HCA Central Portal - Pathologist User

Page 1

HCA Central Portal PathHub Digital Pathology LIMS Software Pathologist User


Version

Date

1.0

23rd June 2023

2.0

Purpose of Issue / Description of Change

Author/Editor

New document

Waqas Waheed

2nd September 2023

Revision with new release

Waqas Waheed

3.0

16th October 2023

Revision with new release

Aisha Zaman

4.0

th October 2023

Approval by Training Director

Zara Humma

5.0

22th October 2023

Final approval

Iskandar Chaudhry

© HCA Healthcare 2023

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 2


Contents Module

No.

Module

No.

Logging In

4

Case Report - Request

22

Dashboard

7

Case Report - Report History

23

Shortcut Menu

11

Case Report - Request for Opinion

24

Profile

12

Case Report - Assign to Another Doctor

25

Memorable Word

13

Case Report - Audit Trail

26

Update Password & PIN

14

Case Report - Autheroise/Save

27

Upload Profile Photo

15

Addendum

28

Specialisms

16

Groups

29

Case Report

17

Search

30

Case Report - Case Menu

19

Queue

31

Case Report - Documents

20

Handbook

32

Case Report - View Report

21

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 3


Logging In - Step 1

Signing In ● ●

● ●

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 and 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.

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 4


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. It is important to be aware that your memorable word is case-sensitive.

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.

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 5


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.

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 6


Dashboard

Dashboard Successful login will take you to the homepage above. The main features are: ●

Three tabs which control the central screen: Unreported Cases, Requests and Add Shortcodes. Profile details on the top right-hand side of the screen - you can change your profile details and log out. A grey menu bar on the left from which you can access: o Groups o Search o Queue o Handbook

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 7


Dashboard

Unreported Cases list These are cases that have been assigned to you for reporting (or self-assigned from the group’s cases). ●

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. List is organised default by Received Date and then further organised by Last Name. It shows 100 cases per page (this can be changed to display 10, 25, 50 or All). Lists can be sorted by selecting one of the following options: <7, <12 or >13 to display cases reported within the selected number of days. To filter the list by hospital, click on the 3 vertical squares in a circle on the right hand side above the search bar. Next, select the hospital you wish to filter list by, do this by clicking on the Hospital Short Name. To display the Hospital's full name, hover the cursor over the Short Code.

● ● ● ●

HCA Central Portal

PathHub Digital Pathology LIMS Software

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Dashboard

Unreported Cases list continued ●

● ●

Lists can also be filtered by Flag Colours: ○ Yellow for In Lab ○ Orange for In Lab Urgent ○ Red for With Pathologist Urgent ○ Green for With Pathologist To clear filters selected, click the X next to the filter. (The X only appears once filter options is selected). The Pathologist 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.

Request Cases List ●

Requests tab: This filters the unreported case list to show only the cases that have extra work requested.

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 9


Dashboard

Add Shortcode ●

This list shows an index of the shortcode and the descriptions available on the system. ○ Click on the green “Add Microscopic Codes” button to add new shortcode. ○ Complete all the fields and click on the green “Add Microscopic Code” button to confirm. ○ In the status column, if you click on the speech bubble icon, you can send recommendations for the shortcodes.

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.

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 10


Shortcut Menu

Shortcut Menu The shortcut menu is next to your photo on the top right corner of the screen. ●

The first icon is "Reported Cases".

○ ○

This section displays cases that have already been reported. By default, you will see these cases sorted by their reported date. You can sort them by Case Number, Patient, Date of Birth, Hospital or Received Date by clicking on the column titles.

The second icon is "Unreported Cases". ○ This will take you to Unreported list (a shortcut back to dashboard).

The third icon is "Requests". ○ In this section, you can access your further work and see the progress of any requests (see screenshot above). ○ To view a request and the full details click on the blue eye icon. ○ To make changes to a request click on the pen icon.

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 11


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 required, these include: Title, First Name, Last Name, Phone, Email and Memorable Word (instructions to change memorable word are on page 12). You can also edit Organisation address details and billing type. Click "Update User" to save your changes.

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 12


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.

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 13


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.

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 14


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 “Edit Profile” button. Click on “Edit” button (grey colour) under the profile photo/icon. 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.

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 15


Specialisms

Specialisms ● ● ● ● ●

Click on your username at the top right corner of the screen. From the dropdown menu select "My Profile". Click on the "Specialisms” tab. The slider is green for specialisms that you are able to report for. This is a view only feature. If you require your specialism to be updated please contact the HCA team.

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 16


Case Report

Reporting on a Case ● ● ● ●

Click on a Case Number from the Unreported List. The Patient Details, Clinical, Laboratory Processing and Macroscopic details pulled from Meditech will appear. If Urgent Report Required is ticked, it means urgent report is required. Laboratory Processing section is collapsed, click arrow to open. It contains Specimen(s), Case Material, Department, Specialism, Tissue Type, Description, Cell Blocks, PCs, Process, Disposal, Slides, Category, Decal, Frozen, Slides and Blocks and Tests. This information is auto populated and cannot be edited from here. Scroll down to the Microscopic Description section and complete your findings. Utilise shortcode function to autofill the microscopic 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.

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 17


Case Report

Once you have completed all these steps click on the "Finalise Report" tab. Here, you'll enter the Final Diagnosis, Comment, and Snomed T and M/D codes (at least one of each must be entered to authorise the case). 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 or M code.

Following pages will go through Case Menu which allows you to Upload Documents, Related Documents, View Report, Add to Queue, Add Further Work, Patient History, Request for Opinion, Assign to Another Doctor.

To Autheroise, Save or Queue reports see Page 27.

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 18


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 from here; ● ● ● ● ● ● ● ●

Upload Documents Related Documents View Report Add to Queue Add Further Work Patient History Request for Opinion Assign to Another Doctor

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.

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 19


Case Report - Documents

Uploading Documents ●

● ● ●

To attach a document click on the Documents icon (Paper Clip) from the Case Menu. When you hover over the icon, the tooltip displays Upload Documents. Then click "Choose files”. Select the required file and click "Open". Click on the “Select File Tag” dropdown to choose either “Request Form” or “Macro Image” Click the “Upload” button.

Macro Images will be included in the PDF reports issued to hospital. Request Forms or other PDF are stored within the patient record for information.

Related Documents ● ●

Click on the Related Documents icon (Eye) from the Case Menu. When you hover over the icon, the tooltip displays Related Documents. View more documents related to the case.

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 20


Case Report - View Report

View Report ● ● ●

To view report click on the View Report icon (Viewing Glass) from the Case Menu. When you hover over the icon, the tooltip displays View Report. A popup will open with the PDF. You can view, download or print the pdf report. Click on ‘“Close” button on the bottom right to return to the case.

TOP TIP; There is shortcut to authorise a report from PDF viewer. Click on PDF icon in red at the bottom left. Pop up will appear, enter your PIN and click on “Submit.”

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 21


Case Report - Requests

Making Further Work Request ●

● ● ● ● ● ●

To make a further work request click on the Add Further Work icon (Target) from the Case Menu. When you hover over the icon, the tooltip displays Add Further Work. 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. If you need to add Cell Block, simply highlight the tick box, then select the specimen and type in the tests required. From the dropdown select the Reason for Request. Add any comments into text box. To complete the process, click on the "Send" button the right hand side. TOP TIP: If a test in not available from the drop-down list, then select the block and under test select additional test and write the specific test in the comments box.

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 22


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 Patients icon from the Case Menu. When you hover over the icon, the tooltip displays Patients. This should display a list of previous reports for the patient, as image below.

To view the 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.

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 23


Case Report - Request for Opinion

Request for Opinion You can request a second opinion from another pathologist using this feature. ● To make a request for second opinion click on the Request for Opinion icon (Chart Graph Line) from the Case Menu. When you hover over the icon, the tooltip displays Request for Opinion. ● A popup box will appear. ● Select Checkbox option: Internal or External ● Select Doctor from the dropdown ● Enter Opinion Due Date from the Calendar (autofill with current date and time) ● Select one or all specimen ● Enter an Opinion Comment ● Click Assign ● The case will now appear on the assigned pathologist’s unreported case list.

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 24


Case Report - Assign to Another Doctor

Assign to Another Doctor ●

● ● ● ●

To assign case to another pathologist click on the Assign to Another Doctor icon (First Aid Box) from the Case Menu. When you hover over the icon, the tooltip displays Assign to Another Doctor A popup box will appear. Select pathologist from the dropdown menu Click assign. The case will now move off your unreported list and appear on the assigned pathologist’s unreported case list.

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 25


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 full list of the 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 ● ● ●

A note should be added to the Audit Trail if the sending hospital calls you to discuss a case. To add a note, simply type in the required message into the text box, and click on ‘Save Note’. Note will save and be visible at the top of the audit trail.

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 26


Case Report - Authorise/Save

Authorising and Saving Reports Once you are happy with the details entered and have completed all mandatory fields, then within the Finalised Report tab you have three options: ●

Save - If you are not ready to authorise the case or would like to make changes later then this will save all the information, you can return later to complete the report. Queue - This places the case into your Queue list where you can bulk authorise the whole list of cases in one go (See Page 31 for information on Queue). You can also add to queue by clicking on the Add to Queue icon from the Case Menu. When you hover over the icon, the tooltip displays Add to Queue. Authorise - This allows you to authorise this individual case. Re-enter your password and select “Authorise”. Once authorised, the case will be removed from the unreported list on the homepage.

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 27


Addendum

Reported Case Addendum ● ● ● ● ● ● ●

Click on “Reported Cases” icon from the shortcut menu in the top right of your screen. Click on the Case Number to open the case record that you wish to add addendum to. Select the “Finalise Report” tab, which is located under the clinical section. Under Snomed section, you can see the Addendum text field, you can enter the text for your addendum. The text can be formatted as required by using the text formatting bar. You will need to enter your password and select ‘Approve Addendum’ button, which is under the text box, to confirm the addendum report. An amended report is issued to the client automatically.

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 28


Groups

Groups This is a list of cases that have been assigned to your group. ●

Click on the “Groups” option from the grey menu on the left.

To assign cases to yourself ● Select the case(s) required. ● Click on "Assign Cases to Me" to assign the selected case(s) to yourself. ● The case(s) will now appear in the unreported cases list on your home screen and you can now report on the case. Assign cases to another pathologist ● Select the case(s) required. ● Use the dropdown menu on the top left to select the Pathologist to assign the case(s) to. ● Then select the blue "Assign Cases" button. ● The case(s) will now appear in their “Unreported cases” list ready to be reported.

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 29


Search

Search Search for individual case by Case Number, Facility Number, NHS Number, Patient Name or Date of Birth. To search for a case follow these steps: ● ● ●

● ●

Click on the “Search” option from the grey menu on the left. You can search by Case Number, Facility Number, NHS Number, Patient Name, Date of Birth or Facility Name. When searching by Patient Name the format is “Last Name, First Name”. You can enter part of the last name and part of the first name e.g. John Smith could be entered as: smi,joh. Information displayed for each case includes the Case Number, Facility, Patient Name, DOB, Submitted Date and Published Date. Click on the Case Number to view the case record.

TOP TIP; To view all cases from a Facility, selecting facility name from the drop down and click on ‘Find Facility’ button.

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 30


Queue

Cases in Queue The Queue is a way to authorise your cases in bulk. When you select “Move to queue” within a case record (Page 27) the case is moved to this list. ● ● ● ● ●

Click on the “Queue” option form the grey menu on the left. This will display the cases that are currently in the queue. You have the option to select cases individually or you can select all the cases by clicking the check box on the top left hand side. Enter your Authorisation Password and click the “Authorise” button. All the selected cases will be authorised and will move from your Unreported List to the Reported List. TOP TIPS: You can view and amend a case by clicking on the case number. If you decide not to authorise a case, select the case and click on the "Send Back to Unreported List" button.

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 31


Handbook

Handbook ● ● ● ●

Click on the “Handbook” option from the grey menu on the left. Here you will find manuals from PathHub. The documents can be viewed by clicking on the + icon. Now you can view the manual.

CentralPortal Portal PathHub Digital Pathology LIMS Software - Pathologist User Guide -LIMS Document Version 1.0 HCAHCA Central PathHub Digital Pathology Software

Page 32



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