HCA Central Portal PathHub Digital Pathology LIMS Software Lab Senior Admin User
Q Pulse Ref: CP.EXT.4 v1
HCA Healthcare UK Shropshire House Laboratory 10a Capper Street, London WC1E 6JA
Version
Date
Purpose of Issue / Description of Change
Author/Editor
1.0
28th October 2023
New document
Mr. T. Stanley
2.0
21st November 2023
Revision with release 7.1.19.H
Dr. A. Zaman
3.0
3rd December 2023
Revision with release 7.1.27.H
Mrs. Z. Humma
4.0
6th January 2024
Revision with release 7.1.48.H
Mrs. Z. Humma
5.0
16th January 2024
Approved for Go Live
Mr. D. Cook (HCA)
© HCA Healthcare 2023
Q Pulse Ref: CP.EXT.4 v1
HCA Central Portal
PathHub Digital Pathology LIMS Software
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Contents Module
No.
Module
No.
Logging In
4
Cases - Bulk Assign & Status Change
26
Home Page
7
Case Report
27
Dashboard - Facility
9
Case Report - Save & Authorise
30
Dashboard - Laboratory
10
Case Report - Case Menu
31
Dashboard - Users
11
Case Report - Documents
32
Dashboard - SNOMED Codes
12
Case Report - View Report
33
Dashboard - Cassette Printing
14
Case Report - Add to Queue
34
Shortcut Menu
15
Case Report - Further Work Requests
35
Profile
17
Case Report - Report History
36
Memorable Word
18
Case Report - Audit Trail
37
Update Password & PIN
19
Case Report - Addendum
38
Upload Profile Photo
20
Patients
39
Days Away
21
Tissue Disposal
40
Cases - List Overview
23
Track
41
Cases - Department Filters
24
Handbook
42
Cases - Flag Status & Comments
25
Support
43
Backlogs Q Pulse Ref: Central CP.EXT.4 Portal v1
HCA Central PathHub PortalDigital Pathology PathHub LIMS Digital Software Pathology LIMS Software
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Logging In - Step 1
Signing In ● ●
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Access PathHub via a http://hca.pathhub.co.uk/. Please copy and paste the link into Google Chrome for optimal performance. Pathhub uses a three factor authentication process when logging in: username and password, two characters from a memorable word and a token code which is emailed to you. These details will have been sent to you securely in separate emails. Enter your Username, Password and click “Sign In”.
Password Change Prompt: ●
For security reasons the first time that you log in, the system will prompt you to change your password.
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PathHub Digital Pathology LIMS Software
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Logging In - Step 2
Memorable Word ● ●
The Support Team will have provided you with a memorable word. You will be required to input two characters from your memorable word.
Wrong Memorable Word Attempts: ● ●
If you enter your memorable word incorrectly three times in a row, your account will be temporarily blocked. To regain access to your account you will need to contact the Support Team.
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PathHub Digital Pathology LIMS Software
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Security Token Logging In - Step 3
Security Token (Code) ● ● ●
A security token (code) will be automatically sent to the email address associated with your account. Input the token code into the designated box on the login page. Upon successful verification, account access will be permitted.
TOP TIP: When using your regular desktop, you can tick the “Trust this computer” box which will enable future access via email and password only. If accessing the site via laptop, a change of IP address may require the three step authentication process to gain access.
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Home Page
Home Page Successful login will take you to the homepage above. The main features are: ● ● ● ●
Central Dashboard which is discussed in depth on Page 8. Profile details on the top right-hand side of the screen - you can change your profile details and log out from here. Search bar along the top center where you can manually enter or scan a case number to open any case. A grey menu bar on the left from which you can access: o Cases o Patients o Tissue disposal o Track o Handbook
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PathHub Digital Pathology LIMS Software
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Home Page
Home Page ● ● ● ●
Dashboard shows four boxes at the top: Facility (Page 9)/ Laboratory (Page 10)/ User (Page 11) / SNOMED Codes (Page 12) Histopathology tab shows the statistics for the all histopathology cases on the site and overview of numbers in each stage. Non-Gynae Cytology tab shows the stats for the all histopathology cases on the site and overview of numbers in each stage. Gynae Cytology tab shows the stats for the all histopathology cases on the site and overview of numbers in each stage. Select a status from the tabs to view and access the cases.
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Facility section shows the list of all facilities with the number of patients and current cases. Pathologist section shows the list of pathologists with their caseload. On the lower section it shows the leave information of the staff and last login.
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Dashboard - Facility
Facility ● ● ● ● ●
From Dashboard click on the “Facility” button. You can change between list view and grid view by clicking the icons on the top right corner. To view or edit details of a Hospital click on the Hospital name in grid view or pencil icon in list view. Edit details as required. Click the blue “Submit” button to save changes.
Add New Facility ● ● ●
Click the blue “+ Add Facility” button on the top right corner. Enter the Facility’s details. Click the blue “Submit” button to add new facility.
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There is a search bar on the top right in list view which you can use to search for any facility required.
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Dashboard - Laboratory
Laboratory ● ● ● ● ●
From Dashboard click on the “Laboratory” button. You can change between list view and tile view by clicking the icons on the top right corner. To view or edit details of a Laboratory click on the Laboratory name in grid view or pencil icon in list view. Edit details as required. Click the blue “Update” button to save changes.
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Dashboard - Users
Users ● ● ● ● ● ●
From Dashboard click on the “User” button on the right hand side. This will bring up a list of users and details include: role, email address and contact telephone details. To filter list by user role, use the drop down in the center. To change between list view and grid view, click on the icons on the top right corner. To view past users click on “Deleted User”, this will show you list of users whose profiles have been deactivated. There is a search bar on the right which you can use to search for any user required.
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Dashboard - SNOMED Codes
SNOMED Codes ● ● ● ●
From Dashboard click on the “SNOMED Codes” button on the right hand side. This list shows an index of the SNOMED Codes and the descriptions available on the system. Click on the buttons along the top to navigate the different SNOMED categories. You can see the details of the codes on the system. Use the search bar to find a code.
Add SNOMED code ● Click on the “+ SNOMED Codes” button. ● Input code and description details. ● Click on the “+ SNOMED” button to confirm, the code has been added to the system and should be visible in the list. ● You are able to edit or delete the codes by clicking on the relevant button.
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Dashboard - SNOMED Codes
Microscopic and Macroscopic shortcode ● ● ● ● ●
Click on “Shortcode S” to view Microscopic and Macroscopic shortcode. Click on the green “Add Microscopic Codes” or “Add Macroscopic Codes” button to add a new code to the system. Complete all the fields and click on the green button to confirm. The shortcode should now be visible on the list. You are able to edit or delete the codes by clicking on the relevant button.
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Dashboard - Cassette Printing
Histology - Cassette Printing ● ● ● ● ● ●
From the Dashboard, the Histology tab is selected as default. You can select a status from the grid to view case list and access individual cases. Click on “Cassette Printing” status to bring up all the cases that are ready for printing. Select the case(s) for printing or you can select the box on the header row and that will tick all the cases for you to print in bulk. After selection, buttons will become visible: “Print All Cassettes,” “Print Slides” and “Select Cassettes”. Click on relevant button to print the labels. TOP TIP: There is a search bar on the right which you can use to search for any case required. You can type into the search box or alternatively use the barcode scan to scan the case number to build you list for label printing.
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PathHub Digital Pathology LIMS Software
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Shortcut Menu
Shortcut Menu The shortcut menu is present in the blue header bar next to your photo in the top right corner of the screen. ●
The first icon is "Reported Cases". ○ This section displays cases that have already been reported by pathologists. ○ By default, these cases are sorted by their published date. You can sort them by Lab Number, Patient name, Date of Birth, Facility or Published Date by clicking on the column titles. ○ To view a case click on the case number. ○ To view a report click on the PDF icon.
TOP TIP: Use the search bar to find a case. Enter parameters like Case Number, Name or Date of Birth.
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Shortcut Menu
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The second icon is "Unreported Cases". ○ This will take you to the Unreported case list. This is a shortcut to the “Cases” option from the grey menu on the left. This is discussed fully on page 23.
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The third icon is "Requests". ○ In this section, you can access further work request and see the progress of any requests (see screenshot above). ○ To edit a request click on the pen icon. ○ To view a request and the full details click on the blue eye icon. ○ To update request status simply use the drop down to change status of all the tests within a request. ○ Or alternatively click on blue eye icon to show the individual tests within a case and then you can change the status for individual tests. You can also click on the barcode icon to print labels. TOP TIP: If at any time you wish to return to the home screen click on the HCA icon on the top left of the screen.
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PathHub Digital Pathology LIMS Software
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Profile
Profile ● ● ● ●
Click on your username located at the top right corner of the screen. From the dropdown menu select "My Profile” where you will be directed to your profile page. You can use the "Edit Profile" button to make changes to your profile. These tabs provide a user-friendly interface for customising and managing your profile according to your preferences and requirements.
Edit User Profile ● ● ● ●
● ●
Click on your username at the top right corner of the screen. From the dropdown menu select "My Profile". Click the "Edit Profile" button in blue. Edit the fields highlighted in yellow. This includes: First Name, Last Name, Mobile, Work Telephone, Memorable Word (instructions to change memorable word are on page 18) and Default Token. Make the necessary changes to your details. Click "Update Profile" to save your changes and your profile will be updated with the edited information.
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Memorable Word
Change Memorable Word ● ●
Click on your username at the top right corner of the screen. From the dropdown menu select "My Profile". Method 1 ● Click the grey "Security Actions" button. ● Click on “Update Memorable word” option. ● Input a new memorable word. ● Click on the "Update” button to save your changes. Method 2 ● Click the "Edit Profile" button in blue. ● Navigate to the memorable word field. ● Click on the eye icon to view or change your memorable word. ● Enter your current password and click "Confirm Password". ● Your memorable word will become visible. ● Input a new memorable word if you wish to update it. ● Click "Update User" to save your changes.
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Update Password & PIN
Change Password ● ● ● ● ● ● ● ●
Click on your username at the top right corner of the screen. From the dropdown menu select "My Profile". Click the grey "Security Actions" button. Click on “Update Password” option. Enter Current Password. Enter New Password. Confirm New Password. Click on the "Submit” button to save your changes.
Change PIN ● ● ● ● ● ● ● ●
Click on your username at the top right corner of the screen. From the dropdown menu select "My Profile". Click the grey "Security Actions" button. Click on “Update Pin” option. Enter Current Password. Enter New Pin. Confirm New Pin. Click on the "Submit” button to save your changes.
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Upload Profile Photo
Upload Profile Photo ● ● ● ● ● ●
Click on your username located at the top right corner of the screen. From the dropdown menu select "My Profile". Click on the blue pen icon under your profile photo. Select "Upload New Photo." Choose a photo from your device. Click "Open" to upload the selected photo.
TOP TIP: The photo should be in either JPG or PNG format and should not exceed 200px X 200px in size.
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Days Away
Days Away ●
To add days away: ○ Click on your username located at the top right of the screen. ○ From the dropdown menu select "My Profile". ○ Click the "Add Days Away" button. ○ Enter Start Date and End Date manually or using the popup calendar. ○ Optionally, include additional notes. ○ Click "Apply" to confirm and add the days away.
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To view previously added days away: ○ Click on the "Days Away" tab within the Profile page. ○ Click the eye icon next to the leave you want to view. ○ View Start Date, End Date, and any associated Notes. ○ Click "Close" to exit the window when done.
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Days Away
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To edit existing days away: ○ Click the pen icon next to the corresponding entry. ○ Review and modify Start Date, End Date, or Notes as needed. ○ Confirm changes by clicking "Update".
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To delete previously added days away:
Q Pulse Ref: CP.EXT.4 v1
○ ○
Click the bin icon next to the corresponding entry.
○
Click "Delete" to remove the selected days away from the system.
Confirm deletion with the popup: "Are you sure you want to delete this leave?"
HCA Central Portal
PathHub Digital Pathology LIMS Software
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Cases - List Overview
Cases ● ● ● ● ●
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Click on “Cases” option from the grey menu on the left. Cases section shows the list of unreported cases. The list is organised by Received Date as default and then further organised by Last Name. To view a case click on the case number. Use the search bar to find a case. Enter parameters like Case Number, Name or Date of Birth. Unreported Cases can be filtered by Specialism. Please select “Specialism” from the drop-down menu and the cases related to that Specialism will be displayed. Unreported Cases can be filtered by pathologist. Select “Pathologist” from the drop-down menu and the cases allocated to that Pathologist will be displayed.
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Cases - Department Filters
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Unreported Cases can be filtered by selecting the “Histology” department from the dropdown. After selection, five new buttons will become visible: "Meditech Cases, Allocated, Unallocated, Frozen and Decal”. Clicking each blue button will display related cases. Unreported Cases can be filtered by selecting the “Non Gynae Cytology” department from the dropdown. After selection, three new buttons will become visible: “Meditech Cases, Allocated and Unallocated”. Clicking each blue button will display related cases.
TOP TIP: Lists can also be filtered by status of case, each stage is present from Meditech E-requests to Further work in the form of icons. Hover over the icons to display the status. These can be used in conjunction with the department filters mentioned above.
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Cases - Flag Status & Comments
Flag Status and Comments ●
Lists can be filtered by Flag Colours. To clear filters selected, click the X next to the filter. (The X only appears once filter option is selected). ○ ○ ○ ○
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Yellow Orange Red Green
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In Lab In Lab Urgent With Pathologist Urgent With Pathologist
To change a cases’ flag colour, simply hover over the flag of the desired case, a small popup will let you select the desired flag colour. The user can add a Flag Reason Comment to a specific case by clicking on the chat icon. This will open a pop-up page where you can enter comments and by clicking "Save" your comment will be saved for that specific case.
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Cases - Bulk Assign & Status Update
Assign Cases in Bulk ● ● ● ● ● ●
Click on “Cases” option from the grey menu on the left. Select the case(s) you want to assign. After selection, a dropdown with Pathologist names and “Assign” button will become visible. Select pathologist name or group from dropdown list. Select “Assign”. The case(s) will be assigned and show on the pathologist lists for reporting. On the unreported list, there will be initials in the pathologist column.
Change Cases status in Bulk ● ● ● ● ●
Click on “Cases” option from the grey menu on the left. Select the case(s) you want to change the status for. After selection, a dropdown with “Track Status” will become visible. Select status you wish to move the case(s) to. The case status will not have been changed.
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Case Report
Processing a Case ● ● ●
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Open a case using the search bar along the top or click on a Case Number from the Unreported List or via Tracking. The Patient Details pulled from Meditech will appear. The fields in yellow can not be changed. The status of the case is visible in the top right corner of the record. You can update the status of the case by selecting the desired status from the dropdown menu. You can Collapse All by selecting the diamond icon and click on same icon to Expand All. This button closes the sections so you can just see the headings, this allows you to navigate efficiently to desired section. “Assign Case To” dropdown lets you assign case from within the record, select a pathologist or group from dropdown and the case will be assigned. “Copy To” field can be used to include clinicians who need a copy of the report, you can make multiple selections. Use drop down or type in name. Click “Urgent Report Required” if urgent report is required.
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Case Report
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Scroll down to the Clinical Details section and complete the findings. The text can be formatted as required by using the text formatting bar.
Laboratory processing ●
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Laboratory Processing details pulled from Meditech will appear. Information from Meditech contains Specimen(s), Department, Specialism, Tissue Type and Description. Information from Meditech can’t be edited within PathHub (yellow fields). If you notice an error, select “Meditech Tissue Mnemonic Errors” box and a textbox with appear. Type in the necessary information and click “Submit”. This will generate an email to admin staff. As you process the specimen you can add blocks/slides by click on the blue + icon. A pop up will appear, confirm the number you need and click “Add Slide/Block”. To delete a block/slide click on the bin icon. To select the tests required, either type name into field or use the dropdown to make your selection. You can make multiple selections.
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Case Report
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To print labels at this stage click on “Select Slides,” or “Select Cassettes”. Then select the relevant slides/cassettes from the popup and click ‘Print’. If you have a Decal sample tick the “Decal” box, boxes will become visible for you to input: “Decal Date In, Decal Date Out and Decal type”. If you have a Frozen sample, tick the “Frozen” box, boxes will become visible for you to input: “Scheduled Date, Scheduled Time, Arrival time, Result communicated (Time), How result communicated and who they were Communicated To”. These is also a tick box to document if frozen sample was “Cancelled”. Scroll down to the Macroscopic Description section and complete your findings. Utilise shortcode function to autofill the macroscopic description field. The text can be formatted as required by using the text formatting bar. Each specimen must be reported on. You can switch between the specimens by selecting the specimen tabs. The tab highlighted in blue is the specimen you are viewing/editing. TOP TIP; You can save at any stage by using the Tab key on your keyboard.
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Case Report - Save & Authorise
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Scroll down to the Microscopic Description section. This section is completed by the pathologist. Once you have completed all these steps click on the "Finalise Report" tab. Here, the pathologist can enter the Final Diagnosis, Comment and SNOMED codes (at least one of each code must be entered). TOP TIP: To add SNOMED codes begin typing the word you need. This will take you to the correct area of the list so you can select the required T, M or P code.
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Once all sections have been completed you can click “Save” button to save the record. Or you can authorise this case as senior admin. Re-enter your password and select “Authorise”. Once authorised, the case will be removed from the unreported list on the homepage.
Following pages will go through Case Menu which allows you to Upload Documents, View Report, Add to Queue, Add Further Work and view Patient History.
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Case Report - Case Menu
Case Menu Overview The case menu is the row of icons positioned below the patients details. You have a range of functions available which include: ● ● ● ● ●
Documents View Report Add to Queue Further Work Patient History
TOP TIP: As you scroll down the record, the case menu floats and remains at the top of the page for your convenience. When you hover over an icon, the tooltip displays the icon name for you convenience.
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Case Report - Documents
Uploading Documents & Macro/Micro Images ● ●
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To attach a document/image click on the Documents icon (Paper Clip) from the Case Menu. Then click "Choose files”. Select the required file and click "Open". ○ The image must be jpg or png. ○ If selecting a request form, the form must be a pdf. Click on the “Select File Tag” dropdown to choose either “Request Form” or “Macro Image”. Click the “Upload” button.
Request Forms or other PDFs are stored within the patient record for information. Macro Images will be included in the PDF reports issued to the Hospital. You can attached upto 8 images, max size of 20MB with no restriction of width or height. ● ●
To view image or document, click on green view button in the View File column. To download image or document, click on file name in the Download File column.
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Case Report - View Report
View Report ● ● ●
To view a report click on the View Report icon (Viewing Glass) from the Case Menu. A popup will open with the PDF. You can view, download or print the PDF report. Click on the “Close” button on the bottom right to return to the case.
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Case Report - Add to Queue
Add to Queue ● ●
Click on “Add to Queue” icon once you have entered all details and have completed all mandatory fields. This places the case into your Queue list for the pathologist, they can bulk authorise the whole list of cases in one go.
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Case Report - Further Work Requests
Further Work Request ● ● ● ● ● ●
To make a Further Work Request click on the “Add Further Work” icon (Target) from the Case Menu. Select the block and the required tests from the dropdown menus. You can add multiple test requests to the same block. If you need to add tests to other blocks, simply use the blue "+" icon to select another block, then select the required tests for the second block. From the dropdown select the “Reason for Request”, “Diagnostic” will be selected by default. “Comments” section is available for you to add any relevant comments into the text box. You can see all of your selection on the right hand side under the Request List, check all the details are correct. To complete the process, click on the "Send" button.
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Case Report - Report History
Viewing Patient’s Report History While reporting a case, you also have the option of looking at the Patient’s Report History for cases reported by HCA. ● ●
Click on the Patient icon from the Case Menu. This will display a list of current and previous reports for the patient as shown below.
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To view previous reports click on the pen icon, this allows you to view details for each case. To return to the case you were reporting, simply click back on your browser.
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Case Report - Audit Trail
Audit Trail ● ● ● ● ● ●
Scroll down to the "Finalise Report" tab. The audit trail is located at the bottom of the case record page. You can view the last few entries within the case record. To view all entries, click on the “View All” button on the right hand side. This will show you the full audit trail for the case record. To return to the case you were reporting, simply click back on your browser.
Adding Notes to the Audit Trail ● ●
To add a note, simply type in the required message into the text box and click on “Save Note”. A note will save and be visible at the top of the Audit Trail.
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Case Report - Addendum
Reported Case Addendum ● ● ● ● ● ● ●
Click on “Reported Cases” icon from the shortcut menu on the top right of your screen. Click on the Case Number to open the case record that you wish to add an addendum to. Select the “Finalise Report” tab, this is located under the Clinical Section. The Addendum text box is under the Snomed Section, enter any details associated with the Addendum in to this box. The text can be formatted as required by using the text formatting bar. You will need to enter your password and select the “Approve Addendum” button under the text box to confirm the Addendum Report. An amended report is issued to the client automatically.
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Patients
Patients ● ●
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Click on the “Patients” option from the grey menu on the left to bring up a list of patients. This will display a list of patients with details including Name, DOB, NHS Number and Hospital. You can also see how many case reports are on the system for each patient. Click on the 3 vertical dots in the Action column to see more options: ○ View - to open the patient record and view case reports ○ Archive - to archive the patient record There is a search bar on the right which you can use to search by Name, DOB or NHS number.
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Tissue Disposal
Tissue Disposal Mark as Disposed ● Click on “Tissue Disposal” option from the grey menu on the left. ● Part Taken List appears. ● Select checkbox next to part taken case(s) you wish to mark disposed. ● Click “Archive”. ● Case has now moved to the Archive list. View Archive ● Click “Tissue Disposal” option from the grey menu on the left ● Click on “Archived”. ● Archive list will appear.
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Track
Track The Track feature allows you to see where a particular case is in the workflow at any given time, and to move its status through the workflow. View status of case ● Click on ‘Track’ option from the grey menu on the left. ● Enter a case number in the central box or you can scan the barcode, confirm the case number from dropdown. ● The status of the case will be highlighted in orange in the workflow diagram. ● To view/amend the case, click ‘View.’ Change status of case ● Once you are viewing the status of a case (using instruction above), you can change status by clicking on the required status in the workflow diagram.
Q Pulse Ref: CP.EXT.4 v1
HCA Central Portal
PathHub Digital Pathology LIMS Software
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Handbook
Handbook ● ● ● ● ●
The Handbook section is where you can find manuals from PathHub. Click on the “Handbook” option from the grey menu on the left to access. Here you will find manuals from PathHub. The documents can be viewed by clicking on the + icon. Now you can view the manual.
Add Handbook ● ● ● ● ●
To add a new manual click on “Add New” Enter Title and select user group from dropdown that you would like the handbook to be visible for. Upload document. Click Submit. Handbook will be uploaded.
Q Pulse Ref: CP.EXT.4 v1
HCA Central Portal
PathHub Digital Pathology LIMS Software
Page 42
Support - Raising a support request for PathHub This section demonstrates how log a ticket and contact the HCA ITG Service Desk via telephone or the service portal.
Telephone: Call the ITG Service Desk on 0207 759 3737 or extension 23737 We are available 07:00 – 20:00 seven days a week, on call 20.00 – 07.00 call the above number initially. General IT Support (Service Desk): Option 2 > 5 Consultant Support: Option 1 > 3 Remote Access Support: Option 2 > 7 DGL: Option 1 > 1 PACS & Patient Keeper: Option 2 > 4 Password Reset: Option 2 > 1
Service Portal: To log a ticket via the ServiceNow Portal, click on this link: https://hcauk.service-now.com/sp
Path Hub will appear under Category “software”, Sub category
If Path Hub is selected a third (mandatory) field Tracking appears
Once logged into the portal select the service you wish to log a ticket for: Service request: to add or change an existing service
This allows further categorisation of your issue, specific to Path Hub
Incident: to report a service problem or outage
HCA Central Portal PathHub Software - Pathologist User Guide -Digital Document Version 1.0LIMS Software Q Pulse Ref: CP.EXT.4 v1 Digital Pathology HCALIMS Central Portal PathHub Pathology
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HCA Healthcare 2023