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

Creating a Case Using Templates

Note:

Patient users cannot attach a template, but if they are case participants, they can edit and/or finalize the template.

To create a case using templates, 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.
    Note:

    If you want to save a patient's information in a case, expand the Enter Patient Information section to add basic details about the patient. It is not mandatory to add details in this section.

    To add patient's details, enter details as indicated in the table below.

    In this field

    Enter or select this information

    First Name

    Enter the first name of the patient.

    Last Name

    Enter the last name of the patient.

    Gender

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

    Date of Birth

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

    Patient ID

    Enter the patient's identification number.

  4. Click Save Patient Information.

    A blue banner is displayed with the patient's details.

    Note:

    If a value is not provided in a field when entering details in the Enter Patient Information section, the banner will display N/A under the field name.

    Note:

    To edit patient's information, click the Edit button.

    Note:

    The blue banner displays Patient demographics not available post case creation if patient's details are not added in the Enter Patient Information section.

    Note:

    If you enter the patient's first and/or last name in this section, then on saving the details, the Subject field is auto populated with the patient's name. In case you edit the patient's name, ensure that you edit the Subject field to match the patient's name.

  5. Below the Enter Patient Information section, enter or select information as indicated in the table below.

    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
    Note:

    If you have added the patient's first and/or last name in the Enter Patient Information section, this field is auto populated with the patient's first and/or last name. You can change the subject of the case if required.

    Enter the subject of the case.

    Note:

    This field is limited to 120 characters.

    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.

  6. 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)

  7. To add template(s), click Add Template on the top of the screen.

    The Template window is displayed.

  8. To select a specific site, click the Site Selection list and select the desired site.

    By default, the Site Selection field displays the ALL PUBLIC TEMPLATES option and all the related template names are listed below.

    The Site Selection field displays three kinds of templates:

    • ALL PUBLIC TEMPLATES.

      It displays all the templates that are saved as public that belong to the organization that the you are a member of.

    • MY SITE TEMPLATES.

      It displays all private and public templates belonging to sites which you are enrolled to.

    • Individual sites.

      It displays the sites which belong to an organization that you are a member of. On selecting any of the listed individual sites, all private and public templates belonging to the selected site are displayed.

  9. Select the required template form.

    You can choose to view all template forms, a request or a report form template form by selecting the corresponding option button (All, Request or Report).

    By default, the All option button is selected.

    The template types are explained in the table below.

    Template type

    Description

    Request

    Form-based template that can be used to provide the users with instructions, request users to provide information, and collect the required information back from the users.

    Report

    Form-based template that can be used to create clinical or results type reports.

  10. Optionally, to search for a specific template, start typing the template name in the Search box.
  11. Click the template that you want to open.

    The selected template is highlighted in blue and the template details are displayed on the right.

    To return to the create a case screen, click Cancel.

  12. To enter details in the given fields of the selected template, click Fill Out.
  13. Fill out the details as needed.

    To exit the form without completing it, click Cancel.

    A pop-up alert dialog box is displayed, showing the following message:

    "All changes will be lost. Click Continue to exit or Cancel to return."

    • Click Continue to exit and return to the create a case screen.

    • Click Cancel to return to the Template window.

  14. Once you have entered the details in the form, proceed as needed.

    • Click Attach to save the template in an editable state and attach it to the case.

      The template is attached to the case and displayed on the Resources tab under the heading titled Templates.

      Note:

      To delete the attached template, click the cross icon ().

    • Click Attach & Finalize to save and finalize the template in .pdf format that can be viewed in read-only mode.

      The template is attached to the case and displayed on the Resources tab under the heading titled Templates. The size of the finalized template is displayed below the template name.

      Tip:

      The size is displayed only for finalized templates.

      Note:

      To delete the attached template, click the cross icon ().

  15. Click Submit.

    The application displays the "Case creation is in progress" message and the templates are attached to the case in the Case Summary section.

    Note:

    If you have uploaded a finalized template, the template's upload progress is displayed in the Case Summary section.

    On successful upload of the finalized template, the template's creation date is displayed below the template name.

    When you click on a non-finalized template, the template opens in editable state. To edit a template, see Editing a Template.

    When you click on a finalized template, the template opens in read-only mode.

    You can download a finalized template by clicking the drop-down arrow next to the template name and clicking the Download button in the Case Summary section.

    The attached templates can also be seen on the Resources tab under the heading titled Templates once the upload is successful. You can edit an attached template and view/download a finalized template.

    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.