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Landing Page Use Case Document

Final Version 2.

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Status: Completed

Author: Alek Mirkin

Created on: December 15, 2013

Last updated on:

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March 04, 2013

Ready for general release

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•    2.4  Business Need

  • Oscar, for the 2014 release, is completely redesigned with a concept of multiple landing pages acting as default navigation pages. Landing page layout is completely depending on the role of user within organization. Each user is able to customize his personal landing page based on customization settings assigned to each group of users.

  • OSCAR landing page is replacing current Schedule screen. This landing page is build using the Twitter Bootstrap style scheme. Greatly improved schedule screen will act as the Administrative and Receptionist landing page. University Health Network (UHN) is currently working on redesign plans for the Schedule screen, which will act as the Home Page for Reception and Administrative users. Main layout and design requirements and designs will be provided by UHN at a later date.

  • Clinician-centered landing page combines easy navigation to the main OSCAR modules with the list of patients and their appointments. This functionality is greatly reducing needs for the clinicians to access patient’s schedule module. In one click user can access patient’s demographic record and patient’s medical summary record while staying on the landing page.

  • These new Landing Pages are based on a dashboard-like design, with menus and tabbed navigation throughout all Landing Pages tying the design, look and navigation flows together across selected user roles in Oscar 14.e navigation panel user works with the list of patients and other tabs

   

  3 Clinicians landing page layout and functionality

  3.1 Top Navigation bar

  Navigation bar is customizable to maximum of 7 items across bar. Additional items appear in “More” drop-down section of the top navigation bar. User can add, delete or re-order menu items

  1. Search text field, search button

  Functionality:

  • Search bar works on filtering results by searching for patient names: “last, first”

  • Fuzzy search will bring numerous results. These results are visible as a drop-down list under Search box.

  • Search results are showing: Name, Health card number/version, Date of birth.

  • Search function does not search Integrator for results

  • Search function is available for the screen in focus being viewed within Oscar (e.g. when viewing demographics screen via landing page, search will search for patient demographic information)

    
    2. Home button to right of search function

  • Functionality:
    Home button brings users to their default landing page, based on users "primary role" which already exists in Oscar 

  • 3. Drop-down next to search lists “New Patient”, “Merge Demographic” and “Advanced Search”

    • • New Patient – will redirect user to the Master Demographic record screen to create a new patient

      • Merge Demographic – will redirect user to Demographic Merge Records screen. Demographic merge allows you to merge demographics where patient data has been entered into several separate charts by mistake.

      • Advanced Search screen

        4. Inbox: inbox is where new labs and documents go.

        5. Consultation: access to the consultation booking screen

        6. Billing: access to billing screen

        7. Tickler: user can see assigned ticklers

        8.  Schedule: This screen is to administrate appointments.

      Features:

      Schedule (navigation bar) information badge will shows how many checked-in & in-room totaled in parenthesis beside label. Appointment statuses remain same as current

      • To Do

      • Daysheet Printed

      • Here

      • Picked

      • Empty Form

      • No Show

      • Cancelled

      • Billed

      • Customized 1-5

        9. K2A : The Knowledge2Action (or Know2Act) technology is an enhancement on the MyDrugRef technology. MyDrugRef is a social network of clinicians who like to share ideas about drugs. The drug code used is based on the Health Canada drug database. Opinions expressed are based on individual's opinions and are not administered by MyDrugRef. MyDrugRef is an Open Content project and follows the principles of the Creative Commons license.

         10. Admin: Access to Admin screen of OSCAR

          11. More

        • Reports

        • Caseload

        • Resources –referrers to existing OSCAR resources URL link

        • Documents –user is redirected to Documents screed

        • Customize: launches preferences screen for the user

        3.2 Shortcuts panel

              1. Icon to launch scratch pad directly from Navigation Bar.

        Functionality:

        User is launching scratch pad to create a note for the patient in focus. This note is acting as a “sticky note” for the patient. User can customize whether to have this accessible or not. If selected to be accessible, an icon (not name) will appear on navigation bar

        
        2. Shortcut envelope icon to inbox

        3. Three message number indicators to right of message icon are indicating:

        • All Oscar messages (Ticklers)

        • MyOscar messages

        • Oscar messages linked to a patient (Messages)

         4. Current program name with globe icon to the left of program name

        Functionality:

        If provider is assigned to multiple programs, program name acts as drop-down to select and switch between programs within Oscar/CAISI

        5. Current user information displayed next to the “person” icon

        Functionality:

        Clicking log-in name opens to drop-down:

         

        • First options in list: Set-up K2A, Set-up MyOscar – will only appear until those two tasks are done

        • Settings: User’s settings to customize landing page

        • Support: Support menu item will launch a support page with OSP contact information and instructions

        • Help: links to the user guides/help website

          6. Log-out icon on far right

        3.3 Left Side Navigation panel Layout and functionality

        Left side navigation panel is located at the left section of the landing page. It contains three navigation tabs, search box and a few shortcut icons. Main purpose of the panel is to present daily schedule or the patient and their appointment status. This functionality is greatly reducing needs to open Schedule screen.

        Combined with grouping function, left-side navigation can display case-load, daily patient appoint list and/or all encounters (i.e. clinician patient list and a list of residents’ patients lists) to be reviewed for resident appointments by advising physicians via tabbed top menu of Left-side navigation menu

        3.3.1 Tabs:

        Appts (Appointments)

        Functionality:

        Left-side panel that lists patients is configurable based on user preference.

        Appointment status badges appear for each patient on list to indicate the stats of appointment/patient

        Background shade of listed appointments differs based on the appointment status:
        
        

        • To Do:                      light yellow

        • Day Sheet Printed:  light yellow

        • Here/Checked-in:    green

        • Picked/In Room:     pink

        • Empty Room:          bright yellow

        • No Show:                light grey

        • Cancelled:              dark grey

        • Custom:                  blue (6 customizable status colors available in existing OSCAR)

        Configuration 1:

        Daily patient appointment list highlighting waiting patients (patients checked-in in green) and patients in room (pink)

        Configuration 2:

        Patient list tabs display

        • Tab 1: Checked-in patients

        • Tab 2: Patients in rooms

        Ordered by appointment time

        Configuration 3:

        Patient list would display certain amount of appointments in specific time period. Number of appointments in list and time period range would be customizable in user preferences

      Three options for list to appear:

      A. Normal list (default)

      B. Minimized to show clickable icons (clicking icon would open corresponding patient into tabbed environment)

      C. List can be completely hidden

      If patients cancel or do not show (leave daily appointment list) the appointment/patient would be dropped-off list. Receptionist is updating status to No Show and patient is automatically removed from today’s appointments list.

      CaseLoad

      • Caseload combines leading clinical and clerical indicators in a sortable display. It provides an easy to use tool to perform complex analysis against ones patient roster. Caseload is a report that is particularly good at finding those patients who have not been seen and yet need follow-up.Caseload is also a valuable tool when dealing with non-schedule driven patient interactions.

        More

        • My Residents

        Functionality: an option to see the list of Dr’s resident’s patients

        • Customize

        Functionality:

        “Customize” launches the preferences screen for setting up the grouping and display options for the left-side menu/ patient lists

      3.3.2 Search Box

      Search box Is located below tabs of the dashboard. The main functionality of the search box is to filter patient’s list.

      Text entered into field will filter the list of patients to show only patients whose names match entered text

      3.3.3 Icons of the dashboard

      There are four icons on the Dashboard

      1. Back (or left facing arrow) – to hide patient list

      2. Reload – manually refresh patient list data

      3. Up/Down arrows – to scroll up and down patient’s list

      Patient List displays certain maximum number of patients. With top/bottom arrow icon page-based list scrolling up or down (flip entire pages of list per arrow click)

      3.4 Dashboard

      When landing page is loaded, it opens dashboard by default.

      3.4.1 Dashboard Header:

      “Welcome” + User Name on the left side of header. Today’s date is displayed on the right side of the header.

      3.4.2 Ticklers

      • Ticklers table shows maximum of 5 most recent ticklers.

      • Ticklers heading “You have # “status” ticklers

      • “See More Ticklers” button appears if there are more than 5 ticklers

      • “See More Ticklers” opens ticklers page

      • Heading “# are urgent” only appears if there are high priority (any ticklers not just in the list of 5)

      • Headings for table columns: Demographic Name, Due, Priority, Message

      3.4.3 Messages

      • Messages table shows maximum of 5 more recent messages. Messages are displayed chronologically

      • Messages heading: You have # “status” messages

      • “See More Messages” button appears if there are more than 5 messages

      • “Seem More Messages” opens inbox page (one mail)

      • Heading for table columns: Status, From, Subject, Date, Patient

      3.4.4 My Oscar Messages

      • MyOscar table shows maximum of 5 recent messages displayed chronologically

      • Messages heading: You have # “status MyOscar messages

      • Heading for table columns: Status, From, Subject, Date, Patient

      3.4.5 Inbox

      • Inbox table shows maximum of 5 most recent items that are not acknowledged

      • Shows abnormal or final reports/results (not partial, normal)

      • Inbox heading: “You have # unacknowledged result inbox items”

      • Heading for table columns: Status, Category, Subject, Date, Patient

      3.5 Single patient view

      When clicking on the patient from the patient’s list under Appointments tab of dashboard, user is presented with the Single Patient view.

      Appointment type assigned to appointment/patient determines the eChart view that opens by default when patient name selected from left-side menu

      Customized summary or specialist pages display when specific type of appointment is currently selected. All current aspects of the existing eChart function as-is within the landing page frame.

      If appointment “type” is set for a patient appoint, tab configuration can automatically adjust view based on that appointment type. E.g. 18 month well-baby visit type will automatically open well baby eForm. This can be over-ridden by Persona settings

      Single Patient view is still within landing page with an additional sub-navigation bar. General layout of the landing page remains same.
      
      

      1. Top navigation bar

      Selections from the Top Navigation Bar will display the appropriate list screen, regardless of patient selected from left-side menu. E.g. Selecting “Consultations” from that top navigation bar will display the Consultation List (all applicable patients in system)

      1. Left side Navigation panel

      Same functionality as per Home landing page

      The main area now is presented with the slightly different layout.

      3.5.1 Header

      Functionality:

      Patient name “last, first” is displayed boldly.

      Right-paginated, HIN, Sex, Date of Birth and age are displayed along header

      3.5.2 Sub-Navigation bar

      • Details: Is Redesigned version of Demographic Record

      • Summary: Is replacing eChart with all existing functionality

      • Trackers

      • My Oscar

      • Apps + dropdown list

      3.6 Pop-Up/Modal Screen

      Within the context of a selected patient (when a patient’s name/appointment is selected from the left-side patient list) a need for the ability to view multiple tabs/screens at once remains, as with the existing Oscar 12 system. This need is required for 2 purposes: viewing 2 patients eChart information simultaneously, and viewing multiple function tabs from the Patient Navigation menu simultaneously.

      A few Use Cases where this functionality would be necessary include fertility specialist use, appointments where both a young child and parent are present, clinical review to find/diagnose patient issues based on similar patient history and group appointments.

      The following rules and functionality requirements define the needs for the pop up/modal screen needs within Oscar 14. These rules do not apply to the functionality to pop-out non-patient context aspects of Oscar 14 (inbox, administration panel, etc.)

      Rules:

      • A global system enable/disable for the pop up function

      • Any tab from the Patient Navigation menu can be popped-out as a modal screen

      • Clicking the open tab from the Patient Navigation menu will pop the screen out into a modal

      • Any screen that is open (i.e. multiple modals opened) is writable and savable independently from other modal screens

      Functionality:

      • Once popped up, the tab within the main screen frame would appear blank until the modal was “returned” to the frame i.e. popped back in

      • If the Pop-up of functionality is disabled no tabs from the Patient Navigation menu can be popped up as a modal. This function would be set on a clinic-wide basis, not a user basis

      • Once the tab is open within the context of the main screen, clicking the tab again will convert that tab into a modal screen. In this case the main display area will then appear blank

      • Users cannot open the same tab for the same patient in multiple modal screens. Also once the Patient Summary tab is opened into a modal for patient “x”, another Patient Summary tab for patient “x” cannot be launched. But the Patient Summary tab for patient “y” can be opened as a modal simultaneously

      • Warning message to users when attempting to close a modal with unsaved data entered

      • Information/formatting mirroring the Patient Information bar appears at the top of each modal screen

      4 Conditions/Assumptions

      4.1 Assumptions

      • Users login have been established within the system

      • List of medical specialists and medical clinics is already inputted into system as seed data

      • Residents are inputted into system

      4.2 Successful End Condition

      • Based on user preferences, main page is presented on the screen after successful login.

      • All navigation pars and panels are working as designed

      • Search boxes are filtering records based on user input.

      • All shortcuts presented as multiple icons are working as designed.

      • User can change layout of the landing page based on user’s settings.

      • After data manipulation (re-assigning appointment status, scheduling appointment etc) all edited data is immediately presented on the landing page.

      4.3 Failed End Condition

      For a few reasons consultation request might not have an option to be submitted.

      • Application Server is down, application doesn’t respond

      • Slow performance, application doesn’t respond

      • Some OSCAR modules are down, so user can not be redirected to the certain screens form the landing page

      4.4 Preconditions

      To log into Landing page with the right credentials.

      • If User is not entering proper credentials (user name / password) then Account is temporary suspended after a few attempts. In this case user has to contact OSCAR Administrator

      OSCAR server or OSCAR database is up and running.

      • In a case of sudden interruption of the connection to the OSCAR server of database, user can experience “frozen” interface of grayed out buttons of fields. In this case user has to wait until connection to the server is re-established. Then user has to verify if the record is saved (to avoid duplicate records). If record is no saved – then redo the whole record. If record is saved partially – then to add or edit information.

      4.5 Post conditions

      N/A

      4.6 Validation

      N/A

      4.7 Required fields and functions:

      N/A

      5 Users/Systems

      5.1 Systems

      Patient information mainly is located in eChart and Master Records protocols.

      The following modules of OSCAR are actively interacting with the Landing page:

      • Consultation

      • Billing

      • Tickler

      • Schedule

      • K2A

      • Reports

      • Case load

      • Resources

      • Documents

      • Appointments

      • My Residents

      • Summary (eChart)

      • Details (Master Demographic Record)

      5.2 Users

      OSCAR, landing Landing page users are mainly clinicians: (MRP doctors, residents, nurses, team assistants, receptionist, ALLIED Health, students who work in the clinic) with the correct credentials and administrative rights.

      They are using system to create medical e-records and book consultation for their patients.

      1. Super-User or Administrator with full rights:

      • Access admin part of OSCAR

      • Create accounts

      • Create groups of users based on their roles and responsibilities

      • Assign users to groups

      • Reactivate account (after account was locked or suspended)

      1. Clinicians (roles are listed above)

      2. Receptionist - same responsibilities as per current OSCAR

      5.2.1Use Case Relationships

      To Be Determined

      5.2.2Use Case Relationship Diagram

      To Be Determined

      5.2.3Use Case Relationship Description

      To Be Determined

      6 Activity Diagram

      Download attachment:

    • Landing Page Business Flow v.1.1.pdf
      

      7 Flow of Events

      7.1 Main Flow

      This section describes the main flow of the OSCAR 14 Landing Page and system responses for clinicians.

      Num.	Step	Description	System Response	User
      1	Connect to the OSCAR main page	Open in Internet browser web page: https://sfhc.oscarmaster.org:........../....	OSCAR main page with the login is opened	Clinician
      2	Log In	Enter credentials (User Name / Password)	By entering right credentials user is getting system verification acceptance	Clinician
      3	Access landing page	Landing page is presented on the screen	After successful login user is redirected to the landing page	Clinician
      4	Observe default Dashboard view	By default landing page is presented with the Dashboard view	Dashboard view contains: Ticklers Messages My Oscar messages Inbox	Clinician
      Search and Top Navigation Bar
      1	Use Search to find a patient	Type in patient’s Last and first name	Fuzzy search is filtering list of patients in real time. User can pick desired patient form the list if more than one matching criteria	Clinician
      2	Use advanced search, Drop-down next to search lists “Advance Search”	To pass other than patient name parameters use Advanced search	User can pass more parameters or use different criteria to find a patient by using advanced search. Click on dropdown list next to the Search box to get to Advanced Search.	Clinician
      3	Create new patient, Drop-down next to search lists “New Patient”	Create new patient	Click on dropdown list next to the Search box to go to “New Patient” view.	Clinician
      4	Merge Demographics		By clicking on Merge Demographic user is accessing Demographic Merge Records screen in the main area of landing page Will redirect user to Demographic Merge Records screen.	Demographic merge allows user to merge demographics where patient data has been entered into several separate charts by mistake.	Clinician
      5	Inbox		Selection the “Inbox” will display the list of inbox contents for the specific user	Clinician
      6	Consultation	Access Consultation screen	By clicking on Consultation button user is accessing Consultation List screen in the main area of landing page	Clinician
      7	Billing	Access Billing screen	By clicking on Billing button user is accessing Billing screen in the main area of landing page	Clinician
      8	Tickler	Access Tickler screen	By clicking on Tickler button can see ticklers assigned	Clinician
      Num.	Step	Description	System Response	User
      9	Schedule	Access Schedule screen	By clicking on Schedule button user is accessing Schedule screen in the main area of landing page	Clinician
      10	K2A	Access K2A view	Will open K2A view	Clinician
      11	Admin	Access Admin panel	By clicking on Admin button user is accessing Admin panel	Administrator
      Top Navigation shortcuts
      1	First icon to the left is to launch scratch pad	Icon to launch scratch pad directly from Navigation Bar.	User is launching scratch pad to create a note for the patient in focus. This note is acting as a “sticky note” for the patient.	Clinician
      2	Shortcut icon to inbox, mail and tickler	Envelope icon is launching mail box/messenger	Mailbox/messenger is opened	Clinician
      3	Messages status is displayed	Three separated number indicators to the right of envelope icon.	Numbers are indicating: All Oscar messages (Ticklers) MyOscar messages Oscar messages linked to a patient (Messages)	Clinician
      4	Current program name	Current program name with globe icon	If provider is assigned to multiple programs, program name acts as drop-down to select and switch between programs within OSCAR/CAISI	Clinician
      5	“Person” icon shows user’s information	Current user information displayed next to the “person” icon	Clicking log-in name opens to drop-down: Settings: User’s settings to customize landing page Support: Support menu item will launch a support page with OSP contact information and instructions Help	Clinician
      	Log-out	Log-out icon on far right	User can easily log out by clicking log-out icon on far right	Clinician
      Left Navigation panel
      1	Tab Appts (appointments)	Tab Appts is active by defauls	This tab represent clients assigned to the USER for TODAY’s appointments Information on the patient list: Appointment status is Color coded Appt. status badge Patient information (name) Appointment reason Appointment time	Clinician
      Num.	Step	Description	System Response	User
      2	Search box	Use Search box to narrow down patient’s list	User can narrow down patients list by passing in patient’s name	Clinician
      3	CaseLoad tab	Click on CaseLoad tab on the left-navigation panel	By clicking on CaseLoad user is getting access to the CaseLoad roaster	Clinician
      4	My Residents (select from MORE tab)	Tabs at top of patient list allow users to switch between two or more patient lists	User can see list of patients scheduled for the residents.	Clinician
      5	Customize (select from MORE tab)	Left Navigation panel customization	“Customize” launches the preferences screen for setting up the grouping and display options for the left-side menu/ patient lists	Clinician
      6	Shortcut buttons	Some buttons are presented for easier navigation	- left-facing arrow: hide patient list - refresh: manually refresh patient list data - up/down arrows: scroll through paginated patient list	Clinician
      Single Patient View
      1	Click on the patient from appointments list or Search box	Single Patient view appears in the contend are of landing page and defaulted to Summary tab (eChart)	In the main area of the landing page Single patient view is presented with the Header (patient’s name and other personal information) Sub-navigation tab that links to other modules Screen in focus	Clinician
      2	Header	Header is presented on the top of the main area across the screen.	Patient name “last, first” is displayed boldly. Right-paginated, HIN, Sex, Date of Birth and age are displayed along header	Clinician
      3	Sub-Navigation bar	Sub navigation bar is presented just below the header	Sub-Navigation bar contains following tabs: Details: Is Redesigned version of Demographic Record Summary: Is replacing eChart with all existing functionality Trackers My Oscar Apps + dropdown list	Clinician

      7.2 Alternate Flows of Events

      This section describes the alternative flow of events based on variations in the main Use Case scenario that still result in a Successful End Condition at completion of the Use Case.

      7.2.1 Alternate Flow 1

      N/A

      Num.	Step	Description	System Response	User
      1	Connect to the OSCAR main page	Open in Internet browser web page: https://sfhc.oscarmaster.org:........../....	OSCAR main page with the login is opened	Generic User
      2	Log In	Enter credentials (User Name / Password)	By entering right credentials user is getting system verification acceptance	Generic User

      
      
      

      7.3 Exception Flows of Events (Negative)

      This section describes the exception flow of events based on variations in the main Use Case scenario that result in a Failed End Condition for completion of the Use Case.

      7.3.1 Exception Flow 1

      Login with the wrong credentials

      Num.	Step	Description	System Response	User
      1	Connect to the OSCAR main page	Open in Internet browser web page: https://sfhc.oscarmaster.org:........../....	OSCAR main page with the login is opened	Generic User
      Num.	Step	Description	System Response	User
      2	Log In	User entered wrong credentials 3 times	OSCAR application cannot be opened. User’s Account will be temporary suspended.	Generic User
      3	Activate account	User contact administrator (super user) to reactivate account	Once administrator reactivates account, user can successfully log with the correct credentials.	Administrator

      
      
      

      
      
      

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