OtoAccess Database Instructions for Use March 2019

Table of Contents 1

Introduction ...1 1.1 1.2

2

Precautions ...2 2.1 2.2 2.3 2.4

3

Secure communication ... 2 Store backup safely ... 2 Security and access to data. ... 3 Default credentials ... 3

Hardware and software requirements ...4 3.1 3.2 3.3 3.4 3.5 3.6 3.7 3.8 3.9

4

About this Manual ... 1 Intended use of OtoAccess® Database ... 1

.NET Framework ... 4 Windows PowerShell ... 4 Hard disk ... 4 Monitor... 4 Memory ... 4 Processor speed ... 4 Operating system support ... 4 SQL server support... 4 Using secure connections ... 5

Installation instructions ...6 4.1 Setup ... 6 4.1.1 Installation type... 7 4.1.1.1 Client only ... 8 4.1.1.2 Standalone installation ... 8 4.1.1.3 Server installation ... 9 4.1.2 Administration... 9 4.1.3 UAC (User Account Control) ... 9 4.1.4 Progress ... 10 4.1.5 Finish ... 11 4.2 Removing the product ... 11 4.2.1 Modify ... 12 4.2.2 Re-install the product ... 12 4.3 Network access ... 12 4.3.1 Basic connection ... 13 4.3.2 Check firewall exceptions ... 13 4.3.3 Check Services ... 14

5

Data migration From OtoAccess® V1.x to OtoAccess® Database ...15

6

OtoAccess® database user manual ...21 6.1 User interface ... 21 6.1.1 The menu bar and toolbar ... 22 6.1.2 Side panel ... 23 6.1.3 Create patient and patient list ... 24 6.1.4 Patient demographics ... 26 6.1.5 Session preview ... 26 6.1.6 Session list ... 27 6.1.7 Description ... 28 6.2 OtoAccess® database administration ... 29 6.2.1 General settings ... 30

6.2.1.1 6.2.1.2 6.2.1.3 6.2.1.4 6.2.1.5

6.2.2

Facility information ... 30 Service management... 31 Default preferences ... 31 Patient fields ... 32 User-defined patient fields ... 32

Users & groups ... 33 Users ... 33 Groups ... 34 User authentication ... 35 6.2.3 Database ... 36 6.2.3.1 Information ... 36 6.2.3.2 Connection ... 37 6.2.3.3 Backup and scheduling ... 38 6.2.3.4 Restore ... 38 6.2.3.5 Logs ... 39 6.2.3.6 Security log ... 39 6.2.3.7 System log ... 40 6.2.3.8 Log retention policy ... 40 6.2.2.1 6.2.2.2 6.2.2.3

7

Troubleshooting ...41 7.1

Network connection problems ... 41

Instructions for Use - OtoAccess® Database

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1 Introduction 1.1 About this Manual

This manual is valid for the OtoAccess® Database. The product is manufactured by: OtoAccess A/S Audiometer Allé 1 5500 Middelfart Denmark Thank you for purchasing the OtoAccess® Database PC application. The OtoAccess® Database is an application for easy management of client information and test evaluation. The OtoAccess® Database is a unique interface, which integrates audiological modules from different manufacturers. OtoAccess® Database can be set up in the following three ways: • OtoAccess® Database Server and Network Client • OtoAccess® Database Network Client • OtoAccess® Database Standalone Disclaimer: All data used in this manual is randomly generated demo data.

1.2 Intended use of OtoAccess® Database

The OtoAccess® Database provides a comprehensive data management tool for patient demographics and evaluation data. The OtoAccess® Database offers a seamless and fast way of adding a client, launching a measurement module and then, following the client evaluation, storing the data securely in the database.

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2 Precautions Follow these precautions to handle patient data correctly. WARNING indicates a hazardous situation which, if not avoided, could result in death or serious injury.

CAUTION, used with the safety alert symbol, indicates a hazardous situation which, if not avoided, could result in minor or moderate injury.

NOTICE

NOTICE is used to address practices not related to personal injury.

To avoid client information being captured during network transmission, the communication to the SQL database must be secure (encrypted). Store backup of client data in a safe manner. Create backup of patient’s data regularly (for example once a week). To avoid data from being misused, if stolen, the data must be encrypted. To avoid unwanted data transfer from PC to the network, make sure that an appropriate Virus & Spyware scanner is installed, updated and effective; please contact your local administrator for help and guidance. All users must have their own login to the database to ensure traceability and identification of data updated or deleted from the database.

2.1 Secure communication

The OtoAccess® Database can be installed as a client server environment where the data to and from the database is transmitted on a network. To ensure the patient information is not captured during transmission, the communication to the SQL database must be secure (encrypted).

2.2 Store backup safely

The OtoAccess® Database automatically creates a backup of each database – the schedule and retention of the backups can be customized according to clinician need and preference. To ensure that the data is not lost, as may occur, for example, in the event of hardware failure, the backups must be copied to a second secure location. To ensure that the data is not misused, we recommend that the backups are stored on encrypted volumes or password protected.

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2.3 Security and access to data

All users must have their own login by default. All sessions are stored in relation to each individual user and all the actions of each individual user are logged by the system. It will significantly degrade security and logging efficiency if logins are shared or if the use of passwords is disabled. It is possible to provide easier/quicker access to the database by relying solely on the Windows Logon to provide the security. This requires a system administrator to associate the user’s security credentials. Following three unsuccessful login attempts, the system default is to logout the user for a period of 10 minutes. The system allows the user to change the password and to enforce password strength. The system does not expire passwords by default.

2.4 Default credentials

The first time you launch OtoAccess®, you will be prompted to enter the default username and password. Username: admin Password: password Please make sure to change the password for the admin account if you need to restrict access to the application.

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3 Hardware and software requirements 3.1 .NET Framework

.NET 4.5 is required for the application to run.

3.2 Windows PowerShell

Windows PowerShell is required to run the Microsoft SQL Server 2014 Express.

3.3 Hard-disc

Disc space requirements will vary with the installation option. The product requires around 70 - 2700 Mb of available hard-disc space.

3.4 Monitor

The minimum resolution supported is WXGA (1280x768). OtoAccess® is recommended to run on a full HD 1080 or higher resolution monitor.

3.5 Memory

Minimum 512 MB of memory, recommended 4 GB.

3.6 Processor speed

Minimum x86 Processor 1.0 GHz, recommended Intel i5 or AMD A8 or greater. Minimum x64 Processor 1.4 GHz, recommended Intel i5 or AMD A8 or greater. Processor Type x64: AMD Opteron, AMD Athlon 64, Intel Xeon with Intel EM64T support, Intel Pentium IV with EM64T support (or newer). Processor Type x86: Pentium III-Compatible processor or faster.

3.7 Operating system support Windows 7 SP1 or newer.

Windows Server 2008 R2 SP1 or newer.

3.8 SQL server support

OtoAccess® Database will run on the following versions of Microsoft SQL Server: SQL Server 2012 (SP1 - SP3) (Express – Enterprise). SQL Server 2014 (SP1 – SP2) (Express – Enterprise). SQL Server 2016 (Express – Enterprise). NB: OtoAccess® Database requires Service Broker to be enabled and corresponding Firewall Rules to allow access.

Instructions for Use - OtoAccess® Database

3.9 Using secure connections

Utilizing a secure network connection requires a certificate installed on the SQL Server. For more information see: https://technet.microsoft.com/en-us/library/ms189067(v=sql.105).aspx And: https://msdn.microsoft.com/en-us/library/ms191192.aspx

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4 Installation instructions 4.1 Setup

From the installation media run OtoAccess.exe

Carefully read the license agreement and tick off the “I agree” before continuing. NB: If you do not agree to the license terms press the “X” in the top right corner, this will exit the application.

Instructions for Use - OtoAccess® Database

4.1.1 Installation type

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OtoAccess® can be installed as a standalone installation or in a network environment with many clients accessing the same database.

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4.1.1.1 Client only

Choose this type if you already have a server running and plan to use the same database between multiple clients.

The client installation allows the user to set up the connection to a server on the network. Enter the server name followed by the instance name in the following format: [Server name] [Instance name] Choose to use default OtoAccess® credentials or specify Windows or other specific credentials. The catalog/database name ATLAS is default but can be chosen from the server given the supplied credentials.

4.1.1.2 Standalone installation

Choose this installation type if you plan on using the application on a local machine and do not want to share access to the database. NB: If a SQL server 2014 is already present on the system, the installation will reuse it and inherit the settings from the previously installed instance, i.e. selecting Server or Standalone will not have any effect on the existing server configuration.

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4.1.1.3 Server installation

Choose this installation type if you plan to setup a database that is shared with other clients. NB: If a SQL server 2014 is already present on the system, the installation will reuse it and inherit the settings from the previously installed instance, i.e. selecting Server or Standalone will not have any effect on the existing server configuration.

4.1.2 Administration

The administration tool is optional but is required when doing system administration like, adding users checking logs, doing backup etc.

4.1.3 UAC (User Account Control)

When pressing Next after choosing the administration option the installer will prompt to let the user allow access to the system. Saying “NO” will abort the installation.

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4.1.4 Progress

During the installation the installer will install .NET Framework, SQL Server and the application. The duration of the installation will depend on existing components and to which degree the machine has been updated. The expected duration for each component is listed below: 1) .NET 4.5 Framework approx. 4 min. (a reboot may be required) .NET Framework is preinstalled on Windows 8 and newer OS. 2) SQL Server approx. 12 min. (a reboot may be required) 3) OtoAccess® application approx. 2 min.

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4.1.5 Finish

4.2 Removing the product

To remove the product, find OtoAccess® database from Program and Features and choose Uninstall. Removing the product will uninstall the OtoAccess® application but leave the shared components like the SQL Server and the .NET framework including the database and all user generated files. To remove the SQL server uninstall it from Program and Features.

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4.2.1 Modify

To modify the installation, press Modify. This will allow the user to add or remove the administration from the installation.

4.2.2 Re-install the product

To re-install the product launch OtoAccess.exe from the installation media. If the product is still present, the installer will abort. (Standalone or Server). The installer will detect any existing SQL database and perform a backup before creating a new blank database.

4.3 Network access

By default, the server installation will announce itself on the network and let other clients connect to the machine. To diagnose and troubleshoot a problem on the server the following tips might be used:

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4.3.1 Basic connection

Please ensure basic connectivity between client and server. Press Windows + R, type CMD In the command prompt type ping [name of machine]

4.3.2 Check firewall exceptions

Ensure that the firewall is allowing access through to the SQL server: Press Windows + R, type firewall.cpl Select Allow App or feature through Windows Firewall. Select Allow another app… Browse to the location of the instance of SQL Server that you want to allow through the firewall, for example C:Program FilesMicrosoft SQL ServerMSSQL13.<instance_name>MSSQLBinn, select sqlservr.exe and click open. Click Ok. Do the same for the SQL Browser service at this location: C:Program Files (x86)Microsoft SQL Server90Sharedsqlbrowser.exe The list of ports and protocols: UDP 1434 (SQL Browser Services) TCP 1433 (SQL Default Instance) TCP * (SQL Server named instances – port is determined at start of service) TCP 4022 (Service Broker) For more information, see: https://msdn.microsoft.com/en-us/library/cc646023.aspx

Instructions for Use - OtoAccess® Database

4.3.3 Check Services

Ensure that all relevant services are running. Press Windows + R, type services.msc The following services must be running: OtoAccess® Service SQL Server (DGS) SQL Server Browser Using SQL Management Studio, check the following services: SELECT is_broker_enabled FROM sys.databases WHERE name = 'ATLAS';

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5 Data migration From OtoAccess® V1.x to OtoAccess® Database This is the first step after the installation of the OtoAccess® Database if existing OtoAccess® V1.x data needs to be used with the OtoAccess® Database. (OtoAccess® Database is the replacement for OtoAccess® V1.x) 1. Navigate to the OtoAccess® Database installation folder and run the Merge.exe (For e.g. Default installation folder on X64 machine C:Program Files (x86)OtoAccessAtlas) 2. The OtoAccess® Database Merge software will be prompted.

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3. The merge application will guide steps to proceed. Read each step carefully and choose the right merge options for the merge operation. • Source is master – OtoAccess® V1.x is master of the merge operation − Copies new patients and sessions to destination − Overwrites the existing patient and sessions in destination − If you do not want to overwrite sessions, which belong to a patient in destination, choose the option “Do not overwrite matching sessions” − If you do not want to overwrite patient demographics, which belong to a patient in destination, choose the option “Do not overwrite the demographics of patients” •

Destination is master – OtoAccess® Database is the master of the merge operation − Skip copying new patients and sessions to destination − Skip overwriting existing patients and sessions in destination − Only copies new patient sessions if patient match found

4. What will happen to the other data? • Facility (Clinic) − If the destination facility has the default installation data, it is overwritten by source facility data − If the destination facility name matches the source facility name, it is overwritten by source facility data. (when source is master) •

Users/Examiners − All new users/examiners copy to destination. Skips overwriting existing user/examiner data. Combination of First Name, Last Name and Initials identifies the user/examiner

5. Patient match. Choose whether the patient should be identified as source or destination. 6. Click Next. 7. Provide source database (OtoAccess® V1.x) access credentials. Make sure connection is tested and connected. Connection status is visible at the top of the window. Default values provide access credentials to local OtoAccess® V1.x.

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8. Click Test connection and then Next. 9. Provide destination database (OtoAccess® Database) access credentials. Make sure connection is tested and connected. Connection status is visible at the top of the window. Default values provide access credentials to local OtoAccess® Database.