McMaster University Department of Family Medicine. User Guide

Transcription

1 McMaster University Department f Family Medicine User Guide Last Updated: 7/3/2012

2 TABLE OF CONTENTS 1.0 GENERAL INFORMATION System Overview Authrized Use Permissin Help Desk Organizatin f the Manual Acrnyms and Abbreviatins System Cnfiguratin Data Flws GETTING STARTED Sign In Authenticatin System Menus Hrizntal Menu Bar Vertical Navigatin Pane USING THE SYSTEM Hrizntal Menu Bar My Accunt Messages Sign Out Vertical Navigatin Pane Allergies Immunizatin Medicatins Dcuments Wellness Treatment Chices Surveys Appintment Bking 34 User Manual Page i

3 1.0 General Infrmatin 1.0 GENERAL INFORMATION User Manual Page 1

4 1.0 General Infrmatin 1.0 GENERAL INFORMATION 1.1 System Overview MyOSCAR is a secure and private n-line health recrd. Users have ttal cntrl as t wh can put infrmatin int their recrd and wh can access this infrmatin. MyOSCAR is a web based system that requires minimum cmputer experience t manage and perate. MyOSCAR was created t empwer patients t get engaged in their health care and bridge the gap between infrmatin held by patients and infrmatin held by health prviders. MyOSCAR aims t cnnect patients with their health care prviders in a private and secure manner. Traditinally, healthcare prfessinals were the nly peple wh had access t patients health recrds. This cncept will be changed with the adptin f MyOSCAR, as it will enable secure sharing f health infrmatin amngst clinics, hspitals, and the patient. MyOSCAR ffers a lt f applicatins that culd help users better manage health including: medicatin management, dcuments management, and wellness trackers. MyOSCAR has been created with cllabratins frm many institutins, including McMaster University and McGill University. The institutins prvide frequent updates that fllw best practice guidelines. Mrever, as any Open Surce prject, MyOSCAR is pen t enhancement cntributins prvided by the cmmunity. User Manual Page 2

5 1.0 General Infrmatin 1.2 Authrized Use Permissin MyOSCAR is an Open Surce Prject licensed under the GNU General Public License. Open Surce sftware is nn-prprietary, has n licensing fees and therefre able t evlve rapidly as a result f adding innvative cntributins frm the cmmunity. Additinal benefits f an pen surce prduct include: N license fees Mre cst effective than prprietary systems N vendr lck-in Cmplete wnership f data Custmizable system Cmmunity supprt and invlvement Develpment and cntributins frm users acrss the natin and beynd Peer-reviewed, secure sftware 1.3 Help Desk Fr additinal infrmatin, the help desk can be cntacted at: Website: Tll free: supprt@myscar.rg 1.4 Organizatin f the Manual This dcument is divided int 3 sectins: 1.0 General infrmatin. This sectin gives an verview f the system and its bjectives, brief intrductin f the manual and hw yu can read it effectively. 2.0 Getting Started. This sectin utlines the system majr functinalities and where yu can find them in the applicatin interface. 3.0 Using the System. This sectin explains each feature usability and prper use t get the full benefits. 1.5 Acrnyms and Abbreviatins MyOSCAR: My Open Surce Clinical Applicatin and Resurces (OSCAR) ephr: Electrnic Persnal Health Recrd EMR: Electrnic Medical Recrd User Manual Page 3

6 1.0 General Infrmatin 1.6 System Cnfiguratin MyOSCAR is web based service that nly requires three tls: a) Cmputer b) Internet Cnnectin c) Web Brwser (Recmmended: Mzilla Firefx) 1.7 Data Flws Users are at the center f infrmatin cntrl in their MyOSCAR prfile. Users hld the ability t update their prfile, medicatin list, measurements (including: weight, bld pressure, glucse), and lifestyle ntes. Any cmmunicatin in MyOSCAR must be enabled by tw way cnsent. Users have the ability t cnsent with physicians, and ther members f their circle f care, t enable tw-way data sharing. If this is enabled, physicians will be able t access health infrmatin psted by patients in the PHR and patients will be able t receive any medical dcuments the physician will share. User Manual Page 4

7 2.0 Getting Started 2.0 GETTING STARTED User Manual Page 5

8 2.0 Getting Started 2.0 GETTING STARTED 2.1 Sign In If yu have nt btained yur access credentials, by mail, please cntact MyOSCAR help desk. The tp right crner, n the main page ( cntains tw tabs. One tab is affiliated with McMaster University and the secnd tab is affiliated with Queens University. Select the apprpriate tab, and type in yur user name and passwrd, t access yur MyOSCAR accunt. Nte: Yur passwrd is stred in an encrypted frmat such that even the system administratr cannt find ut what it is. If yu have frgtten yur user name and/r passwrd, yur clinic can assist yu in resetting the passwrd, but will nt be able t prvide yu with the riginal passwrd. User Manual Page 6

9 2.0 Getting Started 2.2 Authenticatin Authenticatin is the prcess that allws yu t cnnect yur MyOSCAR accunt with a Health Care Prvider r Clinic. This prcess is necessary t cnfirm that yu are the persn wh wns and has access t yur MyOSCAR accunt. There are three different levels f authenticatin: Level 1: Self-manage and persnally enter infrmatin (n authenticatin required) Level 2: Self-manage and persnally enter infrmatin, securely message the clinic and bk appintments nline (in persn authenticatin nt required; mail, fax r a signed cpy f the Health Infrmatin Sharing Cnsent Frm* t yur Health Care Prvider r Clinic) Level 3: Self-manage and persnally enter infrmatin, securely message the clinic, bk appintments nline and receive all dcuments and features listed in the table (authenticate in persn and present a signed cpy f the Health Infrmatin Sharing Cnsent Frm* t yur Health Care Prvider r Clinic ) There are tw ptins fr authenticatin: Optin 1: Online set-up and in-persn authenticatin (Level 3 Authenticatin) 1. Watch the MyOSCAR vide tutrial explaining the setup, cnsent and data sharing prcesses. 2. Print ff the nline Health Infrmatin Sharing Cnsent Frm and sign. 3. Present the Health Infrmatin Sharing Cnsent Frm and a pht ID in persn t a clinic receptinist (nte: the receptinists must verify yur identity). 4. Once the administratr has verified yur ID in persn, yur accunt will be fully authenticated at Level 3. Optin 2: Online set-up and mail, fax r authenticatin (Level 2 Authenticatin) 1. Fllw steps 1 t 3 abve in ptin 1 2. Mail, fax r yur Health Infrmatin Sharing Cnsent Frm t ne f the participating clinics and smene frm the clinic will call yu t verify yur ID 3. Once the administratr has verified yur ID by phne, yur accunt will have Level 2 authenticatin. User Manual Page 7

10 2.0 Getting Started 2.3 System Menus When lgging int MyOSCAR fr the first time, user will be prmpted t read and accept the terms f use. If the terms f use are nt accepted, MyOSCAR will lg the user ut and the user will nt be able t access their prfile until the terms f use are accepted. When the terms f use are accepted, user will be directed t MyOSCAR s main page. The page is divided int 2 navigatin panes; the hrizntal menu bar cnsists f administrative applicatins and the left navigatin pane which cnsists f health applicatins. User Manual Page 8

11 2.0 Getting Started Hrizntal menu bar Frm left t right: My Accunt Allws user t manage accunt settings. Prfile Area fr user t stre: Demgraphic infrmatin, emergency cntact infrmatin, health insurance infrmatin. Preferences Area fr user t change passwrd and enable/disable mdules and applicatins. Grups *under develpment* Area fr user t manage memberships in any research study r user grup. Access and Sharing User Manual Page 9

12 2.0 Getting Started Area fr users t grant ther users access t their accunt and specify the infrmatin is t be shared. Accunt Audit T mnitr yur accunt activities, including: when the accunt was accessed, wh accessed the accunt, and what infrmatin was accessed. Messages Allw the user t send a message t anybdy wh the user has granted a relatinship t. Sign Out Allws the user t exit the system and quit the accunt Vertical Navigatin Pane The side menu bar prvides access t mdules that can help the user create a cmplete health recrd. The mdules include: User Manual Page 10

13 2.0 Getting Started Allergies Allws user t recrd all the items they have allergies t, these can be shared as needed. Immunizatin Allws user t keep a recrd f immunizatins and setup reminders fr upcming immunizatins. Medicatins Allws user t recrd and update bth current and previus medicatins. A subset f medicatins including: prescriptin medicatins, vitamins and supplements, ver the cunter medicatins, herbal and alternative medicatins, and ther medicatins. Dcuments Allws users t uplad varius health related dcuments, including: labratry reprts, radilgy reprts. Wellness Allws user t create and update health tracker measurements, including: Bld Pressure, Bld Glucse, height and weight. This mdule als allws users t set gals fr specific trackers. Treatment Chices Prvides the user with management advice n 10 cmmn health cnditins. Surveys Allws users t take part in varius surveys, including: surveys fr better health utcmes and risk assessment surveys. Appintment Applicatin *nly available fr pilt site clinics* This is a clinic specific mdule. This mdule allws users t bk nline appintments fr their clinic. User Manual Page 11

14 2.0 Getting Started 3.0 USING THE SYSTEM User Manual Page 12

15 3.0 USING THE SYSTEM 3.1 Hrizntal Menu Bar My Accunt The My Accunt menu ffers 5 ptins: Prfile User prfile is divided int 3 sectins: 1. Persnal infrmatin Yur demgraphics and cntact infrmatin User Manual Page 13

16 2. Health Insurance Infrmatin 3. Emergency Cntact Infrmatin A cntact that can be reached in case an emergency that cncerns the user. User Manual Page 14

17 Preferences Allws the user t perfrm the fllwing actins: Change Passwrd Nte: Yur user name and passwrd are the nly credentials that authenticate yur access, s please keep them cnfidential. If yu want t change yur passwrd, please fllw the steps belw: 1. Sign in t yur accunt. 2. Frm the Tp menu bar click n My Accunt then select Preferences. 3. Type yur current passwrd in the field labeled Previus Passwrd, lcated in the Change Passwrd sectin. 4. Type yur new passwrd in the field labeled New Passwrd. 5. Retype the same passwrd, that was entered in the New Passwrd field, in the field labeled Cnfirm New Passwrd. 6. Click Save. Fr security purpses: We recmmend yu change yur passwrd every 3 mnths. Change Preferences In rder t use MyOSCAR, the user must agree t the terms and cnditins. The user can indicate if they wuld like t be asked t participate in health related research studies r MyOSCAR enhancement. User Manual Page 15

18 If checked, this ptin allws the user t be ntified f any new MyOSCAR messages, by sending an t their persnal inbx. If checked, this ptin allws the user t be ntified f any new dcuments they received in MyOSCAR, by sending an t their persnal inbx. Mdules All the MyOSCAR mdules are custmizable (shw/hide) based n user s preferences. Fr example, if the user is nt diabetic, then the user can the A1C Diabetes Test mdule, as they dn t need t actively track their bld glucse. User Manual Page 16

19 Grups *under develpment* When develped, this feature will allw users t participate in studies and cnnect with cmmunity f users wh may share a health cnditin, r have an interest t learn mre abut a health cnditin. Access and Sharing This area allws the user t grant thers access t the user s accunt. Type the MyOSCAR username f the persn that yu want t share yur infrmatin with and assign them a rle. MyOSCAR has defined 6 rles that the user can assign anther user, these rlls are reflective f what health infrmatin is visible t that relatinship. These rles are as fllws: Family Member Individual with this rle can read and leave the user ntes Friend Individual with this rle can see the user s cntact infrmatin Patient This rle is created fr physicians t manage their patient rster. Primary Care Prvider User Manual Page 17

20 Individual with this rle can read health infrmatin, edit health infrmatin, and pst ntes fr the user Research Administratr Individual with this rle is the persn wh is leading a study that the user is participating in. An individual with this rle can access the user s health recrd fr research purpses. Research Subject This rle is created fr a Research Administratr t rganize and manage the participants invlved in their research. Nte: Everyne yu assign a relatinship t, will be able t send yu a secure message. Accunt Audit Allws user t mnitr the transactins made in their accunt. User Manual Page 18

21 3.1.2 Messages Allws the user t send, anybdy wh has granted them a relatinship, a secure message. Allws the user t receive messages frm anybdy wh has been granted a relatinship by the user. Messaging functinality will allw secure cmmunicatin between patients and health prfessinals. Messages sent r received cannt be deleted, t track all cmmunicatin and keep future reference. Message mdule is classified int 3 categries, 1. Inbx fr messages that have been received 2. Sent fr messages that have been sent 3. Archived fr messages that user des nt want t appear in their inbx dn t need t see in the inbx T cmpse a new message: 1. Click n Cmpse New Message 2. Select the recipient frm the drp dwn menu 3. Create a subject 4. Create a message 5. Click Send User Manual Page 19

22 3.1.3 Sign Out If yu are using a shared cmputer r are planning t leave yur cmputer unattended, yu shuld sign ut frm yur accunt. Nte: All the system activities are lgged and recrded by user name. Nt signing ut might result f ther persn use yur accunt and all the activities will be n yur recrd. Signing ut ensures that n unauthrized persn can access yur MyOSCAR accunt. User Manual Page 20

23 3.2 Vertical Navigatin Pane Allergies Allws user t lg all items that have assciated allergies. User Manual Page 21

24 3.2.2 Immunizatin Allws user t lg immunizatins. Nte: T use this service effectively, user shuld seek level 3 authenticated, by their health clinic. Users authenticated t level 3 will have the ability t autmatically receive immunizatin infrmatin frm the clinic int their MyOSCAR prfile. T enter yur immunizatins manually please fill up the fllwing fields: Immunizatins Type What the immunizatin is preventing. Vaccine Name Pharmaceutical name f the immunizatin. Manufacture Name f cmpany where vaccine was prduced. Lt Number that identifies the batch that the vaccine was part f. This number is imprtant as it can help detect ptential recalls. Rute Methd f Intake. Dse Amunt f Intake. Date Date the immunizatin was received. User Manual Page 22

25 Lcatin Where the immunizatin was btained. Next Date Applicable if immunizatin has a fllw up bster, t be scheduled. Cmments Any additinal infrmatin required fr user s recrds. (Example: Immunizatin was btained as part f a pre-vacatin physical) Medicatins Allws users t keep track f medicatins being taken and medicatin histry. T add a medicatin, fill in the fllwing fields: Medicatin Type Allws user t specify if medicatin is: Prescribed, Vitamin & Supplement, Over the cunter, Herbal & Alternative, r ther. Drug Name Cmmercial name f the drug. Dse The amunt f medicatin cnsumed at ne time. (ex. 2 tablets) User Manual Page 23

26 Strength The strength f the medicatin. (ex. 200 mg size tablet) Frequency Hw ften the medicatin is being cnsumed (ex. 2 times/day) Date Started Date that drug intake was started. Date stpped Date the drug intake was stpped. Reasn fr taking Purpse f drug intake. Prescriber Wh rdered the medicatin use. Refill Date Applicable if the prescriber has specified a refill date. Renew Date Date t schedule a physician appintment in rder t renew the prescriptin. User Manual Page 24

27 3.2.4 Dcuments Allws user t stre and archive all the paper dcuments, scanned reprts, and labratry results. Nte: If the user is authenticated t Level 3, the user will be able t recieve health dcuments autmatically frm the clinic T add dcuments manually please fllw the steps belw: 1. Give the file an apprpriate name. 2. Click Chse File t select the file frm yur cmputer. a. MyOSCAR supprts the fllwing types: PDF, DOC(X), XLS(X), JPEG, PNG*, BMB, GIF, TIFF. 3. Click Add t uplad the dcument t yur recrd. ICONS: After uplading a dcument there are 3 functins that yu can use: Dwnlad the dcument (applicable if dcument has been received frm an utside surce), write a nte n the dcument r delete the dcument. * Please nte that saving yur dcuments in PNG frmat allw faster dcument retrieval and better preview quality User Manual Page 25

28 3.2.5 Wellness Allws user t recrd varius health trackers. The Wellness ptin ffers the fllwing chices: User Manual Page 26

29 Bld Pressure: allws user t track bld pressure readings and create a gal reading. In the Add sectin, user can enter in the fllwing fields t create a cmplete reading recrd 1. Type yur Sys/Dia. (Systlic is the higher number and Diastlic is the lwer number) 2. Type yur heart beat rate. 3. Select the date and time this measurement was taken. 4. Select the lcatin where the measurement tk place. 5. Check the BP Meds? Checkbx if yu are using any Bld Pressure Medicatin. 6. Click Save t enter this reading int yur health recrd, fr future reference. User can set a Bld pressure gal by defining a range fr Systlic and Diastlic readings in the My Gal bx. Then click Save. If yu want t delete any instance frm yur recrd, click n the Trash icn ( the recrd that is t be remve. ) beside User Manual Page 27

30 Bld Pressure Chart: This is a graphical representatin f the measures entered in the Bld Pressure sub menu. Used t determine Bld Pressure trend ver a curse f time. Bld Sugar: allws users t track bld sugar, as needed. User Manual Page 28

31 In the Add bx, enter the fllwing fr a cmplete glucse reading: 1. Type in Glucse Value, this maybe btained frm an external device. 2. Select the unit f measurement (eg. 7 mml/l r mg/dl). 3. Select the date and time the measurement was taken. 4. Select the lcatin where the measurement was taken. 5. Add any details relating t the measurement (ex. Fasting, pst-lunch, predinner, etc.) 6. Click Save t insert the reading t yur health recrd, fr future reference. If yu want t delete any reading frm yur recrd, click n the Trash icn ( ) beside the recrd yu want t remve. If yu want t edit any reading frm yur recrd, click n the recrd and edit the apprpriate fields. Height and Weight: allws user t manage height, weight and BMI. In the Add bx, enter the fllwing fields t btain a cmplete reading recrd: 1. Enter the Height and select the unit measure (ex. cm r inches). 2. Enter the Weight and select the unit measure (ex. Punds r kilgrams) 3. Select the date and time the measurement was taken 4. Select the lcatin where the measurement was taken 5. Click Save t insert this reading int yur health recrd, fr future reference User Manual Page 29

32 Other Health Trackers Allws user t track an activity f interest. T add a new categry: 1. Select Wellness 2. Select Other Health Trackers 3. Select Define new categry In the Categry bx, t define a persnal measure: 1. Type the name f the activity being tracked 2. Define the unit f measure fr the activity 3. Define the gal 4. Click Save t insert this tracker int yur prfile User Manual Page 30

33 T enter infrmatin int the new tracker: 1. Select Wellness 2. Select Other Health Trackers 3. Select the categry being tracked frm the drp dwn menu 4. Type the value based n the unit defined earlier 5. Select the date and time that the measurement tk place 6. Select the lcatin that the measurement tk place 7. Click Save t insert this reading int yur health recrd, fr future User Manual Page 31

34 Other Health Trackers Chart Allws user t visualize entries and mnitr prgress. T generate a chart: 1. Select the categry (if yu have mre than ne) that is t be charted 2. Select the range f the dates t be charted 3. Click Generate Chart User Manual Page 32

35 General Symptms: allws user t fill ut a general symptms frm Treatment Chices Prvides users with management tls fr 10 mst cmmn health cnditins. User Manual Page 33

36 3.2.7 Surveys Allws users t participate in research surveys SFHC *currently nly available fr pilt sites* Allws the user t bk appintments nline at their clinic. User Manual Page 34