• Edison™ Datalogue™ Connect Case Exchange
  • User Guide
  • DOC2237414 Revision 5

Creating a Case Using DICOM Devices (including PACS)

To create a case from DICOM devices available to your site, follow the steps listed below.

  1. Click the Case Exchange icon () on the left vertical pane.
  2. Click All Cases.

    The list of shared and received cases is displayed.

  3. On the case list page, click the Create Case button.
  4. Click the Search DICOM button.

    The Search DICOM Device appears.

  5. Enter or select one or more of the following search criteria as indicated in the table below.

    To search by

    Enter or select this information

    First Name

    Enter the first name of the patient.

    Note:

    Search does not support the *, ?, \, and ^ characters.

    This field is limited to 64 characters.

    Middle Name

    Enter the middle name of the patient.

    Note:

    Search does not support the *, ?, \, and ^ characters.

    This field is limited to 64 characters.

    Last Name

    Enter the last name of the patient.

    Note:

    Search does not support the *, ?, \, and ^ characters.

    This field is limited to 64 characters.

    Patient ID

    Enter the patient's identification number.

    Note:

    Search does not support the *, ?, \, and ^ characters.

    Date of Birth

    Click the calendar icon and select the patient's date of birth.

    Gender

    Select the patient's gender from the drop-down list.

    Accession No.

    Enter the accession number for the study.

    Note:

    Search does not support the *, ? and \ characters.

    This field is limited to 16 characters.

    Study ID

    Enter the study identification number.

    Note:

    Study ID must be alphanumeric and must not contain any blank space.

    Search does not support the *, ? and \ characters.

    This field is limited to 16 characters.

    Modality
    Select the required modality check box(es).
    Note:

    You can select multiple modalities at a time.

    To deselect a modality, click the selected modality check box.

  6. In the DICOM Device section, the list of devices associated with your site are displayed. Select the device(s) to search for studies that match the search criteria.
    Note:

    The devices listed in the DICOM Device section are selected by default.

    You can deselect all the devices by clicking Deselect All.

    You can also individually deselect the device by clicking on the DICOM device name.

  7. Click Search.
    Note:

    • Clicking Search without entering any search values and without selecting any device results in displaying the "Please provide at least one mandatory field" error message above the Search DICOM Device section and the "Please select at least one device" error message above the device list.

    • Clicking Search after entering only one single character in the First Name, Middle Name or Last Name field results in displaying the following error message:

      "Please enter a total of 2 characters across all the name fields."

    Once the PACS processing is completed, the Patients list screen is displayed.

    This screen shows the following patient details for all records found matching your search criteria: patient name (Name), Patient ID, Gender, Age, date of birth (DOB), Source, and Size.

    Note:

    • If no records are available as per the search criteria, the following message is displayed:

      "No records found"

    • If an error occurs while fetching records from the PACS, the following error message is displayed:

      "An error occurred while accessing <PACS name>."

    • If one or more PACS are selected and no matching records are found in any one of the PACS, the following message is displayed:

      "No records found in <PACS name>."

    Note:

    When the results fetch the same patient from 2 different sources/PACS, and if the patient demographics (name, date of birth, gender and patient ID) are exactly the same, you can select all studies for that patient from either one of the sources/PACS at a time.

  8. To view the studies associated with the patient, click on the patient's name.

    The study details displayed are File Name, Accession No, Modality, Study Date, and source of study (Source).

  9. To attach the file(s), click on the check box next to the file name(s).
    Note:

    If there is only 1 study associated with the patient, the study is pre-selected. If there are multiple studies associated with the patient, the studies are deselected. You can select all the studies by clicking on the check box beside File Name.

    Tip:

    • To navigate to the Patients list screen, click Patients in the top left corner.

    • To cancel the upload of the DICOM study, click Cancel.

  10. Click Attach <No. of files> Files.

    The create a case screen opens.

    The blue banner displays the patient's details as captured from the DICOM study. The patient's details displayed in the blue banner are patient's first and last name, Patient ID, Gender, date of birth (DOB) and Age.

    The DICOM study is listed on the Resources tab under the heading titled Studies.

    Note:

    You can delete the study by clicking the cross icon ().

  11. Enter or select information as indicated in the table below.
    Note:

    All mandatory data entry fields have an asterisk (*) next to the label.

    In this field

    Enter or select this information

    To
    Note:

    You can share a case with a single person/group or with more than one person/group. You can share a case with a combination of individual(s) and group(s).

    To share a case with one person, enter the first name, last name, or email address of the first person you want to share the case with, and then click to select the person from the drop-down list of results. If you want to share the case with more persons, repeat this for every additional person you want to share the case with.

    To share a case with one group, enter the name of the group you want to share the case with, and then click to select the group from the drop-down list of results. If you want to share the case with more groups, repeat this for every additional group you want to share the case with.

    • The icon indicates an individual Healthcare Provider.

    • The icon indicates a group.

    • Tip:

      With the cursor in the text field, start typing the first name, last name, or an email address or the name of group to display a drop-down list showing all registered users from your contacts and all the groups that are of the same organization you belong to. You can select from this list.

      For example, enter "Su" to search for a recipient with a name as "Suzanna" or with a group' name as "Sunlight Team".

      Note:

      When no values are found matching your entry, the following message is displayed:

      "No results found, please try again."

      When you enter the same recipient again, the following message is displayed:

      "Recipient already selected."

      If you want to remove the selected recipient, then select X next to the recipient's name.

    Subject

    Enter the subject of the case.

    Note:

    This field is limited to 120 characters.

    Note:

    This field is auto populated with the Patient's name if you select a DICOM study prior to adding a value in this field. You can edit this field if required.

    Billing Entity

    Click the Billing Entity drop-down button.

    The organization name(s) is/are displayed in bold and the associated sites are displayed below.

    Select the required site.

    Note:

    If the user belongs to only one site, this field is populated and immutable.

    Tip:

    The drop-down list populates all the organizations the user is subscribed to.

    Clinical Reason

    Select a clinical reason for creating the case from the drop-down list.

    The clinical reasons available for selection are Collaboration, Historical Patient Information, Multi-Disciplinary Team, Off-hour Read, Patient Transfer, Second Opinion, Trauma Transfer, Protocol, Legal Request, and Other.

    Selecting Other displays a text box where you need to enter clinical reason.

    Privacy

    Select the required privacy option. The default value is Limited Collaboration.

    • Limited Collaboration: The case can be re-shared with other users within the case receipts organization(s).

    • Confidential: The cases once shared with the case recipients cannot be further re-shared with other users.

    Message

    Enter a message you would like to send with the case. This message is added to the Case Summary. You can re-size this field by selecting the lower right corner of the field.

    Note:

    Messages are limited to 5000 characters.

    As the characters are added, it lowers the count of the number (5000) present in the right corner.

    Once the characters exceed 4950, the number in the left corner appears red.

    When the remaining count is zero no more characters can be entered.

    High Priority

    Select this check box if the case requires immediate attention.

    Request Read Receipts

    Select this option if you want to receive an acknowledgment from the recipient of the case that the case has been read.

  12. Select the check box at the Protected Health Information (PHI) acknowledgment:

    I acknowledge that I am following my organization's policies and procedures for sharing Protected Health Information (PHI)

  13. Click Submit.

    The application displays the "Case creation is in progress" message and the upload progress of the DICOM files is displayed.

    On successful upload of the DICOM files, the files are displayed on the Resources tab under the heading titled Studies.

    You can view the contents of the study by clicking on the DICOM attachment. The study opens in DICOM Viewer.

    After the case is created and shared successfully, it is added to the list of shared cases. You can click the Shared sub-menu to review the case.

    If the DICOM study fails to upload, it is displayed in red.

    Note:

    • When there is a system/network/connectivity issue and the case creation fails, the following error message is displayed:

      "An error has occurred, please try again."

    • If you close the browser, while the upload is in progress, the following alert message is displayed:

      "Do you want to leave this site? Changes you made may not be saved."

      Click Stay to allow the upload process to complete, or click Leave to close the browser.

    • If you reload the browser, while the upload is in progress, the following alert message is displayed:

      "Do you want to reload this site? Changes you made may not be saved."

      Click Don't Reload to allow the upload process to complete, or click Reload to reload the browser.

    Note:

    If the case creation or update is successful, all case recipients/participants receive an email notification.

    If the case creation or update fails, only the sender receives an email notification.