Varian
Time Planner Reference Guide June 2006
Reference Guide
332 Pages
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Page 1
Time Planner Reference Guide
P/N 100016561-03
JUNE 2006
Abstract
The Time Planner Reference Guide (P/N 100016561-03) provides reference information and procedures for using the Time Planner application.
Manufacturer and European Representative
Manufacturer:
European Representative:
Varian Medical Systems, Inc. 3100 Hansen Way, Bldg. 4A Palo Alto, CA 94304-1030, USA
Varian Medical Systems UK Ltd. Gatwick Road, Crawley West Sussex RH10 9RG United Kingdom
Notice
Information in this user guide is subject to change without notice and does not represent a commitment on the part of Varian. Varian is not liable for errors contained in this user guide or for incidental or consequential damages in connection with furnishing or use of this material. This document contains proprietary information protected by copyright. No part of this document may be reproduced, translated, or transmitted without the express written permission of Varian Medical Systems, Inc.
FDA 21 CFR 820 Quality System Regulations (CGMPs)
Varian Medical Systems, Oncology Systems products are designed and manufactured in accordance with the requirements specified within this federal regulation.
ISO 13485
Varian Medical Systems, Oncology Systems products are designed and manufactured in accordance with the requirements specified within ISO 13485 quality standards.
CE
Varian Medical Systems, Oncology Systems products meet the requirements of Council Directive MDD 93/42/EEC.
HIPAA
Varian’s products and services are specifically designed to include features that help our customers comply with the Health Insurance Portability and Accountability Act of 1996 (HIPAA). The software application uses a secure login process, requiring a user name and password, that supports role-based access. Users are assigned to groups, each with certain access rights, which may include the ability to edit and add data or may limit access to data. When a user adds or modifies data within the database, a record is made that includes which data were changed, the user ID, and the date and time the changes were made. This establishes an audit trail that can be examined by authorized system administrators.
WHO
ICD-9 codes and terms used by permission of WHO, from: ■ International Classification of Diseases for Oncology, (ICD-O) 3rd edition, Geneva, world Health Organization, 2000. ICD-10 codes and terms used by permission of WHO, from: ■ International Statistical Classification of Diseases and Related Health Problems, Tenth Revision (ICD-10). Vols 1-3, Geneva, World Health Organization, 1992.
Trademarks
ARIA is a registered trademark and Vision is a trademark of Varian Medical Systems, Inc. Microsoft and Windows are registered trademarks of Microsoft Corporation. © 2006 Varian Medical Systems, Inc. All rights reserved. Printed in the United States of America.
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Contents CHAPTER 1
INTRODUCTION TO TIME PLANNER ...1-1
Visual Cues ... 1-1 Associated Publications ... 1-2 Contacting Support ... 1-3 Ordering Additional Documents ... 1-3 Communicating via the World Wide Web... 1-3 Sending E-Mail... 1-4 About Time Planner ... 1-4 Staff, Resources, and Treatment Model in Time Planner ... 1-5 Time Planner’s Links to ARIA Applications ... 1-7 Tablet PCs and Wireless... 1-7 Getting Started ... 1-9 Starting Time Planner ... 1-9 Time Planner Window ... 1-11 Setting the Refresh Option... 1-22 Setting the Data Cache Option ... 1-24 Exiting Time Planner ... 1-24 CHAPTER 2
TIME PLANNER QUICK-START ...2-1
Adding and Managing Views... 2-1 Adding Views ... 2-2 Managing Appointments and Tasks... 2-11 Adding an Appointment... 2-11 Correcting Conflicting Appointments... 2-19 Adding Tasks ... 2-23 Scheduling Repeating Appointments or Tasks ... 2-27 Changing an Appointment or Task... 2-29 Marking a Block of Time as Unavailable ... 2-36 Managing Patient Check-Ins ... 2-41 Checking in a Patient ... 2-41
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Setting the Default Venue for Patient Check-Ins... 2-42 Correcting a Patient’s Check-In Venue ... 2-43 Completing an Appointment... 2-43 Changing the Status of an Appointment ... 2-44 Machine Planner ... 2-44 CHAPTER 3
ADDING AND MANAGING VIEWS ...3-1
About Views ... 3-1 Adding Views ... 3-3 Adding an Agenda View... 3-3 Adding an Appointment Tracker View... 3-7 Adding a Patient Agenda View... 3-9 Adding a Patient Tracker View... 3-10 Adding a My Patient Tracker View ... 3-11 Managing View Details... 3-11 Controlling the Number of Days in an Agenda View ... 3-11 Changing Time Slot Increments in an Agenda View... 3-13 Showing, Hiding, and Rearranging Table Columns ... 3-14 Resizing Table Columns ... 3-15 Freezing and Unfreezing Table Columns... 3-18 Sorting Table Data ... 3-19 Filtering Table Data... 3-20 Configuring the Appointment Format ... 3-21 Removing Views ... 3-23 Sharing Administrator Views with Others... 3-23 Printing Views ... 3-25 CHAPTER 4
MANAGING APPOINTMENTS AND TASKS ...4-1
About Appointments... 4-2 About Tasks ... 4-3 Managing Appointments ... 4-4 Adding Appointments ... 4-4 Copying an Appointment... 4-12 Correcting Conflicting Appointments... 4-13
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Changing Appointments... 4-16 Marking a Block of Time as Unavailable ... 4-24 Completing an Appointment... 4-29 Managing Wait List Appointments... 4-30 Moving an Appointment to the Wait List... 4-30 Moving a Wait List Appointment to the Schedule... 4-31 Managing Repeating Appointments and Tasks ... 4-32 Scheduling Repeating Appointments or Tasks on a Weekly Basis ... 4-33 Scheduling Repeating Appointments or Tasks on a Monthly Basis ... 4-35 Scheduling Repeating Appointments or Tasks on a Yearly Basis . 4-38 Changing Details for Repeating Appointments ... 4-41 Removing an Appointment from a Repeating Appointment Series 4-43 Managing Tasks... 4-44 Adding Tasks ... 4-44 Viewing Details About a Task ... 4-48 Changing the Status of a Task... 4-48 Completing a Task ... 4-49 Confirming an Activity's Procedure Code Details... 4-49 Managing Patient Check-Ins ... 4-53 Checking in a Patient ... 4-54 Setting the Default Venue for Patient Check-Ins... 4-54 Correcting a Patient’s Check-In Venue ... 4-55 Viewing the History of an Appointment or Task ... 4-56 Syncing Appointments and Tasks with Outlook ... 4-56 Requirements... 4-57 About Synchronized Data ... 4-57 Opening Outlook Sync ... 4-58 Setting up Outlook Sync... 4-59 Manually Syncing Appointments and Tasks ... 4-61 Editing Outlook Sync Settings... 4-62 Closing Outlook Sync... 4-62
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CHAPTER 5
MANAGING CARE PATHS...5-1
About Care Paths... 5-2 Managing Care Path Views... 5-4 About Adding a Care Path View... 5-5 Adding a Care Path View for a New Patient ... 5-6 Adding a Care Path View for an Existing Patient ... 5-7 Adding a Care Path View for a Recent Patient ... 5-8 Adding a Care Path View from Another View ... 5-9 Sorting Care Path Data ... 5-9 Removing a Care Path View ... 5-10 Managing a Patient’s Care Path ... 5-10 Attaching a Care Path from a Template... 5-11 Setting a Care Path as Current ... 5-14 Viewing Properties and Assigning a Course ... 5-15 Managing Cycles and Activities in a Care Path ... 5-17 Removing a Care Path... 5-30 Scheduling Activities in a Batch ... 5-31 Customizing the Lag Time ... 5-31 Coordinating the Completion of a Task with an Appointment ... 5-33 Scheduling Activities ... 5-35 Managing Activities from the Care Path... 5-38 Scheduling, Rescheduling, and Editing Activities ... 5-38 Setting Activity Status ... 5-38 Opening Patient Manager for the Appointment’s Patient ... 5-38 Showing Activity Capture Details for a Scheduled Activity... 5-38 Removing Activities... 5-39 Saving a Care Path as a Template ... 5-39 Associating the Template with a Diagnosis... 5-41 Associating the Template with a Physician ... 5-43 Associating the Template with a Payor ... 5-44
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CHAPTER 6
MANAGING MESSAGES...6-1
About Messages ... 6-1 Sending Messages... 6-2 Reviewing Messages ... 6-4 Replying to Messages... 6-5 Removing Messages... 6-6 APPENDIX A
ARIA 8 ICON LEGEND ... A-1
Activity Capture Icons ... A-3 Review View Icons ... A-3 Audit View Icons... A-5 Care Path View Icons... A-6 Patient Review View Icons... A-9 Print Preview Window Icons... A-10 Chart QA Icons... A-11 Toolbar Icons ... A-11 Patient Information ... A-12 Treatment History Tab ... A-12 Print Preview Window Icons... A-13 Data Administration Icons ... A-14 Toolbar Icons ... A-14 Print Preview Window Icons... A-15 Setup Tab - System Sub-tab Icons ... A-15 Setup Tab - Charge Related Sub-tab Icons ... A-16 Care Path Templates Tab ... A-17 Clinical Assessment Tab... A-19 Long-Term Archive... A-21 Print Preview Window Icons... A-22 Print Archive List Window Icons... A-23 Patient Manager Icons ... A-27 Patient Information ... A-27 Summary, Registration, Diagnosis, Health, and Evaluation Tabs. A-27 Care Path Tab... A-28 Print Preview Window Icons... A-30
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Time Planner Icons ... A-31 Agenda Tab Icons ... A-32 Appointment Tracker Tab Icons ... A-34 Patient Care Path Tab Icons ... A-35 Patient Agenda Tab Icons... A-36 Patient Tracker Tab Icons ... A-37 My Patient Tracker Tab Icons ... A-38 Print Preview Window Icons... A-40 APPENDIX B
MACHINE PLANNER... B-1
About Machine Planner... B-1 APPENDIX C
USING PATIENT EXPLORER ... C-1
Searching for Records, Images, and Plans... C-3 Searching for Records ... C-3 Search Using Advanced Filters... C-5 Search Using Status Filters... C-7 Other Display Options ... C-9 Found Patient Records ... C-10 Editing a Patient Record ... C-14 Recording New Patient Data... C-17 Adding a New Patient Record ... C-18 Adding Patient Personal Data ... C-19 Recording Patient Addresses... C-21 Identifying A Referring Physician ... C-23 Adding Primary Care Physician ... C-26 Selecting a Patient’s Oncologist... C-29 Adding a Patient’s Hospital Information ... C-31 Selecting Treatment Departments ... C-32 APPENDIX D
USING THE TICKER BAR ... D-1
About the Ticker Bar ... D-2 Opening the Ticker Bar ... D-3 Accessing the Ticker Bar Menu ... D-3 Accessing the Ticker Bar Online Help... D-3
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Refreshing the Ticker Bar ... D-4 Configuring the Ticker Bar ... D-4 Managing Channels ... D-7 Subscribing to a Channel ... D-7 Adding a Channel... D-8 Editing a Channel Name ... D-9 Deleting a Channel... D-10 Managing Messages ... D-11 Sending a Message ... D-11 Editing a Message... D-13 Deleting a Message ... D-15 Viewing Only the Latest Ticker Bar Message ... D-16 Closing the Ticker Bar... D-16 INDEX...INDEX-1
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List of Figures CHAPTER 1 Treatment Model ...1-6 Wireless Network Connection ...1-8 Agenda View in a Time Planner Window ...1-10 Menu Bar...1-12 Toolbars ...1-13 View Tab Bar...1-14 Status Bar ...1-14 Schedule in an Agenda View ...1-15 Calendar...1-17 Task Pad, Wait List, and Messages Tabs...1-18 Task Pad Filter Settings Dialog Box...1-20 Wait List View Settings Dialog Box ...1-21 Context-Sensitive Menu ...1-22 Option Dialog Box ...1-23 CHAPTER 2 View Settings Dialog Box ...2-3 Appointment Tracker View Settings Dialog Box...2-5 Patient Explorer Dialog Box ...2-7 Agenda View Toolbar...2-9 Calendar...2-10 Appointment Dialog Box...2-12 Resource and Staff Selection Dialog Box ...2-14 Suggest Available Time Slots Dialog Box ...2-17 Conflict Resolution Dialog Box...2-20 Suggest Available Time Slots Dialog Box ...2-21 Task Dialog Box ...2-24 Repeat Pattern Dialog Box for Weekly Repeating Appointments ...2-28
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Assign New Resource/Staff Dialog Box ...2-32 Resource/Provider Selection Dialog Box ...2-33 Set Unavailable Dialog Box, View 1...2-37 Set Unavailable Dialog Box, View 2...2-38 Resource/Staff Selection Dialog Box ...2-39 Patient On Break Dialog Box ...2-40 Options Dialog Box ...2-42 CHAPTER 3 View Settings Dialog Box ...3-5 Appointment Tracker View Settings Dialog Box...3-7 Patient Explorer Dialog Box ...3-9 Agenda View Toolbar...3-12 Calendar...3-13 Column Chooser Window ...3-14 Columns Auto Resize Option ...3-16 Resize Columns Option ...3-17 Column Header Context Menu...3-19 Sorting Activities...3-20 Filtering Views...3-20 Appointment Information Display Dialog Box...3-22 Apply Settings to Others Dialog Box ...3-24 Print Preview Window ...3-26 CHAPTER 4 Appointment Dialog Box...4-5 Resource and Staff Selection Dialog Box ...4-7 Suggest Available Time Slots Dialog Box ...4-10 Conflict Resolution Dialog Box...4-13 Suggest Available Time Slots Dialog Box ...4-15 Assign New Resource/Staff Dialog Box ...4-20 Resource/Provider Selection Dialog Box ...4-21 Set Unavailable Dialog Box, View 1...4-25
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Set Unavailable Dialog Box, View 2...4-26 Resource/Staff Selection Dialog Box ...4-27 Patient On Break Dialog Box ...4-28 Repeat Pattern Dialog Box for Weekly Repeating Appointments ...4-34 Repeat Pattern Dialog Box for Monthly Repeating Appointments ...4-36 Monthly Repeating Appointments, Example 1 ...4-37 Monthly Repeating Appointments, Example 2 ...4-37 Repeat Pattern Dialog Box for Yearly Repeating Appointments...4-39 Open Appointment Dialog Box with Series Selected ...4-41 Open Appointment Dialog Box with Instance Selected...4-43 Task Dialog Box ...4-45 Activity Review Dialog Box...4-50 Select Procedure Codes ...4-52 Options Dialog Box ...4-55 Outlook Sync Settings Dialog Box ...4-59 CHAPTER 5 Patient’s Care Path ...5-3 Patient Care Path Example...5-5 Care Path for a New Patient ...5-6 Care Path for an Existing Patient ...5-8 Care Path Template Lookup Dialog Box...5-12 Template Cycle Activities Dialog Box...5-13 Current Care Path ...5-14 Care Path Properties Dialog Box ...5-16 Example of Care Path Cycles and Activities ...5-18 Add New Cycle Dialog Box ...5-19 Added Care Path Cycle...5-20 Edit Cycle Dialog Box...5-20 Select Activity, Proc Codes, Staff/Resources from HospitalDepartment Dialog Box ...5-24 Select Procedure Codes Dialog Box...5-26
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Move Activities Dialog Box...5-29 Customizing the Lag Time ...5-32 Activity Lag Time Dialog Box ...5-32 Coordinating Task and Appointment Times ...5-34 Schedule Preference Dialog Box ...5-35 Days Preference Dialog Box ...5-36 Schedule Activities Dialog Box...5-37 Save As Care Path Template Dialog Box ...5-40 Diagnosis Code Lookup Dialog Box...5-42 Select Staff Dialog Box ...5-43 Payor Reference Dialog Box...5-45 CHAPTER 6 Messages Tab...6-2 Message Dialog Box ...6-3 APPENDIX C Patient Explorer Dialog Box ... C-2 Advanced Patient Record Search Options... C-5 Search For Patient Images and Plans ... C-8 Patient List Right-Click Menu Options... C-11 Patient List ... C-12 Print Preview Window Controls... C-13 Find And Select A Patient Record... C-15 Add Or Change Data In the Open Patient Record ... C-16 Adding a New Patient Record ... C-17 Patient Personal Data ... C-20 Maintaining Patient Addresses... C-22 Select An Existing Physician... C-24 Adding The Referring Physician... C-25 Adding Physician Details... C-27 Adding A Physician’s Address ... C-28 Identify The Primary Oncologist For A Patient ... C-29
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Listing The Oncologist For A Patient... C-30 Adding Hospital Visit Data For A Patient... C-31 Select Departments Dialog Box ... C-32 Department List... C-33 APPENDIX D Example of Ticker Bar in Time Planner... D-2 Ticker Bar Menu... D-3 Ticker Bar Settings Dialog Box ... D-5 Color Dialog Box ... D-6 Managing Channels Dialog Box... D-8 Channel Name Dialog Box... D-9 Information Dialog Box... D-10 Send Ticker Message Dialog Box ... D-12 Manage Messages Dialog Box ... D-14 Edit Message Dialog Box ... D-15
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Chapter 1
Introduction to Time Planner
This guide describes how to use Time Planner, one of several ARIA applications for managing patient care in your radiation oncology clinic. Time Planner offers an essential element to your clinic or department- scheduling. Using Time Planner, you can schedule the treatment of patients by assigning patients, staff, and doctors to a specific machine or task for a specific period of time. Time Planner also offers scheduling of appointments and assigning of tasks for each doctor and staff member of your clinic or department, even if not directly related to patient care. The Time Planner Reference Guide is written for members of a radiation oncology clinic who need to plan, schedule and communicate appointments and tasks. In This Chapter Topic
Page
Visual Cues
1-1
Associated Publications
1-2
Contacting Support
1-3
About Time Planner
1-4
Getting Started
1-9
Exiting Time Planner
1-24
Visual Cues This manual uses the following notational conventions to help you locate and identify information: Note:
A note describes actions or conditions that can help the user obtain optimum performance from the equipment or software.
1-1
CAUTION:
A caution describes actions or conditions that can result in minor or moderate injury to personnel or can result in damage to equipment.
In addition to the notational conventions shown above, this manual also uses the following: ■
Italic text-Identifies manual titles, new terminology, alternate terms, and information you type during procedures,
■
Bold text-Used for names of dialog box options (command and option buttons, check boxes), window options (menus and menu options, and toolbar buttons), names of keys, controls, and switches.
■
Add View > Agenda-This sequence defines selecting a menu either from the menu bar or by right-clicking and selecting from the right-click menu (right-click and choose Add View > Agenda). The selection here means to click on the Add View menu, then click the option Agenda from that menu.
Associated Publications This manual provides information identifying what is new, or what has changed in ARIA. Please refer to the original manuals, identified below, for information that describes the ARIA applications and how to use those applications. This update manual identifies changes to the following ARIA publications:
1-2
■
Data Administration Reference Guide (100016562)
■
Oncology System Platform (OSP) Reference Guide (100021509).
■
Patient Manager Reference Guide (100013725)
■
Activity Capture Reference Guide (100016560)
Time Planner Reference Guide
Contacting Support Support services are available without charge during the initial warranty period. If you seek information not included in this publication, call Varian Medical Systems support at the following locations: ■
North America toll-free telephone support
+1.888.827.4265
■
Global telephone support
+1.702.938.4807
■
Global telephone support for treatment planning
+1.702.938.4712
Ordering Additional Documents To order additional documents, call the following: ■
North America
+1.800.535.5350 (Press 1 for parts)
■
Global
+1.702.938.4700
Communicating via the World Wide Web If you have access to the Internet, you will find Varian Medical System support at the following location: Oncology Systems-http://www.varian.com/oncy/ Click Support from the menu list along the left side of the window.
Introduction to Time Planner
1-3
Sending E-Mail Send your e-mails to the following locations for support: ■
Information Management Systems
■
Digital Imaging Management [email protected] Systems
■
Delivery Systems
■
Treatment Planning Systems [email protected]
■
Brachy Therapy Systems
About Time Planner Time Planner is the scheduling application in ARIA, a Microsoft Windows-based suite of software applications. Time Planner keeps track of patients and care providers as you direct them to your clinic’s resources-for example, to machines and rooms. You can create an appointment for a patient, assign providers, other staff, and resources to it, and set its start time. Time Planner allows you to schedule activities not only for patients, but for providers, staff, and resources in your radiation oncology clinic. Time Planner alerts you to potential schedule conflicts. Additionally, you can check in patients using Time Planner, automatically alerting the provider that the patient is ready and in the waiting room. You can also use Time Planner to do the following:
1-4
■
View, print, and manage appointment schedules for patients, staff, and resources in the clinic.
■
Create a task, assign staff or resources to it, and set its due date.
■
Manage outstanding tasks for staff members and groups.
■
Review and edit a patient’s care path, a customized sequence of activities planned for the patient’s treatment.
Time Planner Reference Guide
■
Send messages to other Time Planner users. This feature is similar to a messaging system.
■
Broadcast messages to select Time Planner users. This feature uses the Ticker Bar, a messaging application available in Time Planner. The Ticker Bar displays at the bottom of the Time Planner window.
■
Synchronize Time Planner appointments and tasks with your Microsoft Outlook application. This feature uses Outlook Sync, an optional, separately licensed sync application available in Time Planner.
Staff, Resources, and Treatment Model in Time Planner With Time Planner, you can schedule the following people and resources: ■
■
People
Oncologists
Staff members such as radiation therapists, oncology nurses, and physicists
Resources
Accelerators
Simulators
Venues such as an exam or treatment room
Auxiliary equipment such as CT scanners, infusion chairs, and brachytherapy equipment
In many oncology clinics, patients move through a treatment process involving a sequence of events as shown in Figure 1-1. Time Planner allows you to coordinate all of the appointments and resources used during each step.
Introduction to Time Planner
1-5
Referral to Oncologist
Consultation Exam
Oncologist Oncology Nurse Exam Room
Preparation for Treatment
Simulator Simulation Technologist Dosimetrist Physicist
Oncology Nurse Pharmacist
Delivery of Multiple Treatments
Accelerator Radiation Technologist Dosimetrist Physicist
Infusion Suite Infusion Technologist Oncology Nurse
Repeat for number of treatment sessions. Multiple InProgress Exams
Oncologists Oncology Nurse Exam Room Support Services
Exit Exam
Oncologist Oncology Nurse Exam Room
Follow-up Exam
Oncologists Oncology Nurse Exam Room Support Services
Figure 1-1 Treatment Model
1-6
Time Planner Reference Guide