PacsCube Version 3.0 Users Guide

--CONTENTS--

Page: 1.0 Regular User Login Procedure.

2.0 DICOM Study Search.

3.0 DICOM Study Search Results.

4.0 Create CD

5.0 My CD Jobs.

6.0 Administrative Login Functions.

7.0 Add New User.

8.0 Edit Profiles (Autoburn on/off).

12 PacsCube Bounce Procedure.

13 PacsCube Function Monitors.

14 Management Reports (CD Production Audit Trails).

22 CD/DVD Import Utility.

24 Summary Page/ Special Notes.

1

Regular User Login

• Left clicking the Internet Explorer desktop icon labeled iRECALL accesses the Regular User Log-in. This menu only permits the user to build and create DICOM CD-R.

• No Administrative or Systems monitoring functionality is available.

• It is advised, for audit trail tracking, that each individual user is assigned a

specific log-in and user password.

• This page does provide for the end user to change their password at any time.

2

DICOM Search

• The DICOM search page is used to request a Query/Retrieve (Q/R) of images from PACS or the Local-Host image storage database.

• The patient Q/R can be requested by, patient name, MR#, Accession #, study date range or referring physician.

• From this page, if multiple DICOM image sources are available, other sources not listed as the Default can be specifically selected in the drop down DICOM Source window

3

DICOM Search Results

• In this illustration, note the DICOM search result is displayed on the left side of the split screen. The display will include the patients entire study list unless the Q/R was done by Accession #, Time Period or Referring Physician.

• The right side of the screen displays the studies or patients selected to be on the CD. Note on the left side, each study has a gold CD symbol. By clicking on the CD, the study will be selected for inclusion on the CD and moved to the right screen. Clicking on the gray “del” box will remove the patient from the CD content.

• The CD is capable of holding 690 MB of data or ten (10) patient studies. The 10 patient study limit is a result of the small CD label surface available for patient demographics.

• PacsCube will auto-span across the appropriate number of CDs to complete the job requested.

4

Create CD The right side screen displays the options for CD creation. • The “Include Results” check box is defaulted to include reports. If no report is

available, the CD results report page will identify no report available. If, no report is to be included, simply uncheck the box.

• Creating anonymous patient identification is available by checking the “Anonymize Patient Info” box. All patient demographic information is altered to Patient 1 and it’s sequentials for each study added to the CD.

• “Teaching File Label” disables the application of any surface label to the CD. A maximum of 690 MB of data can now be included on the CD without limitation of 10 patients/ studies.

• “Label Comment Lines” provide for two 60 character free text fields. Free text messages placed in any of the two fields will appear on the surface label of the CD.

• Device location is defaulted to “Film Lib” for single PacsCube device installations. • DICOM viewer is defaulted to “eFILM” in the absence of other custom DICOM

viewing software. • Number of CDs to be created is optional up to 99 copies. • Media size is defaulted to 690 MB. • CD contents are listed under “CD Contents”. • Start CD Creation completes the build process and causes the CD to be created.

5

My CD Jobs

• After “Start CD Creation” is selected, the right side screen changes to “My CD Jobs”. The last CD request appears in a process queue frame with its assigned CD number, date submitted copies requested and job status. By clicking on the job number, a secondary list showing details of the job request is displayed.

• A complete set of jobs can be viewed by clicking on the “My CD Jobs” located on the right side page. Click on any job number to view the job status.

• If any error messages appear, contact the on site device administrator. • CD jobs are only displayed for the logged in user. The device administrator can

view all CD jobs in the queue. • A new search can be started at this point, click on the “new search” button located

on the right side screen.

Depending on the image file size, your CD should be available in bin #4 of the transporter in about 5 minutes.

6

Administrative Login Functions

• Edit users: Add or delete system users. • Create CD: Same as “Create CD” menu in Regular User menu. • Edit Profiles: Turns “Auto Burn”* function on or off. • PacsCube Monitors: Monitor iRECALL and Auto Burn job queue. • Management Reports: View detailed CD production audit trails Auto Burn feature is control tool for direct DICOM send from imaging modalities. Edit Profiles enables or disables specific modalities.

7

Edit Users • SELECTING “Edit Users” from the administrative menu provides for the addition of new

users or placing existing users on an inactive list. • Click on the “add” button to add new user

8

Add New User • Enter the new user ID. • Enter the new users full name. • Enter the new users password. • Define the user as “Regular” or Administrative” from the drop down menu. • Click on add. • Use this same procedure to edit user information. • Use this same procedure to “Inactivate User”

9

Edit Profiles Pacscube provides the capability of receiving images direct from the modality. It is usual that the intent is to create a single study/single patient CD directly from the modality rather than through PACS. Using the feature “Auto Burn”, this is achievable. First, “Auto Burn” must be enabled for each modality from which CD production is required.

10

Edit Profiles, con’t • After clicking on the “Edit Profiles” from Administrative Menu, the above screen

showing modalities sending to PacsCube are listed. Note each of the line items, under Auto Burn show the statement “False”. This disables the ability to create CDs in an automated mode.

• To enable “Auto Burn”, select the modality ID from the left side of the list under station name.

• A new list pictured on the next page, will be created.

11

Auto Burn, con’t

• The above list is not shown in full. Locate the line item titled “Auto Burn”, the

default is “False or “No”.. This statement inactivates Auto Burn. • By checking the “Yes” box, the statement in the modality station table will change

to “True”. This change enables the selected device to cause a CD with a single study to be produced.

• Again, not in view, scroll down to the bottom of the page and click on the “Save” button. Your change will be effected after you perform a “PacsCube Bounce” from the icon located on the PacsCube Desk Top.

• PacsCube Bounce stops all PacsCube services, restarting the services enables the new Auto Burn assignment to take effect.

12

PacsCube “Bounce” • The PacsCube Bounce feature permits for refreshing system software services to

enable operating changes or clear performance issues. • The above DOS window illustrates the successful shut down of all PacsCube

software services. Please note, PacsCube Bounce does not affect the services “Image Server” and “Production Server”. These may need refreshed by stopping and starting those services directly. Located in the right lower corner of the PacsCube Desktop, locate the icons looking like a Gold Disc (Production Server) and an Open Book (Image Server). These services can be refreshed directly with the use of these icons.

• Make sure these services are restarted and running at all times. CDs cannot be created without them.

• Now follow the last text line instruction to “Hit Any Key to Continue”. All PacsCube services will restart.

13

•

PacsCubeFunction Monitors

• Auto Burn and iRECALL are the two methods used to order and create CDs.

iRECALL is the program used to Q/R images from PACS or the PacsCube local hard drive.

• PacsCube Monitor is used to track jobs once out of view of My CD Jobs.

14

PacsCube Monitors

• In job number sequence, all jobs being performed by either iRECALL or Auto Burn

will be displayed in the above window. • The job contents and job status can be viewed here.

15

Management Reports • Management Reports is the display for the audit trail database. • The intent of the audit trail is to help satisfy HIPAA requirements for tracking the

distribution of confidential patient information. • It is note worthy that the contained data is exportable to an EXCEL spread sheet for

analysis.

16

• CD tracking is achieved by assigning each CD created the sequential production

number included on the CD surface label. • Each of the submenus listed above supplies a different type of information

regarding the particular CD identified by its number. • CD Creation by User Date/Time will also display the CDs created by individual

users. • CD Content will display the patient ID, study (s) requested and free text displayed

in the two free text display areas of the surface label. • Anonymous Lookup displays the true identity of any anonymous patient created.

17

CD Creation Audit Trail

• The opening page of the CD Creation audit trail requires entry of the specific CD ID number to review contents for a particular CD.

• This audit trail also provides for CD Creation to be audited by User. Enter the users initials and click on “submit” to view all CD’s requested by a specific user.

• General overall CD Creation can be audited by period of time. Enter the begin date of the query time period, enter the end date of the time period, click on “submit”

• To view the total CD Creation log file, click on “submit” without entering any other search parameters.

18

Example The above illustration represents the type information displayed in the CD Creation Audit trail. While CD Creation by User is demonstrated, all forms of query display are similar.

19

CD Content Display

• CD content is displayed for either a particular CD ID, patient Medical Record Number or entire CD production log.

• To view entire CD production log, click on “enter”, a list similar to the above will be generated.

• It is noteworthy all of the audit trails log files are exportable to Microsoft Excel.

20

Anonymous CD Patient Identification Log

When the need to know the true identity of patients who have been provided anonymity occurs, locate and enter the CD ID number in the field, click “submit”. Clicking “submit” without specific CD ID will display entire list of patients by CDID.

21

Sample

The above display illustrates the CD audit trail summary for patients provided anonymity.

22

PacsCube CD/DVD Import Utility Note the icon on the PacsCube Desktop titled “PacsCube CD Import”. By clicking on the icon with the left mouse button, the above window is opened.

• Place the CD containing the study(s) to be imported in the PacsCube Workstation CD drive.

• After the CD spools, the left window will display the contents of the CD. • Select the study (s) to be downloaded loaded to PacsCube and click on “Load

CD” (Note: the CD provided must contain a DICOM DIR directory. If the load fails, explore the CD un My Computer and verify the presence of the DIR Directory.)

• The study(s) selected for transfer will appear in the right side window, a “completed” flag will appear at the end of the process.

23

Locate/Verify DICOM File Import

From the Desktop, locate the eFILM icon, left click and open eFILM. The above is a typical example of the eFILM patient database display. Please take note of the tabs about middle page just above the patient names. The correct tab to find an imported file is “Local Exams”. Local Exam studies are accessible to download to the PACS or add to other studies via iRECALL. Sending studies back to the PACS is a N/C software customization provided for the specific PACS unit.

24

This summarizes the basic end-user feature and functionality of Version 3.0 PacsCube. This manual is a general guide to the features and functionalities of the PacsCube unit. Additional features and functions are reserved for advanced users or experienced PacsCube service personnel. Miscellaneous Notes:

• Do not run screen savers on your PacsCube unit, screen savers share OS files that may be required by PacsCube.

• Do not load any additional software packages to the unit without consulting DatCard Systems for compatibility.

• The automated CD Transporter hardware parts list and schematics are located on the supplied software disc titled “ Production Server Suite”

Please contact DatCard Systems, Inc. at 949-261-1303 for additional information or assistance.