnosis reply Description of the therapy recommended Description of the examinations recommended TELECONSULTATION MANUAL SERVICE AND VIDEOCONSULTATION RESERVATIONS MESSAGES Identifier of the message Date and time of reception Date and time of despatch Despatch Centre Reception Centre Message subject Encoding Description of the message
60. yed on the desktop CAUTION In case the application has been already installed previously it must be removed through the Install remove facility in the Windows control panel and then cancelled from the teleconsultation package folder in the C programmi folder Secretariat for Technical Assistance tel 003906 59942348 fax 003906 59942056 e mail info ipocm sanita it Code M TELECONSULTATION MANUAL SECRETARIAT FOR TECHNICAL ASSISTANCE Page 18 out f A5 Vers 1 8 SAT ICT TELECONSULTATION MANUAL O 3 TELECONSULTATION APPLICATION The teleconsultation software application allows to e process and send a request for asynchronous teleconsultation to a referrring Health Centre through the Secretariat for Technical Assistance e receive the teleconsultaion requests from a requesting Health Centre through the Secretariat and process the relative replies e receive the replies through the Secretariat as processed by a referrring Alliance Health Centre The application is a mere mail client application in Italian language with an online help for the translation into the four foreign languages mostly spoken in the Health Centres English Spanish Portuguese and French The interface translation may be activated by clicking with the mouse right button on the phrase required for translation To start the application double click on the icon on the desktop 3 1 CONFIGURATION Soon after the software

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