This screen allows the user to configure accounts in EncaptureMD. It is often done by EncaptureMD staff during configuration, but can be accessed by site administrators. If you have any questions, contact EncaptureMD support.
EncaptureMD has the following account structure:
- Joined Corporate Entities (optional)*
- Corporate Entity (CE) - can be a hospital system, hospital, or clinic. *
- Location
- Lab
*Must be configured by EncaptureMD support staff.
This organizational structure allows for a very flexible layout. A CE, Location or Lab can have different permissions, different report header or footer output or report format. For more detail on how to set up a CE, please read this article.
This is a test account, but the concepts are the same for a real account. The column on the left is the CE layout. It shows
- The CE
- The first location
- Multiple labs in the first location
- Applications assigned to each lab
- The second location and its labs/apps
- The third location, etc
The list can be twisted open and closed using the triangles on the left. New labs and locations can be added by clicking the Location and Lab button (7) on the top. To add a location, click the Location button and a new location will be added to the bottom. To add a lab, a location must be chosen, then click the button.
The right column changes depending on what has been selected on the left.
CE configuration
The CE configuration has more options than location or lab. Basic and Report Customization tabs are available in CE, Location and Lab. Configurations within locations override CE and configurations in labs override locations. This is useful if, for example, most of the labs use the header from the CE, but one lab is different. Set up the header in the CE and then set up a different header in the one different lab.
Basic tab
This screen defines the account name and address as well as the time zone. CE, location and lab are identical for this screen.
Report Customization
This tab is used to configure the report components. These include the header, demographics section and footer. Each of these is represented by a token that can be placed in the report by the developer. Every EncaptureMD app report comes pre-defined with these tokens.
- The Header most often goes at the top of the first page. It is the equivalent of a report letterhead. It can contain a customer logo, address, the names of the principal MD's or whatever else the customer desires. It appears only on the first page of the report and not on successive pages, although there is a way to have a 2+ page header if it is defined within the report. This is uncommon as the footer can appear on every page.
- Within the app, the report title often exists between the header and the demographics section.
- Demographics usually contains the patient's name, medical ID number and other information about the patient (age, gender, DOB) and about the study (date of study, reasons for study, billing information, etc).
- Within the app, the bulk of the report appears next. This is very app-specific.
- The Footer usually appears t the bottom of the report pages. It can repeat the patient name, ID and study date and report page numbers, but may also include the address and phone number of the customer.
The header, demographics and footer section are HTML text editors. Each can be used to create tables using a WYSIWYG method. Clicking on the <> icon will allow editing of the HTML directly. HTML tables are best left without defined widths so they float based on content. If they are locked to a pixel width or a % width, the text will try to wrap if it gets too long.
It is beneficial, but not essential to have knowledge of HTML and CSS to set up a report. Most often, editing HTML and CSS will be required to achieve the optimal result.
- Header/Letterhead - there are many possible designs, usually set up to mimic an existing letterhead. Typically, the outermost container is a table with either columns or rows. The customer logo can be uploaded into the File Manager and its URL placed into the HTML for this section in an image tag. The goal is to keep this section as short as possible to maximize the available space for the rest of the report.
- Demographics - this section comes pre-designed and can be modified at the customer's request. The most common layout is the patient's name and medical ID and study date centered above a table with 2 or 3 columns. There are a few fields that will vary based on the type of customer.
- Hospitals with more than one location and who have studies done inpatient and outpatient need the location, and in/out data.
- Practices with a single location do not need the location box nor the in/out
- Customers may or may not want the biling information in this section. Overseas customers may not use the same codes.
- Some fields like Reasons for study may be best placed in a <span> section combining multiple table cells because otherwise their text volume will distort the rest of the table.
- Footer - the footer usually contains a repeat of information found in the header and demographics. By default it contains the patient name, study date and ID, but can also contain practice or hospital data.
- Report tokens to drag into 1,2,3. These are application independent study and patient information tokens. There are a large number of tokens. Use Filter at the top to try to find the one desired.
- Preview shows what they report will look like when shown. It is NOT editable. It is also not 100% accurate and should be previewed also within the app in both the UI and in the final PDF of the report.
- There are checkboxes along the top that allow the user to enable and disable the various components.
- The body of the report is simulated, but shows varied text and HTML formatting so adjustments to CSS can be visualized.
- There are other simulators that show the way the report will look in the Editor and in the PDF.
Report Style
Report style is controlled by CSS. Unless you are very familiar with CSS and have been trained, please consult EncaptureMD support and request all changes.
Configuration
This screen allows for customization of various features that a customer may require. Most are obvious by their description. CE, lab and location can have different rules if required.
- If the report is an addendum, normally addendum text is listed at the bottom of the report. If you check this box, an additional Addendum message will be place at the top of the report.
- Spell check is activated by default for the CE. It can be disabled if desired.
- UNCOMMON - The study Report tab has a Print button. This only prints the report editor. It does NOT print the signature. Its use is for a work flow where an MD may not work within EncaptureMD, but instead is presented with a printed page they edit and sign. This is not a recommended work flow and for almost all clients, the print button should be hidden.
- Some clients wish to change the report status names for Preliminary, Finalized and Amended studies. To change, for example, "Preliminary" to "Tech Report", type "Tech Report" into the black box.
Customize tab
This tab allows for CE level functional customization.
- Patients are read-only. This checkbox should be set when the client has an HL7 integration for orders and results and the "gold standard" for patient information is the EMR and not EncaptureMD or PACs or the modality. It prevents end users from modifying patient information. When this is active, the
- Patient class is the found on the Study tab. This includes studies done as an inpatient, outpatient or done in the emergency department. Often it can be used as the default value, but can be configured to only represent what the customer needs, e.g. a hospital may need In, Out and ER, but a clinic may only need Out.
- Date and time formats. This is the default format. Applications can represent dates and times in different formats as necessary. This applies to display of platform date/time and default app date/time formats.
- By clicking this checkbox, it disables end users from editing referring doctor data and only allows administrators to perform this action. This setting minimizes duplicates and other errors that can occur when all users have the ability to edit this data. It is also useful when this information is provided by EMR or another external system considered the gold standard.
- Contact types are patient-related. Contacts are listed on the patient tab in EncaptureMD. This list allows an end user to select the type defined
6. Reasons for study cancellation is related to timing events associated with nursing documentation.
Security
- The session timeout controls the auto-logout feature. There are other time outs associated with labs - an echo auto timeout will be very different from an invasive nurse documentation logout. This value is the default and will be applied when the user does not have a study open.
- Disabling the report sign off means the a user with signing privileges can sign a study without entering their password. This should be checked only when the customer asks for it specifically as it can cause a user who is mistakenly logged in as someone else to sign incorrectly. This can happen when the previous user on a workstation forgets to log out and the new user sits down without re-logging in. If the account is using AD/LDAP, this is not a concern.
- Require one time password (OTP)
- Send user an email... is
- Restrict access to...IP address list
Study Tags
Study tags, settable by the end user on the Study tab, are configured here by an admin user. See full article on Study Tags to learn how to use this feature.
