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User-manual to the Collaboration Server
Danish Centre for Health Telematics
2006
User-manual to
the Collaboration Server
January 2006
Suggestions for improvement can be sent to:
Henning Voss: hvo@health-telematics.dk
The Collaboration Server/Client is for the exchange of information and
dialogue between health professionals
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User-manual to the Collaboration Server
Contents:
DOWNLOAD AND INSTALL THE COLLABORATION CLIENT 3
LOG IN 4
HOME PAGE ”WELCOME!” 5
SETTING OF PREFERENCES 7
CREATING A PATIENT CASE 8
ADD A MESSAGE IN A PATIENT CASE (RESPOND TO A PATIENT CASE) 9
ADD A FORM OR A DOCUMENT 10
EDITING A PATIENT CASE 11
SEND AN INVITATION FOR COLLABORATION 12
YOU HAVE BEEN INVITED TO COLLABORATE IN A PATIENT CASE 14
ERASE A PATIENT CASE 14
LOG OUT 15
MORE HELP AVAILABLE 15
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User-manual to the Collaboration Server
Download and install the Collaboration Client
The electronic Collaboration Server is using a special software programme “Collaboration
Client”, which must be installed on your computer. The Client can be downloaded from
www.cittis.org:
1. Open the Internet web page www.cittis.org
2. Click on “The new collaboration client can be downloaded here.”
3. Download and install the Client by following the instructions.
4. Double-click on the icon “set-up” and the Client will be installed.
In order to be able to see X-rays or other digital images over the Client, a viewer
programme must also be installed. Free software to view digital images can be
downloaded from http://users.forthnet.gr/ath/mkanell/viewer/viewer.html
This manual can also be found in an electronic version on the same homepage under
“Files”.
Please, note that any upgrading of the Client will happen automatically. If for some reason
you need to upload a new version from the web page, you must uninstall the old version of
the Client before reinstalling.
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User-manual to the Collaboration Server
Log in
In order to access the Collaboration Server:
1. Your institution must be on the Danish Health Data Network and
2. Your institution must have an agreement on the use of the Collaboration Client on
the network
3. As a user (single person or department) you must have a user-id and password.
If you are in doubt whether item 1 or 2 is met or if you need to know who can give you a
user-id and password, then contact Mr. Henning Voss at hvo@cfst.dk.
A guide concerning the user administration can be found on www.cittis.org.
This is how the Collaboration Client is started
1. Click on ”Start” at the bottom left on your computer screen.
2. Click on ”Programmes”, then ”Collaboration” and finally ”Monitor”. If you need a
short cut on the desk – and a faster and more direct access to the Collaboration
Client – this can be created the following way: Click on the left mouse bottom on
”Monitor” and pull the icon on to the desk.
3. Fill in ”Login” with your user-id and password.
4. Then click on “Login”.
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User-manual to the Collaboration Server
Home page ”Welcome!”
A. Left menu
On the left hand side of the home page (Welcome!) are icons, which are permanent:
• My Collaboration this returns you to the home page - “Welcome!”
• Acute shows a list of acute patient cases
• Open request request regarding participation in a patient case
• Active will show a list of active patient cases
• Inactive informs about patient cases, which has been completed – but not
yet erased from the system. Note that only the initiator of a patient case can erase this.
• Event log patient cases can be sorted alphabetically or in any other order
B. Top menu
The top functions on the welcome page are also permanent, no matter where you are:
• File
o Create a new collaboration create a new patient case
o Print print one or several pages
o Exit log out of the Collaboration Server.
• Edit
o Preferences setting the Client and notifications (i.e.
valid patient-ids).
o Show my user information see your personal profile on the Client
o Change password change of password
• Status
o Online/Avaliable here you can mark your status:
o Away - not available at the moment
o Extended away - away for extended period of time
o Do not disturb - do not want to be disturbed
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User-manual to the Collaboration Server
• Help
o Report a bug or problem on-line reporting of errors
o Common documents viewers shows programmes can be downloaded
o About information about the Collaboration
Client.
C. The Menu Bar
The bottoms/functions on this menu bar are also fixed, no matter where you are in the
programme.
• New collaboration start a new collaboration / patient case (see above)
• Previous collaboration here it is possible to see the previous collaboration
• Next collaboration here you can see the next collaboration
• Edith edit in the information regarding the patient
• Invite invite participants to a patient case
• Unsubscribe unsubscribe to the Client
D. New messages / documents
In the middle of the welcome page new messages regarding patient cases are listed.
• Create a new collaboration create new patient case (see below)
• View Help further information and help can be found
here
D. Pop-up notification
At the bottom right a message box will appear every time there is a new message, a new
user or a new document of interest to you. The pop-up will only be shown briefly.
Therefore, an email notification will also be sent to you. However, this requires that you
have pre-set your system (see next section).
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User-manual to the Collaboration Server
Setting of preferences
1. Click on “Edit” (See item A on the previous page)
2. Click on ”Preferences”.
3. Under ”Misc settings” (see image above) you can choose to have the programme
check if it is a valid patient-ID by checking the mark.
4. Click on ”Notification settings” (see image below). You now have the following
options, click on the wanted setting (“pop-up a message box, send an e-mail”).
5. Press ”ok”
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User-manual to the Collaboration Server
Creating a patient case
1. Click on “New collaboration” in one of the tree places where this is possible in the
system. The following window will open, and this will give you the possibility of
writing information regarding the patient:
2. Patient-ID, fill in either the patient’s CPR-number or the patient’s identification
number (if you have chosen “valid patient-id” in the preferences under “Misc
settings”, the programme can check the validity of Danish CPR numbers)
3. Fill in ”Patient name”
4. Status of the context will always be “active” when creating a patient case
5. Priority - “Context type”; depending on the patient case this can be filled in with
“Acute” or “Non-acute”
6. “The presentation” must be filled in with clinical patient information. All data typed in
will be part of the patient’s overview page - and can only be edited by the initiator of
the patient case.
7. Click on “Create” and the patient case has been created. It will now be on the list of
active patient cases, which is listed on the left hand side of the welcome page.
Acute patient cases will be marked with a red cross and will be listed in two places:
under “acute” and under “active” patient cases.
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User-manual to the Collaboration Server
Add a message in a patient case (respond to a patient case)
Sometimes it can be useful to discuss a patient case in a forum or respond to a patient
case in which you have been asked to collaborate. If you want to create a message in a
patient case, you have to be in patient case and then chose the needed function among
the tabs.
1. Open the patient case – these are listed in the left side of the screen
2. Place the curser in ”Subject” and write a heading to the message. This will be in
bold typing. If there is a need to write a longer message, continue in the space
below (A).
3. Click ”Send”. The meesage will be placed in the order they have been sent (B).
The message will be displayed immediately on the Collaboration Server. Messages can
not be changed or erased. If changes are needed to the message, a new message must
be written. Each message will indicate who has written it, the date and time.
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User-manual to the Collaboration Server
Add a form or a document
When needing to add a form, please follow the guideline below:
1. Open the patient case listed in the list to the left of the screen
2. Click on “Forms” and the window above will open
3. Fill in the form
4. Click on “Add form”
5. Click on “Send”
If you need to add a document or an X-ray image, the same guidelines must be followed.
All digitally stored documents (CT- or MR-scans or any other digital document) can be
added and transferred to a receiver over the Collaboration Client. However, these images
have to be digitally stored. It is possible to send analogue pictures if these are scanned.
1. Click on “Documents”
2. The file will open if your computer has a programme installed. If you are
downloading a DICOM image it is possible to retrieve a free DICOM-viewer at
http://users.forthnet.gr/ath/mkanell/viewer/viewer.html
or by clicking on ”Help” and then ”Common document viewers”.
The file, which you have downloaded from the Collaboration Server, will be placed in
the following folder on your computer:
C:\Programmes\PICNIC\Collaboration\Downloads.
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User-manual to the Collaboration Server
Editing a patient case
Perhaps circumstances change in a patient case and it is necessary to edit the previously
typed in information.
1. Click on the patient case listed in the active list
2. Click on the icon “Edit”. The window, which will appear, will be identical with the
window when creating a patient case and you can now type in new information in
the patient case
3. Finally click on “Save Changes”. After this it is possible to see that the information
has been changed.
It is possible to regret the editing by pressing ”Cancel”.
Note! If you have not created the patient case, this window will appear. Only if you have
created the patient case, will it be possible to edit the text.
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User-manual to the Collaboration Server
Send an invitation for collaboration
In order for other persons or departments to be able to participate in the collaboration of
your patient case, you must select one or several receivers.
1. Click on the patient case in the active list, and all data which has been registered
will appear.
2. Click on ”Invite participant”.
3. You now have the possibility to choose between two items: ”Browse” or ”Search”.
4. In the “search field” you have several search options. I.e. name, title etc., if you
want to limit to search, i.e. to the letter “a”
5. Click on “Search”
6. Double click on the person you would like to invite and another window will appear.
Here you can write additional information to the person.
7. Confirm and send it to the Client by pressing ”OK”.
It is possible to regret the invitation by clicking on ”Cancel”.
You can invite as many persons/departments, which are relevant for the solution of the
patient case – use the arrow keys in the middle to select a group. By setting a mark in the
field ”Invite first available person”, it is possible to ensure that the collaboration will not be
neglected, but will be taken care of by the first vacant person opening the Client (See
below).
When you have invited a person, an email notification will be sent to the chosen person
(but only if this person has provided the Client with an email address).
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User-manual to the Collaboration Server
Under ”Participants” the invited participants in the patient case are listed.
Next time you open the Collaboration Client, a message will appear if you have been
invited to a patient collaboration. Click on “ok”, and you have entered into an agreement
regarding collaboration.
By selecting ”Open Requests” the requests, which you have been invited to, are listed .
Look under messages and click on the icon ”click here to accept the case”.
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User-manual to the Collaboration Server
You have been invited to collaborate in a patient case
You will receive an email (without patient information) if you have been invited to
participate in a collaboration regarding a patient case.
Please note that your email address has to be known in the system – i.e. you must have
written it when you were established as a user. If the Client does not have your email
address this can be changing at any time by accessing “Preferences”.
Erase a patient case
When you have finalized a patient collaboration, you can either deactivate or erase the
patient case. Only if you expect that a patient case will not be used again – it can be
erased.
Note! Only if you have created the patient case is this possible.
You can erase a patient case by:
1. Click on ”Unsubcribe”.
2. Press ”yes”.
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User-manual to the Collaboration Server
A patient case can be deactivated by:
1. Click on ”Edit Context”
2. Change the ”Context” status from ”Active” to ”Inactive”
3. Click on ”Save changes”
Log out
You can close the Collaboration Client, no matter where you are in the system by:
1. Either by clicking on ”X” in the top right of the screen or by
2. Clicking on “File” at the top left and then chose ”Exit”
More help available
It is possible to receive additional help and advice regarding the Collaboration Client by
contacting:
Henning Voss
The Danish Centre for Health Telematics
Rugårdsvej 15, 2
5000 Odense C
Denmark
Phone: + 45 65432030
E-mail: hvo@cfst.dk
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