Cancer Conferences Portland Service Area

Transcription

1 Contents Overview... 2 Providence Network Login... 2 How to Find the Cancer Center Team Site... 2 Providence Cancer Center Team Site Overview... 3 Submit a Case... 3 Conference Schedule & Case submission deadlines... 4 Remote Access to Cancer Conferences All Participants... 4 Remote Access to Cancer Conferences Presenters... 5 Cancer Conference Agendas... 5 FAQs... 6 Q: I am an affiliated provider and can t get to the Providence Intranet site what should I do?... 6 Q: How do I contact the Conference Coordinators?... 6 Q: What USB headsets are recommended?... 6 Q: Why can t anyone hear me when I join the audio conference with my USB headset?... 6 P a g e 1 Updated 4/19/16

2 Overview The Providence Cancer Center is proud to offer interdisciplinary cancer conferences to help providers discuss diagnoses, treatment planning, and other case-specific topics. The conferences are located in the Portland Service Area, but many offer remote access for healthcare providers through Microsoft Lync (additional software may be required to join). Providence Network Login To join a web-conference as a guest, you do not need access to the Providence network. However, in order to visit the Providence Cancer Center intranet sites, you must have a network login.* How to Find the Cancer Center Team Site The Cancer Center Team Site is a central location for all of the Cancer Conference agendas, forms, schedule, and other information. There are several ways to find the Cancer Center Team Site: Use this link from any computer: Log into the Providence system by using the following: PHSOR\USERNAME (replace Username with yours) You will need to use the domain name PHSOR\ in front of your username. Your Providence network password should be used. Find the links for agendas and case submission on the right side of the screen. P a g e 2 Updated 4/19/16

3 Providence Cancer Center Team Site Overview Direct link: (must be signed in to Providence Network) Access the Team Site to submit a case for one of the conferences, find a current agenda, or to find the unique MS Lync web address for a specific conference. Submit a Case 1. From the Cancer Center Team Site, click the Submit a Case link 2. Fill out the Submission Form TIPS: If you select certain fields, additional boxes will open to allow for additional information To minimize extra time/work, only select the option to review pathology slides if necessary for case review. Case Submission FAQ Q: How do I know if my case will be presented? A: If you submit the case before the deadline, you may assume your case will be presented. Some conferences limit the number of cases. If the agenda meets that number, the Conference Coordinator will contact the case submitter directly. Agendas are available on the Cancer Center Team Site. P a g e 3 Updated 4/19/16

4 Conference Schedule & Case submission deadlines Please see recommended cut-off times in the chart below. In most instances, cases submitted after the cut-off date may still be presented, but may not have their films and pathology available. Conference Frequency Day Time Campus/Room Brain Monthly 1 st Friday 7-8 a.m. PSVMC Brain Institute Breast PPMC Weekly Wednesday 7-8 a.m. PPMC EMC 2N Breast PSVMC Weekly Thursday 12:30 1:30 p.m; G.I. Weekly Friday 7-8 a.m. General Cases - PNMC Monthly 1 st Tuesday 7-8 a.m. Hematology 1 st & 3 rd Wednesday 7-8 a.m. Liver Weekly Wednesday 7-8 a.m. PSVMC Conf. Rm 21 PPMC Rad Onc Conf Rm G Level PNMC Board Room Lync Only Meeting PPMC Rad Onc Conf Rm G Level Melanoma Monthly 2 nd Thursday 7-8 a.m. PPMC EMC 2N Oral, Head & Neck; 3x / month 1 st, 3 rd, 5 th Thursday 7-8 a.m. PPMC EMC 2N Thyroid Monthly 4 th Thursdays 7-8 a.m. PPMC EMC 2N Thoracic Weekly Monday 7-8 a.m. PPMC EMC 2N Add-On/ Cut-Off Wednesday prior, Monday, Tuesday, Wednesday, Friday prior, Monday prior, Tuesday, Tuesday prior, Tuesday, Tuesday prior, Thursday, Thoracic Weekly Wednesday 7-8 a.m. *Information Subject to Change. PSVMC Rad Onc Conf Rm B level Monday, Remote Access to Cancer Conferences All Participants It is recommended for all 1 st -time remote participants to test their system at least 1-2 days prior to the conference to make sure you have the appropriate settings and software. Please CancerConferenceOR@providence.org or contact the Cancer Conference Coordinators directly to schedule a test. 1. Obtain the online meeting link, conference call phone number, and meeting ID for the conference you wish to attend. (on the Cancer Center Team Site or by ing a request to CancerConferenceOR@providence.org) 2. Join the online meeting (to view images) a. From a Providence computer: copy and paste the link into your Internet Explorer browser b. From a non-providence computer: i. Select and copy the link ii. Open a new browser Internet Explorer recommended P a g e 4 Updated 4/19/16

5 iii. Paste link in new browser 3. Join the audio (2 options) NOTE: It is recommended to join the audio through a Lync-Compatible Headset rather than through a phone line to optimize audio quality. Most USB headsets used for dictation will work. a. Through the computer: if you have a USB headset with a microphone, or microphone and speaker on a laptop, then select Use Lync when joining the online meeting. b. Through the phone: if you do not have a headset or microphone, or prefer to join the audio through a phone, call the conference number and enter the meeting I.D. as directed. Do not join audio through the compuer. 4. On the Microsoft Lync window, open the Share menu and select Show Stage NOTES: Lync Web App is only supported on 32-bit browsers, such as Internet Explorer, Firefox 3.x or later, and Safari 5.x or later. (64-bit browsers are labeled as such; 32-bit browsers are not) Lync Web App is supported on Mac OS or later (Intel-based) Remote Access to Cancer Conferences Presenters To share imaging from your own computer, you must install the Microsoft Lync Web App Plug-in. It is recommended to install this at least a day or two in advance, in case your system requires administrator access to install software. CancerConferenceOR@providence.org or contact the Cancer Conference Coordinators directly to schedule a short test and install the plug-in. Once you have successfully tested your system: 1. Connect to the conference as described in the Remote Access to Cancer Conferences All Participants section of this document. 2. Open the file/image/document you wish to share (make sure to have any unnecessary programs closed) 3. In the Lync window, open the Share menu and select Desktop Cancer Conference Agendas Agendas are not ed to participants, but are available at the Cancer Center Team Site. 1. From the Cancer Center Team Site, click the Current Agendas link 2. Click the specific conference folder 3. Open the agenda P a g e 5 Updated 4/19/16

6 FAQs Q: I am an affiliated provider and can t get to the Providence Intranet site what should I do? A: You may need to download the latest version of the Citrix Receiver. Go to Select Downloads Select your device to download application A: You may also contact your Physician Liaison to ensure that your account is set up correctly. Any affiliated provider or clinic staff may call them at the Physician Information Line: (503) , Monday-Friday, 8am-5pm. Calls are generally returned calls within 2 hours. Q: How do I contact the Conference Coordinators? A: Please CancerConferenceOR@providence.org to reach the Conference Coordinator team. If you have an urgent need you may call (503) or (503) Q: What USB headsets are recommended? A: It is recommended to join the audio through a Lync-Compatible Headset rather than through a phone line to optimize audio quality. Most USB headsets used for dictation will work. Q: Why can t anyone hear me when I join the audio conference with my USB headset? A: By default, audio is muted when you join a conference. Check that the volume/mute/control settings on both the Lync window and your headset/microphone are set correctly. HIPAA/PHI Reminder Cancer Conference agendas contain confidential patient information (PHI). It is the responsibility of those who download, print, or otherwise obtain the agenda to be sure it is properly secured and disposed of. The Cancer Center Team Site is only available to those with a Providence Network login, which requires users to sign a privacy agreement. P a g e 6 Updated 4/19/16