European Board of Radiotherapy Logbook

Transcription

1 European Board of Radiotherapy Logbook X:\Projekte\2005\EURALOG2005\doc\EBRLogbookUsage_en doc Autor: wf Seite 1 von 24

2 Content Content... 2 Using the System as a Trainee... 3 Accessing the EBR Logbook... 3 Installing the certificate... 3 Visiting the web application... 4 The Login Screen... 4 Using the Logbook... 6 Entering Logbook entries... 6 Editing existing Log entry records Changing the Logbook base information Creating a Report CV Formatting the CV in the Log form Adding documents to an Experience Events Changing Trainer lists Using the System as an administrator The System administrators menu Experience Area and Experience Catalogs Creating and sending a certificate for a user Using Help Errors and Problems How to handle Errors and Problems Appendix Experience Areas and Experiences Abbreviations X:\Projekte\2005\EURALOG2005\doc\EBRLogbookUsage_en doc Autor: wf Seite 2 von 24

3 Using the System as a Trainee A Trainee needs an SSL Client Certificate to access the EBR Logbook. The Certificate is sent to him by the EBR Logbook Administrator by with a document describing the procedure for installing the certificate for different browsers. The system has been tested with Internet Explorer 5.5 and 6.0 Mozilla Firefox Safari Opera 9 and Netscape 7 should also work. Accessing the EBR Logbook Installing the certificate When the trainee has been setup with the EBR logbook he ll receive two s. One contains the SSL certificate as an attachment and looks like this: Tom Trainee, please find attached the SSL client certificate for your access to European Board of Radiotherapy Logbook. You might want to follow the instructions for certificate installation that where made available to you. If you didn't receive the description on how to install the attached SSL client certificate yet, please contact ESTRO ( to obtain this information which is necessary for your progress in this matter. Your European Board of Radiotherapy Logbook system administrator The other contains the initial username and password and looks like this: Tom Trainee, I have setup an account for you with the European Board of Radiotherapy Logbook System. You can access the system via the URL: To access you need a) to install the certificate that was sent to you with your browser. The certificate is protected with the same password that you need for accessing the system (see below). If you need assistance with installing the certificate you might want to call me at or follow the link to the SSL Certificate Installation Manual which was sent to you in the other . b) b) to enter your username and password: Username: Tom.Trainee@DE-TestCentre Password: 2fast4u Wolfgang Fahl X:\Projekte\2005\EURALOG2005\doc\EBRLogbookUsage_en doc Autor: wf Seite 3 von 24

4 Visiting the web application The EBR Logbook is a web based application. It can be accessed by entering the start-url of it in any browser that is compatible with it. The start-url for accessing the EBR Logbook is The initial access to the system may be via HTTP but as soon as the trainee logs in the connection is switch to the secure HTTPS. So it s also possible to immediately start with The Login Screen Clicking dialog: in the upper right corner or on the big link in the center of the page leads to the login By entering the Username and Password and then clicking login the access to the system is checked. There are several possible results: 1. The browser might display a dialog 1 e.g. Internet Explorer might ask to select the SSL certificate to use: 1 The dialogs are shown here for a german system. The dialogs are country specific as setup in your Microsoft windows environment. X:\Projekte\2005\EURALOG2005\doc\EBRLogbookUsage_en doc Autor: wf Seite 4 von 24

5 and after that a dialog like: 2. The browser might display an error message (unfortunately sometimes only displaying an error number like without displaying the meaning) which shows that the certificate has not been installed correctly. X:\Projekte\2005\EURALOG2005\doc\EBRLogbookUsage_en doc Autor: wf Seite 5 von 24

6 3. In case of an invalid username and or password the access is rejected with an problem message: PROBLEM: The login is invalid please check username and password! 4. In case of an invalid or no SSL certificate the access it rejected with this message: PROBLEM: Your SSL certificate and your user settings do not match! If you used your own userid and password then please contact administrator to correct your settings For security reasons you need to start again with a login! 5. A successful login leads to the display of the user s fullname and role in the title bar of the webapplication: Using the Logbook Entering Logbook entries After login in as a trainee for the first time an empty Logbook entry catalog appears: By clicking new entries may be added by the trainee. When clicking add the form for entering a new logbook entry appears: X:\Projekte\2005\EURALOG2005\doc\EBRLogbookUsage_en doc Autor: wf Seite 6 von 24

7 The trainee can now enter the details for one experience he has made with the following fields: Patient ID The patient ID will be saved in an encrypted form and will only be visible for the trainee via the web-application. It will not show in the printed reports and it is not visible for other trainees or even the administrator in the unencrypted form. The date is entered as an ISO-Date in the format YYYY-MM-DD or selected via a calendar control. The date is considered to be the date when the trainee first met the patient to prepare for X:\Projekte\2005\EURALOG2005\doc\EBRLogbookUsage_en doc Autor: wf Seite 7 von 24

8 the upcoming radiotherapy. Radiotherapy The type of radiotherapy imaging and planning technology (e.g. 2DRT, 3DCRT, brachytherapy ) used. myexperiencearea This is a two-step selection process First the experience area is selected which is usually a tumour site Depending on the selected experience area a possible list of experiences is selected. This two step selection is configured according to the original EBR logbook article that has been published comment This is a memo field that may contain free text as the trainee may see fit. The size of the text is basically not limited by the system roleinplanning Selection of supervised or self is possible care Selection of whole or part is possible mytrainer A supervisor can be selected from a list of supervisors/trainer that haven been configured for the trainees centre. An example for a filled in form that has been saved already looks like this: X:\Projekte\2005\EURALOG2005\doc\EBRLogbookUsage_en doc Autor: wf Seite 8 von 24

9 To save the Logbook entry you might now want to click. X:\Projekte\2005\EURALOG2005\doc\EBRLogbookUsage_en doc Autor: wf Seite 9 von 24

10 Editing existing Log entry records After entering some experience log entries the catalog for these might look like this: Selecting a set of Experiences is possible by sorting and searching by all the fields e.g. data/experience Area/Experience/role In Planning/ care or trainer. Records can be deleted or edited if they are not older than 6 weeks. Changing the Logbook base information To change the base information for a trainees logbook the trainee may click on within her Logbook - entry Catalog or she may use the trainees menu: and click on mylog to get there. The following form appears: X:\Projekte\2005\EURALOG2005\doc\EBRLogbookUsage_en doc Autor: wf Seite 10 von 24

11 To save your changes you might want to click. X:\Projekte\2005\EURALOG2005\doc\EBRLogbookUsage_en doc Autor: wf Seite 11 von 24

12 Creating a Report Creating a report is possible via the menu or from the Logentry catlog of from the Log form via the button. When creating a report the trainee is asked to supply a date range for which the report should be created: Here you might want to select a range by name ( last year, last quarter, last month, last week ) or to enter a custom range by selecting custom date range. Here Again the entry is by ISO date. After clicking the report is printed: X:\Projekte\2005\EURALOG2005\doc\EBRLogbookUsage_en doc Autor: wf Seite 12 von 24

13 The report can now be printed or exported as a PDF file for download. X:\Projekte\2005\EURALOG2005\doc\EBRLogbookUsage_en doc Autor: wf Seite 13 von 24

14 CV In the EBR Logbook Systems a CV consists of two parts, one are the ExperienceEvents (which are new non tumor related experiences [publication, presentation held yourself, teaching lecture, teaching course, short clinical observation, ] the trainee has made) and the other is the actual CV which can be entered in the Log details (see Changing the Logbook base information). Formatting the CV in the Log form The first part of the CV, which is the actual CV containing a summary of academic and professional history and achievements can be entered in the Log form. To get there you might want to follow the Changing the Logbook base information instructions. In the CV Field text can be pasted and entered like in WordPad. Even formated text from Word pasted there will keep most of its formatation like headings, bold or italic text. As already mentioned the user interface is very similar to Word or WordPad, so if you already have experiences in using Word Processors it should be very easy to use this editor. There are two tabs WYSIWYG View and Code View. For a normal user only the WYSIWYG View is interesting. If you accidently got on the Code View just click on WYSIWYG View to get back to the normal editing mode. For administrators or users with at least basic HTML knowledge the Code view can be very interesting because it offers more atvanced formatting using HTML tags. X:\Projekte\2005\EURALOG2005\doc\EBRLogbookUsage_en doc Autor: wf Seite 14 von 24

15 Experience Events Adding and editing existing Experience Event is very similar to adding and editing Logentries. The first step is to open the ExperienceEvent Catalog by using the menu a new record can be added by clicking the Now the following form will appear on screen: button. Now the details for one experience can be entered with the following fields: Start Date and End Date The start and end dates are entered as an ISO-Date in the format YYYY-MM-DD or selected via a calendar control. The date is considered to be the date when the trainee first met the patient for X:\Projekte\2005\EURALOG2005\doc\EBRLogbookUsage_en doc Autor: wf Seite 15 von 24

16 preparing the upcoming radiotherapy. Name The name of the Event can be entered here. Type Currently the following Event Types are available (System Administrators may add new entries if needed): publication presentation held yourself teaching lecture</option> teaching course</option> short clinical observation</option> other event Description A detailed description of what the event was about may be entered here. Url Optinally an URL (e.g. to the publication or to a protocol) can be entered. The new entry can be saved by clicking. Adding documents to an Experience Events You may add documents to your Experience Event by clicking In the Experience Event form. A new document can be added by clicking the button. X:\Projekte\2005\EURALOG2005\doc\EBRLogbookUsage_en doc Autor: wf Seite 16 von 24

17 Now the details for one experience can be entered with the following fields: Name A descriptive name for the document file The document file on your local hard disk (click Browse to choose) Status Has the document yet been approved? This field may only be changed by your trainer. mytrainer The trainer who is responsible for approving this document. The document can be uploaded by clicking. A sample form could look like this: You might now want to ask your trainer for approval by clicking on requestsigning. X:\Projekte\2005\EURALOG2005\doc\EBRLogbookUsage_en doc Autor: wf Seite 17 von 24

18 Changing Trainer lists The list of supervisors/trainers for a specific centre may be changed by the system administrator as well as by the main-contact of the centre (one specific trainee or trainer). After clicking in the left Menu, the Trainer Catalog for the your Center are shown (if you are a Trainee and the main contact of your Center) or all Trainers are shown (if you are a System Administrator) To add a new Trainer simply click and enter the information of the new Trainer. You might want to enter the firstname and lastname as well as the shortname which usually consist of the first two letters of the firstname and of the first two letters of the lastname. To save the new trainer please click. X:\Projekte\2005\EURALOG2005\doc\EBRLogbookUsage_en doc Autor: wf Seite 18 von 24

19 Using the System as an administrator The System administrators menu Via the system administrator menu the configurable catalogs within the system may be accessed. These are: Experience Area list Experience list Organization list Trainer list User list Role list Selection Catalogs Selection Catalog entries In the final version the internationalization of the system can also be done by the system administrator by adding field descriptions and help texts for different languages. X:\Projekte\2005\EURALOG2005\doc\EBRLogbookUsage_en doc Autor: wf Seite 19 von 24

20 Experience Area and Experience Catalogs The experience area catalog is shown above. This is the experience catalog. Each experience is related to an Experience area. X:\Projekte\2005\EURALOG2005\doc\EBRLogbookUsage_en doc Autor: wf Seite 20 von 24

21 Creating and sending a certificate for a user Login as an administrator. Select the usercatalog from the menu via the menu-selection: Admin/User/User. Search the user by entering part of her id or fullname and then click edit. For a new user you might want to use the add button instead. A new user s data must be submitted first before the certificate can be created. Click will appear: to create a new certificate for the user. A message like the following X:\Projekte\2005\EURALOG2005\doc\EBRLogbookUsage_en doc Autor: wf Seite 21 von 24

22 Using Help In the form screens there is a help Icon available description for the current form like: Help for the Log:. Clicking on this icon displays a short help Help for the Logentries: Errors and Problems The system makes a difference between Problems and Errors. A Problem is a situation that arises from the data entered into the system or the way the system is used. Problems can usually be avoid by the user and or system administrator by making valid data available or doing valid actions. An Error is a situation where the system fails to work as intended and shows a message about the reasons for this situation. How to handle Errors and Problems For problems you might want to follow the hint that is given in the message for the problem. E.g. if the message is The login is invalid please check username and password! you might want to check that you spelled the username and password for your account correctly and retry login in with the correctly spelled username and password. If the system asks you to contact the system administrator you might want to get in touch with the system administrator by and or phone. In case of an error you might want to contact the system administrator with a copy of the message that was shown to you and a description of the steps that led to the error situation. Appendix Experience Areas and Experiences The catalog of ExperiencesAreas/Experiences to start with as outlined in Appendix A of the EBRLogbookarticle as follows: X:\Projekte\2005\EURALOG2005\doc\EBRLogbookUsage_en doc Autor: wf Seite 22 von 24

23 1. Head and Neck 1.1 Larynx 1.2 Oral Cavity 1.3 Oropharynx 1.4 Hypopharynx 1.5 Nasopharynx 1.6 Salivary Gland 2. Gastrointestinal (GI) Tract 2.1 Oesophagus 2.2 Stomach 2.3 Colon/Rectum 2.4 Anus 3. Lung/Mediastinum 3.1 Non-small Cell Lung Cancer 3.2 Small Cell Lung Cancer 3.3 Thymomas/Mediastinal Tumours 4. Bone and Soft Tissue 4.1 Bone 4.2 Soft Tissue 5. Skin 5.1 Basal Cell Carcinoma 5.2 Squamous Cell Carcinoma 5.3 Skin Appendage Tumour 6. Breast 6.1 Conservation 6.2 Postmastectomy 7. Gynaecology 7.1 Cervix 7.2 Endometrium 7.3 Ovaries and Fallopian Tubes 7.4 Vagina 7.5 Vulva 8. Genitourinary (GU) Tract 8.1 Prostate 8.2 Bladder 8.3 Testes (seminoma) 9. Lymphomas and Leukaemias 9.1 Hodgkin's Disease 9.2 Non-Hodgkin's Lymphoma 9.3 Leukaemia 9.4 Multiple Myeloma/plasmacytoma 10. Central Nervous System 10.1 Supratentorial Gliomas 10.2 Supratentorial Non Gliomatous 10.3 Infratentorial Tumours 10.4 Spinal Tumours 11. Unknown Primary 12. Palliation 12.1 Skeletal Metastases 12.2 Brain Metastases 12.3 Spinal Cord Compression 12.4 Mediastinal Compression 12.5 Obstructive Syndromes (e.g. trachea/oesophagus/urethra) 13. Other practical experience achieved, e.g. in Paediatrics,Ophthalmic tumours, Benign Disease, retreatment X:\Projekte\2005\EURALOG2005\doc\EBRLogbookUsage_en doc Autor: wf Seite 23 von 24

24 The catalog is modifiable by a systems administrator. Abbreviations Abbreviation Meaning Comment HTTP Hypertext Transfer Protocol Communication Technology between Internet Browsers and Webservers HTTPS SSL-based Hypertext Transfer Protocol PDF Portable Document Format Widely used industry standard format for exchanging documents. To read PDF document the Adobe PDF Reader is mostly used which is available for free download on the internet. SSL Secure Socket Layer Technology for secure communication over the Internet URL Uniform Resource Locator Adresse of a webserver, or other Resource on the internet X:\Projekte\2005\EURALOG2005\doc\EBRLogbookUsage_en doc Autor: wf Seite 24 von 24