Sending a case to MDT

  1. On the left pane, click Case Exchange to expand the menu item.
  2. Select All Cases.

    The case list appears.

    Note: Already finalized cases are also listed and can be submitted. For additional information about finalizing cases, see Finalizing MDT cases in a session.

    To search for a specific case, type the patient's name, ID, the case submitter's name, the case ID, or the case subject in the search box on the application banner, and then click the (search) button.

    Also, you can use the drop-down menu in the search box to set case filtering criteria if needed:

    • Patient Age (from/to fields).

      Type the age values in the Patient Age fields to define the age range you want to search within.

      There is no age range set by default.

    • Gender (option buttons).

      Select All (default), Male, Female, or Other as applicable.

    • All Cases (default) or Shared Cases (option buttons).

      Select Shared Cases to display only the cases you created.

      At Shared Cases, you can use the With: search field to specify an MDT user or group to narrow down search results.

    • High Priority (check box).
    • Automated (check box).
    • All States (default), Reviewed or Not Reviewed (option buttons).
    • Case date.

      Select the Case Update Date or the Case Creation Date option button.

      The following options are available to you to narrow down the date criterion:

      • All Dates (option button) (default).
      • Today (option button).
      • Last 7 days (option button).
      • Custom Selection (option button).

        When you select Custom Selection, the calendars become active. Use the calendars to define from/to dates.

    • Clinical Reasons (drop-down menu).

    Click Apply to set the filtering criteria (or click Reset to restore the default values for all options).

  3. Click on a case to select it.

    The selected case is highlighted and the case details are shown on the right-hand side.

  4. Click the button on the right-hand side above the case details to display the menu options.
  5. Click Send to MDT.

    The Send to MDT pane appears.

    Note: The Send to MDT menu option remains inactive (appears dimmed) if
    • case creation or attachment upload is still in progress,
    • the case is locked or confidential.
  6. In the Choose MDT group section, choose the MDT group and the session to which you want the case to submit.
    1. Choose the MDT group.

      In the Choose MDT Group field, type the name of the MDT group you want to send the case to.

      Note: You can send a case to a single group at a time.
      Tip: To widen the search, type a part of a name, but at least three consecutive characters. For example, type gre to search for MDT group(s) with 'gre' in their names.
      Tip: If you have already submitted one or more cases, you can use the Recently Used option to select the same MDT group.

      The data plate of the selected MDT group appears with the session selection carousel.

      The data plate shows the following information for the MDT group:

      • Name of the MDT group.
      • Occurrence: Session schedule.
      • Location: Organization and site name.
      • Group Coordinator(s): List of group coordinators.
      • Group Member(s): List of group members.

      If you want to remove a selected MDT group, click the X in the upper-right corner of the group's data plate.

    2. Choose the MDT session.

      The sessions available for the selected MDT group appear as carousel tiles, one shown at a time. Use the and buttons to navigate through the sessions available for adding the case to.

      • If the session list is unavailable for any reason, the application displays the following message:

        "Could not access the session list, please try again."

      • If you select an on-demand MDT group, the session list does not appear and the application displays the following message:

        "The selected group has no fixed schedule. Your case will be assigned to the next session."

      • If you select a session where the maximum number of cases per meeting has been reached, the number of cases attached to the selected session is displayed in white on a red background on the session tile, for example, 5/5, and the application displays the following message:

        "The maximum case per session limit for the selected session has been reached. Please select another session of the MDT group."

        Select another session before proceeding.

      • If you select a session within the cutoff time set for the selected MDT group, the application displays the following message:

        "The cutoff time for the given MDT session has been reached. Please select another session or contact the MDT group coordinator/administrator to discuss case submission."

        Select another session before proceeding.

      • If you select a locked session (this is indicated by a closed padlock () icon), the application displays the following message:

        "The selected MDT Session is locked and new patient cases cannot be referred. Please contact the MDT Group coordinator(s) regarding patient case referrals."

        Either select another session before proceeding or click Cancel and contact your MDT group coordinator(s) for help with new case submission to the session.

        For additional information about locked sessions, see Reviewing and editing the MDT session worklist.

  7. In the Clinical Reason text field, type the clinical reason for submitting the case.

    Note that all information provided here will be attached to the case transaction history and will also appear at the case in the MDT Sessions view.

    If any additional information and/or instructions have been provided for the MDT group, the following message appears below the Clinical Reason field, together with the corresponding information:

    "Please consider the additional information below when submitting this patient case."

    For additional information, see Viewing and editing MDT group details.

  8. Select the check box at I acknowledge that I am following my organization's policies and procedures for sharing Protected Health Information (PHI).

    If you do not select the check box, the Send to MDT button (see next step) remains inactive (appears dimmed).

  9. Click Send to MDT to send the case to MDT or click Cancel to discard the changes and close the Send to MDT pane.
    Note:

    If there are any fields that are not completed or you have made an incorrect selection (e.g., selected a session the case cannot be sent to), the Send to MDT button remains inactive (appears dimmed).

    Complete the missing field(s) and/or make the required corrections as required before proceeding.

    Note:

    If you attempt to send a case to MDT that has no patient data, the application will display the following error message:

    "The case cannot be sent to MDT because there is no patient data."

    In this case, click Cancel on the Send to MDT pane to exit the pane and return to the case details. To resolve this, add a DICOM study to the case using the Reply option or create a new case to be sent to MDT.

    For detailed information about adding attachments to a case, see Adding attachments to an MDT case.

    If the case has been successfully sent to the selected MDT group, the application displays the following message:

    "Case has been successfully scheduled for <date/time> for <MDT group>."

    If sending the case to the selected MDT group fails for an unspecified reason, the following message appears:

    "Sending case to <MDT group> failed, please try again."

    If you sent the case to a session for which, in the meantime, the cutoff deadline has passed, the maximum number of cases has been reached, or the session has started, the application will add the case to the next available session and display the following message:

    "Your case has been sent to the <date/time> session of the <name of MDT group> MDT group because the selected session no longer accepts cases. If the case is urgent, contact the MDT Group coordinator, <coordinator's name>."

    When a new case is added to a session of an MDT group, the application will automatically send an email notification to the case submitter. The application will also send an email notification to the coordinator(s) and members of the affected MDT group if the notification option is activated at Customizable notification settings (see Viewing and editing MDT group details).

    The cases successfully sent to MDT are listed under the Case Exchange > Sent to MDT and the MDT > My MDT menu items.