Hub 9 User Guide

This article acts as a guide to the Docman Hub system.

To navigate the topics, use the Table of Contents on the left.

Getting Started

Logging Into the Hub Console

The Hub console provides access to the configuration options and statistics related to Hub transmissions. To access the Hub console, take the URL of the Hub and add "/edtweb" to the end.

The Hub console login screen opens. Enter the login supplied to you by your Hub administrator and press login.

Once you press Login, the Hub Activity Summary screen opens.

Activity Summary/Home Page

Upon logging into the Docman Hub console, you are presented with the Activity Summary screen. This screen displays the Hub document count, both overall and split into several categories.

The options pane on the left allows you to view and configure the Hub.

Access Log

Documents

Documents List

Filtering the Document List

Filter Settings

• End Point – Filter by individual end points

• Source – Filter by individual Document Sources

• Status – Filter by individual Status (All, Waiting, Rejected, On Hold, Conversion Pending, Delivered)

• Date From/Date To – Filter by a date range

• Show Archived – Include archived documents in the filter search

• Show Relayed In Only – Only show documents transmitted to the Hub through the Hub Relays

• Doc Ref – Filter by document source reference number

• Document ID – Filter by the Docman Hub Document ID

• Patient Name/Patient ID/NHS/CHI– Filter by patient details (patient name, patient ID or patient NHS number)

Example

If you are looking for a document from Biochemistry for a patient with the surname of Jones you can set your filters as shown below:

When you select a filter setting from the dropdown lists, the Document List will automatically update. However, when you add text to the filter settings on the right you will need to press Enter to cause the Document List to update.

In the example above we pressed Enter to make the document list update on the screen.

View Document Details

To View/Edit a document, click on the View/Edit icon located in the far right hand column of the Document List.

In the document details you will be able to see when the document was added, the status of the document, where it comes from and where it is going to. Unlike older versions of Hub, there is no Save button at the bottom of the document details; changes are saved automatically.

The options alongside Change Status change depending on the current status of the document. Documents that have been rejected give a rejection reason, and the option to Delete or Resend. Notes stored with a document may also be updated by typing in the Doc Notes field and clicking Update Notes.

Rejected Documents

Rejected documents are documents that were transmitted to an End Point, but rejected and sent back to the Hub. Rejections may take place on the Hub (Rejected by System) or at the End Point (Rejected by Receiver).

An End Point may have one of a variety of reasons to reject a document, and they are prompted to provide the rejection reason when running through the document rejection process. This reason is displayed along with the document details so that the hub may process the rejected document and take appropriate action.

Potential rejection reasons from an End Point are as follows:

Relayed Documents

The Last Checked column displays the last time that the status of the document on the Relayed Hub was checked by the Local Hub. The status of each document is checked automatically on a regular interval, stopping when the document is older than a set number of days. This is set to 14 days by default, but can be changed in the Hub System Settings menu. Yellow warning triangles appear next to all documents that have not been checked in the last 24 hours. Documents can be checked manually by ticking the tickbox next to one or multiple documents and clicking Recheck Selected.

Transmissions

Transmission Log

Filtering the Transmission Log

The filter allows the user to limit which individual logs are shown at any given time. The filter is applied to all transmission logs stored on the Docman Hub to narrow down the view to the individual logs you are looking for.

As and when the filter is changed the transmission log will automatically reload, displaying logs matching your criteria only.

Filter Criteria

• Error Status – Filter by document status (All, On Hold, Waiting, Delivered, Processed or Rejected)
  
• End Point – Filter by individual end points

• Hide where no documents waiting – will only show transmissions which contain documents

View Transmission Log Details

Transmission Log Details Fields

• ID – Unique ID assigned to transmission log by the Docman Hub
  
• Date – Date the log was recorded
  
• Session ID – Session identifier automatically created when connected to the EDT Web Service
  
• Remote IP Address – IP Address of Remote Workstation which is connected to the EDT Web Service
  
• End Point – Name of end point connected to Docman Hub
  
• Authentication Error – Display any authentication errors
  
• Available Doc Error – Displays any document errors
  
• Downloaded Doc Count – Number of documents from the total available which were downloaded successfully
  
• Downloaded Doc List – ID’s of the documents downloaded, also allows hyperlink direct to document
  
• Non-Downloaded Doc List – ID’s of the documents not downloaded, also allow hyperlink direct to document
  
• Delivered Doc Count – Number of documents that have been delivered into Docman 7
  
• Delivered Doc List – ID’s of the documents that have been delivered into Docman 7, also allows hyperlink direct to document
  
• Non-Delivered Doc List – ID’s of the documents that have not been delivered into Docman 7, also allows hyperlink direct to document
  
• Errors Occurred – Displays any errors during the transmission

Statistics

Source Activity

End Point Activity

Exporting to a CSV file

Click on the Export to CSV button on the bottom right of the screen. You will see a message box asking if you want to open or save the file. If you are using Internet Explorer 9, you will see a message at the bottom of the browser window.

If you select Open, the data will open in an Excel Workbook, if you select Save the data will be saved for a CSV file which you will be able to open with Excel or import into Word as an Object.

Transmission Activity

This is a statistical reporting screen which provides you with information regarding document transmission. This shows you the numbers of documents collected and delivered for each End Point. A filter panel is provided, allowing you to view the information in different ways. Click on the list box buttons in the filter panel to see the filter options.

This screen presents statistics for the whole Docman Hub however; you can set a filter for an individual End Point on the Hub of for a date range. If you wish to include this information in a report or perform more complex analysis you can export to a CSV file and then open the file in Excel or Word. You can then analyse and present the information in different ways using Excel Pivot Tables or Excel Filters.

This list will only display a maximum of thirty records. Use the Prev and Next buttons to navigate the list.

Exporting to a CSV file

Click on the Export to CSV button on the bottom right of the screen. You will see a message box asking if you want to open or save the file. If you are using Internet Explorer 9 you will see a message at the bottom of the browser window.

If you select Open, the data will open in an Excel Workbook, if you select Save, the data will be saved for a CSV file which you will be able to open with Excel or import into Word as an object.

Configuration

End Points

The end point list displays all end points which are setup on the Docman Hub. Filters are provided to enable you to easily narrow your search for an End Point in the list.

This list will only display a maximum of thirty records. Use the Prev and Next buttons to navigate the list.

Add a new End Point

The End Point Name, Contact, Contact Email and NACS Code fields are compulsory and must be filled in before the new End point can be saved. Password and Confirm Password are also required.

Once the fields are filled in as required, click Save to create the new End Point.

View End Point Details

To view/edit an end point, click on the View/Edit button located in the far right hand column of the end point list. The End Point details screen will open and you will be able to see all of the details for the chosen End Point.

IP Security

IP Security is an authentication method that stores a list of IP addresses. End Points connecting to the Hub through Scheduler are checked against this and allowed to connect based on their IP. Filters are provided in the panel at the top of the screen to allow you to easily locate a particular End Point.

View/Edit IP Security Details

To view/edit an IP security record, click on the View/Edit button located in the far right hand column of the IP security list.

IP Security Fields

• ID – Unique ID assigned to IP security record by the Docman Hub.

• End Point – End Point linked to this IP security record.

• IP Address – IP address of remote workstation.

• Subnet Mask – Subnet mask of remote workstation.

• Inactive – Shows whether the IP security record is inactive or not.

Document Sources

The document source list displays a list of all document sources on the Docman Hub. A filter panel is provided to enable you to search for a Document Source more easily.

Configure Document Sources

View Document Source Details

To view or edit a document source, click on the View/Edit button located in the far right hand column of the document source list.

The Document Source Details screen will be displayed and you will be able to see the configuration details for the Document Source in detail.

Users

The User List displays a list of all the user accounts on the Docman Hub. Above the list is a filter that allows you to exclude inactive users. In the list you will be able to see the User ID, the user’s name, a description, their role and whether they are inactive or active. From the User List you can add new users and edit existing users.

The User List will only display 30 users per page. If your Docman Hub has more than 30 users you can use the Prev and Next buttons (displayed at the bottom of the list) to navigate through your users.

Add Docman Hub Console User

Fields in the User Details Screen

● ID - This will display the word NEW because you are setting up a new user. The ID number is not generated until you have finished entering information into this screen and have clicked on Save.

● User ID - This field can contain up to 10 characters which can be a mix of alpha and numeric characters. This is the ID the user will use to log in to Docman Hub.

● Role - The role can be selected from the drop down list. Roles can be viewed by clicking on Roles in the sidebar menu on the left of the screen.

● Description - The description can be up to 100 characters in length and can contain alphanumeric and punctuation characters.

● Password - You can add a password for your user here. Passwords can be up to 32 characters in length and should consist of alpha numeric characters. Passwords are not case sensitive.

● Confirm Password - Once you have added a password in the field above you need to retype it here to confirm it. If there is any difference between the two passwords you will be asked to enter them again when you try to save your new user details.

● Email - Add the user's email address into this field. This will enable them to request a reset of their password and access the NHS email system. The new user will now appear in your User List and will have a numerical ID assigned.

View User Details

To View/Edit an individual user, click on the graphic located in the far right hand column of the user list.

When viewing a user, all of the fields are shown in much more details then what is shown in the user list.

This will open the User Details screen.

You can edit the user details and click on Save when you are finished.

Assigning a Document Source

When setting up a new user, you should associate them with a document source or a primary care facility. You will have a few users who do not require source assignment, such as Administrators.

You will need to have the User Details screen open. Click on the Assign Doc Source button on the bottom left of the screen.

This will open the Document Source List for the selected user.

Click on the graphic to the right of a document source to open up the Details screen.

There is no document source selected in the example above because this is a new user (it could also be an administrator who needs to be able to see all documents).

Click in the "Assign to..." check box at the bottom of the details screen and click Save to assign this source to your user.

When you have finished with this screen click Save.

You will be returned to the Document Source List for the user. You will now be able to see a check mark indicating that the source is assigned to the user.

Reset User Password

If one of your users forgets their password you will need to perform a password reset. Open the User Details and click on the Reset Password link next to the Password field.

When you click on Reset Password you will see a message displayed requesting confirmation of the reset.

Click OK to continue with the reset. Once the Reset is complete you will be returned to the User Details screen. Under the details there will be a red message displayed. This tells you what the temporary password is and reminds you that the user will have to change this on their next login.

You should now let the user know what their temporary password is and warn them that they will need to change it next time they login.

(The temporary password is blanked out in the above image for security reasons)

Roles

The Roles screen allows you to set up new user roles and edit existing user roles.

Click on the Add button to add a new role.

Select Allow Document Source Assigning if you would like to be able to apply settings to individual users that allow them to only see documents from their own document source(s).

Provide a name and description for the role then click on the Save button.

This will add the new role to the list. You will not be able to set up the actual permissions until the role has been created.

Viewing and Editing Permissions

When you have a newly created role or you wish to add or remove permissions for an existing role, you will need to edit the role.

On the right hand end of each role in the list is the View/Edit button . Click the View/Edit button to open the Role Details screen.

Click on the Page Permissions button to assign new or edit existing permissions for the selected role.

Page Permissions

This page allows you to edit the permission levels for a particular group of users who are assigned to a role. To get to this page you will have clicked on page permissions while editing a particular role. If this is a new role all permissions will be disabled (indicated by a white cross on a red roundel).

To allow people (with the selected role) to have the ability to view, edit or delete, you need to click on the View/Edit icon which is located on the right hand side of the page in the list.

Select the permissions you wish to grant to people with the currently selected role by clicking on the check boxes. A check mark is displayed in the check box next to the permissions you are granting. Click the Save button to save your permissions.

After you have clicked Save you will be returned to the permissions list. A check mark appears to show the permission has been granted.

System Settings

The system settings list will display all system settings on the Docman Hub.

The system settings list shows a maximum of 30 records by default. When the number of settings stored on the Docman Hub exceeds this number, you will be given the below navigation buttons along the bottom of the system settings list. These will allow the user to move back and forth through the pages of the system settings.

View System Settings Details

To view/edit a setting, click on the graphic located in the far right hand column of the system settings list.

When viewing a setting, all of the fields are shown in much more detail than what is shown in the system settings list.

Documents List - Switch Between Sender and Contributor Field

Hub Administrators are now able to choose between showing the sender or the contributor for documents in the Documents List. This setting is in the System Settings section of the Hub.

Manage Sharing

The Manage Sharing screen shows you a list of Docman Hubs you have a Sharing Agreement with. It is the Sharing Agreement that allows you to transfer documents with primary care facilities and secondary care facilities on other Docman Hubs.

To enable document transfer across Docman Hubs, Docman maintains a list of active Docman Hubs known as the Discovery Service. The purpose of the Discovery Service is to enable you to discover and invite other Docman Hubs to a Sharing Agreement. Once an invitation and acceptance has been processed all communication is then made directly between your Docman Hub and the Docman Hub you have the Sharing Agreement with. The Discovery Service merely enables you to establish contact and process invitations and acceptances.

Manage Sharing List

This Manage Sharing List displays a list of existing Sharing Agreements with other Docman Hubs. An example of the Manage Sharing List is shown below:

Like other lists in Docman Hub this list will only display a maximum of 30 Sharing Agreements. You can use the Prev and Next buttons to browse the full list. In the example screen above we only have two sharing agreements so the Prev and Next buttons are greyed out.

Fields displayed in the Manage Sharing List

• ID – This is a numerical identity that is generated by the system at the time an invitation is sent to another Docman Hub or an invitation is received from another Docman Hub.

• EDT Hub Source – This is your Docman Hub.

• EDT Hub Destination – This is the Docman Hub you have a sharing agreement with. It can also be a Docman Hub you have sent an invitation to or have received an invitation from.

• Type – This is where you will be able to see whether this is a sharing agreement or an invitation. Invitations will appear as Outgoing Request and Incoming Request. Waiting is a status applied to invitations awaiting acceptance. Accepted is the status for an invite that has been accepted but documents have not been sent or received under the current agreement. Live is a Sharing Agreement where documents are being sent and received.

• Remote Status – This is an indicator that lets you know whether the Docman Hub is available or not. This will always be red against invitations awaiting acceptance as the connection to the server is not established until the invite is accepted.

Sending an Invite

Click on the New Invite button. You will be taken to the New Sharing Request screen.

The drop down list contains the Discovery Service list of Docman Hubs. Select the Docman Hub you would like to send an invitation to.

Once you have selected the Docman Hub you would like to invite to a Sharing Agreement click on the Send Request button.

You will see a message asking you to confirm the sending of the request.

Click on the OK button to send the request.

You will be returned to the Manage Sharing List where you will be able to see your request.

Cancelling an Invite

Click on the View/Edit button on the right hand end of the row containing the invite you wish to cancel.

You will be taken to the Sharing Agreement Details screen where you can see the details of the invitation. Below the details is the Cancel Request button.

Click on the Cancel Request button. A message will appear requesting confirmation of the cancellation. Click on the OK button to proceed with the cancellation.

You will be returned to the Manage Sharing List. Your invite will no longer appear in the list.

Stopping a Sharing Agreement

At any point in time you can stop a sharing agreement.

Click on the View/Edit button on the right hand end of the Sharing Agreement you wish to stop.

The Sharing Agreement Details screen will be displayed.

Type a reason for stopping the agreement into the Stopped Reason field.

Click on the Stop Sharing button.

A message will appear requesting confirmation. Click on the OK button to confirm the stopping of the Sharing Agreement.

Rejecting a Sharing Agreement Invitation

This process is similar to stopping a Sharing Agreement. You begin by clicking on the View/Edit button for the invitation you wish to reject. Then you type in a reason for rejecting the invitation and click on the Reject button.

If you fail to provide a reason you will not be able to proceed with the Rejection process.

Report Runner

Report Runner provides users with a system to run detailed reports on the Hub server.

To access the Report Runner, click the option on the left menu bar.

Each Report has a name and brief description of its function. Click on a Report name to view further details.

Filters can be applied by ticking one of the supplied filter options and filling in the parameters that appear.

Click Run Report to perform the report.

The report generates and appears; in this case, we see a single result based on the selected filters.

The results may be exported to a number of file formats using the Export function below the result list.

Maintenance Service MVC

The service control manager has been replaced with an MVC application that contains all Hub configuration settings.

The maintenance service configuration may be accessed using the Configure Maintenance option, under the Configuration section of the Hub menu.

The maintenance configuration is split into three sections; Backup Configuration, E-Mailer Configuration and E-Mailer Scheduler.

Backup Configuration

The backup configuration allows the backup start time, location and log file location to be specified. The backup may also be configured to run on weekends, if required.

E-mailer Configuration

The Hub may be configured to send regular updates to the Hub Administrators. To do this, the Hub needs to be supplied with information on the SMTP server, authentication (if any is required) and address details.

Summary Types

The E-Mailer Configuration lists three summary types which may be reported in the update email.

Send System Summaries sends an update on the Hub system itself, including the overall number of documents transmitted.

Send Practice Summaries sends an update on each practice's status, including the number of documents sent, received and accepted.

Send Conversion Pending sends an update on documents that are pending conversion. As the conversion process should be instant except in cases of problems with the TIFF Converter, a high number of documents pending conversion may be an early sign that Administrator attention is required on the Hub.

E-mailer Scheduler

Once the e-mailer configuration is filled in, the scheduler information may be set up. This specifies the days and time(s) that the scheduled emails will be sent. The E-Mail Scheduler section is located below the Configuration section.

The update email contains information on documents that are pending conversion. As the conversion process should be instant except in cases of problems with the TIFF Converter, a high number of documents pending conversion may be an early sign that Administrator attention is required on the Hub. The settings of the pending document check may also be changed under the E-Mail Scheduler settings.

Archiver

Hub documents, audits and metadata may be archived using the new Archiver tool. Users assigned to the System Administration group can configure archiving sessions, back data up to a chosen area and bulk-delete items using this tool.

Archiving removes delivered and deleted documents from the live Hub, reducing database and file store size and helping to maintain the efficiency of the system. The archive also runs as a backup, allowing data to be securely stored according to the Hub Administrators’ regulations.This replaces the retention policy on the Hub. Database size can only be reduced by using this functionality.

The Archiver may be accessed using the Archive Console option, under the Configuration section of the Hub menu.

Archive Items

Three options are available for archive.

Documents refers to the actual document files. When backed up, these are placed in the chosen location in their original formats.

Metadata refers to the data attached to the document - patient details, date of encounter, organisation/department.

Audit Data refers to the audit data for the document - date and time of upload, identity of user that uploaded the document.

The documents tickbox is pre-selected and mandatory. Any combination of metadata and audit data may be archived.

Archive Actions

One of two options may be selected for the action that the archive performs.

Backup backs the chosen documents up in their original formats to the user-specified location. Metadata and audit data, if selected, is saved in .xls format.

If backup is chosen, a second text field appears for a backup path. This must be an existing directory local to the Hub server.

Delete deletes the chosen files from the Hub.

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