archive viewer - zeiss · windows 8.1 (64 bit) or windows server 2008 r2 (64 bit) with service pack...

FORUM

IT manual

FORUM® ArchiveFORUM® Viewer

Software version 4.1

Scope This IT manual applies to FORUM version 4.1.

Information about themanufacturer

Subject to changes in design and the scope of delivery, as well as further technical developments. Printed in Germany.

© Carl Zeiss Meditec AG 2016

Carl Zeiss Meditec AGGoeschwitzer Str. 51-5207745 JenaGermany

Email: [email protected]: www.zeiss.com/med

FORUM Chapter overview

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Chapter overview

Introduction 5

Symbols 5

Trademark notices 6

CE conformity 6

Information on this IT manual 6

Safety measures 7

Connection to data networks 7

Notes on the hardware platform 7

Data backup 8

Software installation 9

General guidelines 9

Hardware and software configuration 10

The FORUM server 12

Installing / updating / uninstalling the FORUM client application 18

Teleservice software 25

Configuring FORUM 26

General information 26

Starting FORUM client application (initial login) 26

Managing users 28

Selecting storage locations 36

Connecting devices (AET Administration) 38

Setting up forwarding for documents 46

Rights administration for Workplaces 49

Patient ID Configuration 50

Accession No. configuration 52

Chapter overview FORUM

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Service Tool 53


Setting the language 54

Data backup 55

Tools 58

Settings 61

Help 69

Troubleshooting 70


Malfunctions 71

System messages 74

FORUM hospital IT connection (external archive) 75


Configuring VNA support 76

Index 79

FORUM Introduction

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Introduction

Symbols

The following information symbols are used in this IT manual:

– Listings

Prerequisite for an action

• Prompt for an action

Result of an action

Additional information and tips.

Functions that require an additional license are shown by a bar:

If a described function relates to an additional license, the "Option" field is also highlighted.

The following symbols are used on the DVD label:

Option

Please follow the Instructions for Use.

Manufacturing date

Manufacturer

Introduction FORUM

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Trademark notices

The following trademarks are used in these Instructions for Use:

– "VMware" is a registered trademark or brandname of VMware, Inc. in the USA and/or other countries.

– "Windows"® is a registered trademark or a brandname of the Microsoft Corporation in the USA and/or other countries.

– iPad®, Mac® and Macintosh® are registered trademarks of Apple Inc. in the USA and other countries.

– Intel and all other Intel trademarks or Intel trademarks to which reference is made, are trademarks of Intel Corporation in the USA or other countries.

CE conformity

The product meets the essential requirements stipulated in Annex I of the 93/42/EEC Directive governing medical devices. The product is marked with:

Information on this IT manual

All activities and functions described in this IT manual may only be performed by a ZEISS Service technician or a local system administrator with established knowledge of the administration of hardware, operating systems, and com-puter networks.

Notes on the basic operation of FORUM and its functions can be found in the separate Instructions for Use.

0297

FORUM Safety measures

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Safety measures

Always note the "Safety measures" chapter of the FORUM Instructions for Use as well.

Connection to data networks

With data that the software sends into the data network or data available in the data network, there is the danger that they may be falsified or transferred incompletely. Therefore, no liability can be accepted for the correctness of the data.

The operator of the data network is responsible for compliance with the legal requirements regarding data protection and for the protection of personal rights.

Notes on the hardware platform

Use of an inappropriate hardware platform may impair the function of the software. The operator is responsible for the correct selection and function of the hardware (see information about "Hardware and software configuration" on page 10).

Safety measures FORUM

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Data backup

RA402 The operator of the software is responsible for regular data backup to protect the data.

FORUM provides a utility program for performing file backups. Please contact ZEISS Service if you wish to back up the FORUM database during continuous operation.

FORUM Software installation

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Software installation

General guidelines

All installation and configuration work described in this chapter should only be performed by a system administrator.

Prerequisite The FORUM server has been successfully installed and is running.

The FORUM server can only be installed/uninstalled by an authorized ZEISS Service technician. Contact ZEISS Service for this.

For installation work:

The user logged in to the Windows® operating system has administrator rights.

For installation on a computer forming part of a network domain, all required administration information must be available.

Software installation FORUM

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Hardware and software configuration

RA302 If the computer on which FORUM is installed does not meet the minimum hardware requirements, or if an incompatible operating system is used, this may lead to restrictions in the operation of FORUM. Therefore, ensure that the hardware used meets the requirements and that only the operating systems indicated in this manual are used.

Hardware

The computer (both the server and workstation computer) on which FORUM is being installed must meet the following hardware requirements:

PC: Intel®Core™ i5-750 or similar

Macintosh: Hardware requirements according to the system requirements of

OS X 10.11, El Capitan

General: Available, i.e. free, memory (RAM): min. 4 GB

If the FORUM server and FORUM client application are running on the same computer, at least 8 GB of RAM are recommended.If FORUM Workplace Plugins are installed, more RAM may be necessary. You can find information on this in the respective Instructions for Use.

min. 8.0 GB of free hard drive space

Network connection

Keyboard and mouse

min. 1280 x 800 pixel screen resolutionA screen resolution of 1680 × 1050 pixels or higher is recommended.

The use of a 4K monitor requires a 64 bit operating system.


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Additional requirements for workstation computers:

Graphics card with at least 256 MB of RAM

RA502 If FORUM is used for subsequent medical assessment or review of diagnostic data, it is the duty of the operator to ensure that suitable monitors are used.

Software

Server

The computer that is to be used as the server must have one of the following operating systems:

Windows 7 (64 bit) with Service Pack 1 orWindows 8.1 (64 bit) orWindows Server 2008 R2 (64 bit) with Service Pack 1Windows Terminal Server 2008 R2 (64 bit)Windows Server 2012 R2Windows 10 (64 Bit)

The FORUM server can also be run in a virtual environment via VMware vSphere®5.0.0 (ESXi). The FORUM server hardware and software require-ments must be met for this. We recommend allocating the necessary resources explicitly to the virtual machine running the FORUM server in order to achieve the best performance possible.

Workstation computer

Every workstation computer must have one of the following operating systems:

PC Macintosh

Windows 7 (32 bit and 64 bit) with Service Pack 1

Windows 8.1 (64 bit)

Windows Server 2008 R2 (64 bit) with Service Pack 1

Windows Server 2012 R2 or

Windows Terminal Server 2008 R2 (64 bit)

Windows 10 (64 Bit)

OS X 10.11 (El Capitan)


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The FORUM server

Utilities

After installation of the FORUM software on the server, a folder is created in the start menu of the Windows® operating system in which the utilities for FORUM are available. The default path to the utility programs is:<Start><All Programs><FORUM from ZEISS>.

FORUM Viewer Uninstaller

Starts the uninstall wizard for the FORUM Viewer.

FORUM Viewer Opens the FORUM Viewer

FORUM Archive FORUM Archive Uninstaller

Uninstalls the FORUM server.

The FORUM server can only be unin-stalled by an authorized ZEISS Service technician. Contact ZEISS Service for this.

Service Tool Opens an additional program which can be used to back up data or restore saved data as well as to perform various system configura-tions.

In addition, the Service Tool contains important tools for ZEISS Service technicians and adminis-trators.

See chapter "Service Tool" on page 53ff.

Start Server Starts the FORUM server.

The TrayIcon first turns yellow and then green. The database is ready to be accessed by the FORUM client application.

Start TrayIcon Displays the TrayIcon in the taskbar of the Windows® operating system. The TrayIcon shows whether the FORUM server is running. See section "TrayIcon" on page 13.

Stop Server Stops the FORUM server.

The TrayIcon first turns yellow and then red. Access to the database is no longer possible.


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TrayIcon

Displaying TrayIcon

To show whether the FORUM server is running, a TrayIcon is displayed in the information area of the taskbar. This TrayIcon is green if the FORUM server is running. It is red if the FORUM server is stopped.

Should an error occur on the FORUM server, a red exclamation mark appears. In this case, ZEISS Service must be informed.

The TrayIcon has to be manually activated whenever the computer is restarted:

Actions • Select <Start><All Programs ><FORUM from ZEISS><FORUM Archive><Start TrayIcon>.

• If necessary, confirm the safety prompt.

• Click on the icon in the taskbar at bottom right.

• Click on <Customize...>.

• Select "Show icon and notifications" from the drop-down list box for "Java(TM) Platform SE binary".

• Confirm the setting.

Result The TrayIcon appears in the taskbar of the Windows® operating system.


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Hiding the TrayIcon

If necessary you can hide the TrayIcon:

Actions • Right-click on the TrayIcon and select "Exit".

Result The TrayIcon in the taskbar disappears.

Starting/stopping FORUM server

The FORUM server will usually start automatically following computer start-up. However, if the FORUM server has to be stopped and/or started manually, proceed as follows:

Stopping FORUM server

The FORUM server can be completely stopped so that data in the database can no longer be accessed.

It is recommended that all FORUM client applications accessing the FORUM server be closed before stopping the server.

Actions • Select the "Stop Server" utility (<Start><All Programs><FORUM from ZEISS><FORUM Archive><Stop Server>) from the start menu of the Windows® operating system.

Alternatively, right-click on the TrayIcon and select "FORUM Server" and then "Stop Server".

Result The FORUM server is stopped. The TrayIcon first turns yellow and then red. The FORUM database can no longer be accessed.

Starting the FORUM server

Actions • Select the "Start Server" utility (<Start><All Programs><FORUM from ZEISS><FORUM Archive><Start Server>) from the start menu of the Windows® operating system.

Alternatively, right-click on the TrayIcon and select "FORUM Server" and then "Start Server".

Result The FORUM server is started. The TrayIcon first turns yellow then green. The FORUM database is now available for editing.


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Activating licenses

Requesting base license file

The license files required to enable correct function of the software must be requested from Carl Zeiss Meditec AG. The files are only suitable for installa-tion on the computer used to create the request file:

• Create a file containing the MAC address of the computer on which the FORUM server should be installed:

• Execute the command "ipconfig /all > C:\Temp\MAC.txt" in the command shell.

• Send the file together with the certificate number and activation ID of each license certificate you received to the following email address: [email protected]

You will then receive the license files within 1–2 days.

Activating base licenses

For the FORUM client application to be able to establish a connection to the FORUM server, the base license files must be stored on the server.

An error message is displayed if you try to access FORUM without having saved a valid license file to the installation path.

Actions • Save all license files to the installation directory (the default installation path for FORUM is: C:\Programs\CZM\FORUM).

• Restart the server or read the licenses in with the Service Tool (see section "Read License Files" on page 58).

Result All functions activated via the stored license files are available for the user at next login to the FORUM server.


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Requesting optional licenses

Licenses for expanding the functional scope of FORUM can be ordered from ZEISS by email. Various information is required for ordering, which is stored in the FORUM client application.

Proceed as follows to order new licenses:

Actions • Select the menu item <Help><About...> in the FORUM client application.

• Click <Copy>.

• Paste the copied contents into an email and send this to the following address, stating the number of licenses desired:[email protected]

Result You will receive the license files within 1–2 days.

Uploading optional licenses

Only one license file can be loaded onto the server at a time. To load multiple license files, the process will need to be repeated.

Prerequisite There is a valid license file with file extension *.lic.

Actions • In the FORUM client application, select <Help><Upload License File>.

• Specify the path for the new license file:

• Click <Upload>.

Result The license is loaded onto the server in the FORUM installation directory.

If additional licenses have been loaded onto the server, these are automati-cally read in over night. FORUM functions are then available the following day with no need to restart the FORUM server.If necessary, it is also possible to manually trigger reading of new licenses at any time (see section "Read License Files" on page 58).

Functions that are activated through floating licenses (e.g., the functions of the optional FORUM Workplace Plugins) are only available to the user if the number of users specified in the associated license has not yet been reached when the user logs in.


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Installing additional language packages

FORUM is only delivered with German and English language packs for the user interface. Additional languages can be installed afterwards. Additional languages are located in the ZEISS Software Download Portal (www.zeiss.com/med/sdp) or on a separate medium that is delivered together with FORUM. After successful completion of the installation, the newly installed languages can be selected in the User Administration.


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Installing / updating / uninstalling the FORUM client application

The FORUM client application provides the user interface for access to the FORUM database. It can be installed both on the same computer as the FORUM server (e.g., for the basic configuration of FORUM) and on worksta-tion computers located on the same network. The procedure is identical for installation on the server and on the workstation computers.

Installation options

Windows®

If the FORUM client application is installed with administrator rights, the desk-top icons and menu options created are visible to all users. When selecting the installation directory, ensure that all subsequent users are entitled to launch programs from there. This is normally the case for the default installation directory suggested by the program.

Mac OS

If the FORUM client application is to be installed such that it is visible to every computer user, administrator rights are required for installation.

When it is installed on a Mac, a desktop icon is only created for the user who is logged in during installation. For all other users the link must be created manually. To do so, create an alias file for the FORUM client application in the installation folder (right mouse click) and move it to the desktop.


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Configuring firewall

Windows®

On Windows® the firewall settings must be adjusted in such a way that the FORUM client application is entered in a local firewall as an exception. The following installation files must be included as exceptions: <Installation path of the client application>\FORUMViewer.exe

If the local firewall is configured in such a way that the user is asked whether connection of the above-mentioned applications is permitted, the user must accept this.

Mac OS

Under Mac OS, the local firewall must be configured not to block incoming connections. If, when the FORUM client application starts, the user is asked whether incoming network connections are to be allowed for Java, the user must accept this.

Performing installation

Prerequisite The workstation computers are connected to the server via a network.

The hostname (or IP address) of the server is known.

The computer must meet the requirements of section "Hardware and soft-ware configuration" on page 10.

Opening the browser installation file

The installation file for the FORUM client application is supplied on the instal-lation DVD. The file can also be opened from the FORUM server via the browser:

Actions • Enter the host name or IP address of the server in the address field of the web browser ("http://hostname:8080" or "http://IP address:8080") and press the <Enter> key.

• Click on either "Download Installer for Windows System" or "Download Installer for Mac System", depending on the operating system, to start the installation file download.


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Depending on the browser settings, either a window is displayed prompt-ing the user to save or execute the file, or the file is executed directly.

• Select a save location if required.

• Run the program.

• Acknowledge any warnings from your firewall.

The FORUM software start page opens.


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Installation wizard

When opening the installation file from the browser, the installation wizard may launch automatically depending on the browser settings. If it does not, launch the wizard from either the installation DVD or the relevant save location:

Actions • In the "FORUM-Viewer" folder, double-click on the file FORUM-Viewer.exe (Windows® operating system) or FORUM-Viewer.tar.gz (Mac).

Result The installation wizard is started.

The FORUM installation wizard guides you through the installation process and requests the relevant installation parameters:

– Installation directory:If the FORUM client application is installed in the preselected directory on the Windows® operating system, the program is visible to all users of the computer. If the program is to be visible to a specified user only, or if multiple users on the same computer should be able to use the automatic log-in function, the FORUM client application must be installed below the respective user directory.

– IP address of the FORUM server which is to be accessed with the FORUM Viewer:FORUM will search the local network for available FORUM servers. The IP addresses of all FORUM servers found are available for selection. If only one FORUM server exists on the network, its IP address will be selected automatically.

– Default directories:The preselected default directories can generally be accepted.If the default directories are changed, it must be ensured that the directo-ries given are not write-protected.Directories or system environment variables can be used (the latter must be enclosed within "%"s). On program launch the environment variables are replaced by the values currently valid for that user.

After the installation is complete, the FORUM client application ("FORUM Viewer") can be opened via an icon on the desktop or via the Start Menu.


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Unsupervised installation ("silent installation")

It is possible to install the FORUM Viewer on workstation computers without user input using a special installation routine. This form of installation is designed for the use of programs for central, automated software distribution and is only appropriate for experienced system administrators.

The parameters necessary for unsupervised installation, such as the installa-tion directory, must be stored in the installation program. This can be done either via the command line or via a configuration file (install.varfile) that con-tains the necessary information.

Actions Preparation:

• Copy the FORUM Viewer installation file (FORUM-Viewer.exe) into a ded-icated folder: e.g. c:\silentinstall.

• Create a text file in this directory and rename it to "install.varfile" (without .txt extension).

• Open the file with the text editor and insert the following content:

sys.installationDir=<path to the installation directory>serverURL=http://<FORUM server ip]:[server port>userHomeDir=<path to the user home directory>tempDir=<path to the temporarily files directory>

The following parameters for the following keys have to be entered instead of the content between the angle brackets:

Parameter Explanation Default Value

sys.installationDir The path where the FORUM Viewer will be installed on the Client Machines.

C:\Program Files (x86)\CZM\FORUM Viewer

serverUrl The URL (IP address) on which to reach the FORUM server.

no default, thus has to be entered

userHomeDir Used to store parameters of the application, e.g. the last position of the application. Can be modified to an absolute path.

the environmental variable "%USERPROFILE%"

tempDir Used to store parameters of the application, e.g. Bitmaps and Images cached. Can be modified to an absolute path.

the environmental variable "%TMP%"


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Execution:

• Open the Windows® prompt (cmd.exe) with administrator rights.

• Browse to the directory of the FORUM Client Installation File: e.g. "cd c:\silentInstall\"

• Execute the following statement:FORUM-Viewer.exe -q -VserverUrl=http://<IP address FORUM Server>:8080/

To test the silent installation it is possible to add an additional parameter:FORUM-Viewer.exe -q -splash "Progress" -VserverUrl=http://<IP address FORUM Server>:8080/In this case, the installation progress will be displayed in a separate window.

Result The FORUM Viewer application is installed on the relevant workstation computers.

In order to verify that installations were successful, test-start the installed FORUM client applications.


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Update

As of version 4.0, the FORUM client application automatically updates on startup if a new version is available on the server.

Older versions first require uninstalling and then reinstalling the new version.

Performing uninstallation

An English-language wizard assists you through the uninstallation process.

Actions • Start the uninstall wizard via <Start><All Programs><FORUM from ZEISS><FORUM Viewer Uninstaller>.


Result The uninstall wizard is started.

The wizard guides you through all steps of the uninstallation process.


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Teleservice software

Carl Zeiss Meditec AG provides teleservice software ("Netviewer Participant") to ensure rapid resolution and elimination of malfunctions and problems. This software provides service personnel with external access to the computer for analyzing problems.

To ensure that the service software is available in the event of malfunctions, we recommend saving it centrally on the server and the workstation comput-ers. To do this, copy the "NV_Meet_Participant_EN.exe" file from the installa-tion DVD to an easy-to-find folder on the local hard drive of the relevant computer.

The service software can also be downloaded to the relevant workstation computer via the start window of the FORUM client application:

Even if the service software has been saved to the computer, external access to the computer is only possible by launching the program and entering the login data given to you by Service over the phone. The login data is valid for only one session.

Configuring FORUM FORUM

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Configuring FORUM

General information

All configurations described in this chapter require administrator rights for the user logged on to the FORUM client application.

Starting FORUM client application (initial login)

Prerequisite The FORUM server is running and connected to the network.

The necessary licenses are installed on the server (see section "Activating licenses" on page 15).

The FORUM client application has been installed on the computer to be used.

ZEISS Service has provided product instruction, and login data exists for the user account with administrator rights created in the process.

Actions • Open the FORUM client application ("FORUM Viewer") either by clicking on the icon on the desktop or via the start menu: <Start><FORUM Viewer>


• Enter the login data of the initial user account, paying attention to capitalization.

It is not recommended to save the login data of the initial user account. The initial user account should only be used to create a new user account with administrator rights, which will be used for FORUM configuration.

FORUM Configuring FORUM

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Result FORUM Viewer starts with the Patient Directory.

The user account will be permanently locked after three failed login attempts. Therefore we strongly advise creating a second user with administrator rights directly after starting the software for the first time (see section "Creating a new user" on page 35).Having two administrator accounts ensures that the data can still be accessed if one administrator account has been locked. A user with administrative rights can unlock another user's account.Avoid using the predefined user in everyday operation. If this user is locked in addition to all other users, there is no more access to FORUM!


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Managing users

FORUM provides user administration that allows an unlimited number of users to be created. It also allows different rights to be assigned to the individual users for operation of the software and provides for user-specific pre-settings.

The number of users who can access the FORUM database at the same time is limited by the number of installed user licenses. Irrespective of this, for tech-nical reasons essentially no more than 50 users can access the database at the same time.

User rights

A distinction is made between administrative rights ("Admin"), editing rights ("Editor"), and read-only rights ("Reader" or "EMR reader"). Administrators have unrestricted rights, i.e. they both access the contents of the database and configure software. Editors and Readers have limited rights. The follow-ing table contains detailed information on this.

Once user rights are assigned, they cannot subsequently be changed. If a user needs to be granted other user rights, a new user account has to be created.


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The following table lists the different rights:

= available = available on a limited basis = not available

Menu item Administrator Editor Reader EMR reader

Patient Patient Directory

Document Display

Worklist a)

a) Not possible: create/delete new patient, edit patient data

Patient Administration

DICOM Import

System Messages

Forward Documents

Storage Locations

AET Administration

User Administration b)

b) Only viewing and editing user's own data. No change for access to the optional"FORUM Glaucoma Workplace" software module is possible.

b) b)

Procedure Codes

Configuration Administration

Show icons (e.g. OCT scans)

Workplace Administrationc)

c) Only available if an optional FORUM Workplace Plugin is installed.

Help Info

User manual

Online help

Logging

Upload License File


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A user with administrator rights can see all created users in the user list, create new users, or change user settings. In addition users with administrative rights can log off other users who have forgotten to log off from another computer from the system, thus releasing licenses. An administrator can also unlock user accounts that have been locked by FORUM following three incorrect pass-word entries and can activate new licenses.

A user with editor rights can only view and edit his or her own settings.

A user with read-only rights cannot change system settings. That user has no access rights via the FORUM client application of the product variant "FORUM Archive".

User rights in EMR-controlled environmentsIf FORUM is connected to an EMR system, the diagnostic workflow can be controlled from the EMR system. In this case, a patient or a particular docu-ment are selected in the EMR system and transferred to FORUM in conjunc-tion with the attending physician’s user data. If in a case such as this one, a patient change in FORUM Viewer is not possible, the users can be assigned the user group "EMR reader". Users in this group can exclusively view or add to the data of patients called up from the EMR system; a change of patients in FORUM is not possible.

User-specific pre-settings

The user interface language can be preset for each user. On login the user interface will automatically appear in the user's assigned language.

A freely selectable user name is created for each user. The name is entered every time the user logs in and appears in the message list of system-relevant events.

To avoid waiting times when opening documents in the Document Display, it is possible to set for each user whether the documents should be displayed in their original quality ("STANDARD") or compressed ("MEDIUM" or "SLOW"). The setting should be selected according to the bandwidth available on the network.

This setting merely determines the quality with which the respective docu-ment will be displayed in the Document Display. The documents are always stored in their original quality in their storage locations. The original quality is also preserved when saving a document to a different location (the "Save as" function).

The search method used when entering a character string in the search field in the Patient Directory, the Worklist, or the Patient Administration is also


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user-specific. A distinction is made as to whether the character string entered for a search is to be found within a name field or the patient ID, or whether the surname or patient ID should begin with the character string entered.

Furthermore, many of the user's individual settings, such as the last folder selected for importing files, or the categories shown, are stored permanently while he or she works.

To access user administration, select the <System><User Administration> menu item.


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Specific buttons

Input fields/settings

New Password Opens the input window to change the current password. The new password must have at least eight characters. For security reasons the password must be entered again.

After the password of the user who is currently logged in is changed, the user is automatically logged off. To continue working the user must log in again with the new password.

Unlock Unlocks a locked user following three failed password entries.

Log out user Logs off a user who is logged in.

This is required if a user has accidentally failed to log off or has logged in to multiple computers, for example. Since the total number of users that can log in to FORUM is limited, licenses can be released in this way.

If the user to be logged off is logged in to several computers, the following dialog allows selection of a specific computer for logoff.

User Name The name with which the user logs in. Any name can be chosen.

The user name of the currently logged in user is displayed in the top right menu bar of the FORUM client application. This name also appears in the message entered into the message list for every system-relevant event.

Active This checkbox can be used to activate or deactivate a user. Users can only log in to FORUM if they are activated.

Once created, users can no longer be deleted. User accounts that are no longer used should be deactivated.

First Name The complete name of the user is only visible in User Admin-istration and is only for information purposes (which person uses which user name?).

Last Name

Password Password to authenticate the user when logging in.

The password must consist of at least eight characters.

Repeat Password To ensure the correct spelling, the password entered in the "Password" box must be entered again in this box.

User group Editor Details on the user rights: see section "User rights" on page 28.Admin

Reader

EMR reader


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Glaucoma Workplace AccessRetina Workplace AccessCataract Workplace Access

If one or more of these checkboxes are activated, the user has the option of accessing the functions of the correspond-ing optional FORUM Workplace Plugin.

All checkboxes are activated by default.

The checkboxes for these functions can also be acti-vated when the corresponding Workplace Plugins are not installed. However, the functionality is not then available for the user.

Toolbar search field

Search in all Name Fields and Patient ID

If this radio button is activated, all name fields and/or patient IDs are searched for the char-acter string entered in the "Patient Name/ID" field. All patients are displayed whose names or patient IDs contain the string entered in any position.

Search in Last Name and Patient ID

If this option button is activated, the character string entered in the "Last Name/ID" field is searched for at the beginning of patient sur-names and/or patient IDs. All patients with last names or patient IDs beginning with the entered character string will be displayed.

Language The user interface language can be individually set for each user.

All installed languages are available for selection. By default only German and English are available; if necessary, addi-tional language packages must be installed (see page 17).

Image Transfer Quality Settings

To avoid waiting times when opening documents in the Document Display, it is possible to set for each user whether documents should be displayed in their original quality or compressed. The setting should be selected according to the bandwidth available on the network:


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Additional List Fields

Available speed of transmission

STANDARD The image data is displayed in their original quality in the Document Display.

This setting requires a high transfer speed on the network (at least 100 Mb).

MEDIUM The image data is retrieved from the server as compressed *.jpg files (0.8 bit/pixel) and dis-played with slightly reduced quality in the Document Display.

This setting makes sense for networks with DSL transfer speeds.

SLOW The image data is retrieved from the server as compressed *.jpg files (0.5 bit/pixel) and dis-played with significantly reduced quality in the Document Display.

This setting makes sense for networks with UMTS/LTE transfer speeds.

Workplace Access Identification of the FORUM Workplace Plugins whose functions are activated for the respective user:a)

a) The corresponding functions are only actually available for users if the respective Workplace Plugins and corresponding licenses are installed on the FORUM server.

G FORUM Glaucoma Workplace Plugin

R Retina Workplace Plugin

C FORUM Cataract Workplace Plugin

Status Possible statuses:

– logged in x time(s)(x = number of computers on which the user is logged in to FORUM)

– logged off(The user is not currently logged in to FORUM)

– locked(The user has entered his or her password incorrectly three times in a row and as thus been locked by FORUM. The user cannot log in until that account has been unlocked by an administrator.)

– deactivated(The "Active" checkbox in the user settings has been deactivated; the user can no longer log in to FORUM.)


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Creating a new user

Create a new user as follows:

Actions • Click on <New> in the "User Administration" dialog box.

• Enter the name the user should use to log in into the "User Name" input field.

• Enter a password with at least eight characters into the "Password" input field.

• Enter the selected password a second time in the "Repeat Password" input field.

• Select the desired user group (see section "User rights" on page 28).

• Click on <Save>.

Result The new user has been created and appears in the user list.


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Selecting storage locations

The complete data on all patients managed in FORUM is stored in DICOM files. These files are held in a preset folder. The FORUM database does not store the complete DICOM files, but only the path to these files, low-resolu-tion thumbnails of the documents they contain, and the patient master data. FORUM automatically reads this information when importing or reading DICOM files.

By default, the DICOM files are saved to the directory specified during instal-lation. However, the storage location can be changed, e.g. if a separate drive should be used as the storage location, or if the selected storage location is full. The active storage location is indicated by the checkbox in the "Active" column.

Storage locations used can be either the server's own hard drive or external drives connected to the server. At least 3 GB of free storage capacity must be available on the storage location given.

To access storage locations management, select the <System><Storage Locations> menu item.

Prerequisite The desired storage location has at least 3 GB of free storage.

The requested target folder exists on the storage medium.

The user has write permission for the target folder.


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Input fields

One storage location can be specified as the active storage location from the list of all storage locations. All new DICOM data is saved to this location. This setting can be changed at any time.

Once created, a storage location can only be deleted if it does not contain any files referenced in the database.

Name Name of the storage location. Any name can be chosen, and it can be changed at any time.

Path Path to new storage location on the server.

Note for configuring a workstation computer:The path indication always refers to the server or to drives connected to the server. That is, "C:" is not the local hard drive, but rather the hard drive of the server.


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Connecting devices (AET Administration)

General information

For FORUM to be able to communicate with other medical technical systems (devices, applications, or other systems integrated into the local network), the corresponding systems and FORUM must be configured for data exchange.1 The configuration is done by addressing the system in FORUM and addressing FORUM in the connected system. This is done using the IP address and param-eters uniquely describing the particular system.

AE Title (AET2) and the port of the FORUM server are specified by FORUM. This information is required to configure FORUM on other systems. If neces-sary, e.g. if a connection with a remote FORUM system is to be established, the parameters can be changed.

AutoConnect™-enabled systems can be configured automatically. In this pro-cess, compatible systems are automatically detected, and all data relevant for connecting FORUM and the system is exchanged. This can run automatically in the background or upon user request.A BONJOUR service is necessary for automatic configuration.

You can reach the device manager via the menu item<System><AET Administration>.

1) Licenses for options are necessary for configuring multiple systems, non-ZEISS devices and/or applications, and remote FORUM systems.

2) AE = Application Entity


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Local AEs (FORUM server)

FORUM server parameters are stored in this area. These parameters are required to configure FORUM as a communication partner on other systems.

Some systems need different communication addresses to save data and for the Worklist. The "Local AEs (FORUM server)" has two fields for each param-eter for this situation.

Input fieldsArchive Parameters for saving data.

AE Title Unique name of the FORUM server. The predefined name only needs to be changed if FORUM is to be connected to another FORUM system.

The AE Title can contain at most 16 characters.

The name is case-sensitive!

Port Port number


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Configured AEs (devices)

The parameters of systems to be connected to FORUM are stored in this area.

Input fields

Separate AET for worklist

Parameters for creating a Worklist, i.e. scheduling jobs.

If the configured systems do not require a second communi-cation address for the Worklist, the checkbox for this AET can be deactivated.

In most cases no change is needed in this area.

AE Title Unique name of the FORUM server.

The name is case-sensitive!

Port Port number

Hostname Name of the server in the local network.

The server name cannot be changed.

AutoConnect configuration

Automatic FORUM continually searches the local net-work in the background forAutoConnect™-enabled systems. If a new system is discovered that is not configured in FORUM, the parameters needed to connect FORUM and that system are automatically exchanged, and a connection is established.a)

See also section "AutoConnect™ configura-tion" on page 42.

a) The number of configurable systems depends on the number of available licenses forthem.

Manual After the user initiates a search query, FORUM searches for AutoConnect™-enabled systems available in the local network. The systems detected can be selected for automatic con-figuration.

See also section "Manual" on page 42.


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Specific buttons+ AutoConnect FORUM searches for AutoConnect™-enabled systems avail-

able on the local network that are not yet configured in FORUM.

See also section "Manual" on page 42.

+ Manual Configuring a new system by manually entering all necessary parameters.

See also section "Connecting systems manually" on page 43 and section "AutoConnect™ configuration" on page 42.

Edit Opens the Edit window for the configuration parameters of the selected system.

Only the name and capabilities of systems that can be con-figured via the AutoConnect™ function are available.

You can find explanations of the individual input fields in section "Connecting systems manually" on page 43.

Delete Deletes the selected system from the list.

A configured system can only be deleted if it is not used for automatically forwarding documents and if no data from another FORUM system is loaded (see also section "Setting up forwarding for documents" on page 46).

Test connection Tests proper functioning of communication between FORUM and selected system.


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AutoConnect™ configuration

For systems connected to FORUM via the AutoConnect™ configuration, the "Modality Worklist User" and "Automatic Orders" functions are already pre-set. These functions can however be manually deactivated at any time.

Automatic

If the "Automatic" option is selected in FORUM in the AET Administration for "AutoConnect configuration", FORUM searches the local network continually in the background for new AutoConnect™-enabled systems on the local net-work. As soon as a system is found that is not yet configured in FORUM, all parameters required for connection are exchanged with the system: The system is configured in FORUM and the FORUM data is stored on the system. The connection is established automatically so that the system is immediately available for data exchange with FORUM.

Manual

If the manual method is selected for "AutoConnect configuration", FORUM only searches for new AutoConnect™-enabled systems upon request:

Actions • Click on <+ AutoConnect>.

FORUM searches for AutoConnect™-enabled systems available on the network that are not yet configured in FORUM. All systems found are listed.

• Select the desired system from the list.

• Click on <Add>.

Result All parameters required for connection are exchanged between FORUM and the system. The system is automatically configured in FORUM, and FORUM is automatically configured in the system.

The connection is established so that the system is immediately available for the creation of orders in FORUM.


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Connecting systems manually

Configuring system in FORUM

Prerequisite The system to be connected meets the DICOM standard.

The system is connected to the FORUM server via a local network.

A corresponding license is installed (see section "Activating base licenses" on page 15).

When connecting to another FORUM system:If multiple FORUM systems are connected to each other, each must have a unique AE Title. That means that the preset AE Title must be changed manually for every other FORUM server during install (see also section "Connecting devices (AET Administration)" on page 38).

Actions • Click on <+ Manual>.


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• Enter the data of the system to be configured:

Result The new device is incorporated into the list of configured AEs. It is now available for data exchange with FORUM.

Name Name of the system.

Any name can be chosen. The name must be unique.

AE Title System-internal name of the device (defined in the device software). Refer to the Instructions for Use of the respec-tive system if necessary.

The AE Title may not contain more than 16 characters.

The AE Title must be spelled completely identically in the system and in FORUM (spelling is case-sensitive).

Modality Type of system

IP Address or Host Network address or host name of the system

Port Port number

Device Selection of type of system to be connected.

If the system type is incorrectly assigned, no data can be read from this system.

ZEISS device The system to be connected is a ZEISS device or application (but not another FORUM system).

Third party devicea)

a) Additional licenses are necessary for connecting third-party devices or otherFORUM systems.

The system to be connected is a device or application from a third party manufacturer.

FORUMa) The system to be connected is another FORUM system.

Capabilities Modality Worklist User

The system is to be used for order plan-ning with FORUM.

Automatic Orders Can only be activated if "Modality Worklist User" is activated.

The system should be used for the "Automatic Orders" function.


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Configuring FORUM in the system

Prerequisite The device is configured in FORUM.

Actions • Note down the following information which is shown in FORUM under "Local AEs (FORUM server)":

– the AE Title for "Archive" (case-sensitive)

– the port for "Archive"

– the AE Title for "Separate AET for worklist" (case-sensitive)

– the port for "Separate AET for worklist"

– the host name

Normally, only the "Archive" data is required to connect the device to FORUM. Some devices do however require the additional "Separate AET for worklist" data. This data is then queried from the system accordingly.

• Set up FORUM in the software of the relevant device. Refer to the Instruc-tions for Use of the respective device.

Testing FORUM communication with the connected system

Prerequisite The device is configured in FORUM.

FORUM is configured in the system.

Actions • In the list of connected AEs, click on the system to be tested.

• Click the <Test connection> button.

Result FORUM tests communication with the selected system and displays the test result in a dialog box.

If the connection test is unsuccessful, check the entered parameters and net-work connections. Click <Edit> to change the parameters if necessary.


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Setting up forwarding for documents

The "Forward Documents" function makes it possible to automatically for-ward DICOM files received by FORUM (e.g., to another archiving system). Forwarding rules can be saved for this.

Any number of forwarding rules can be defined. It is thus also possible to send incoming DICOM files to multiple destination systems.

The files can be forwarded immediately on receipt or within a defined time interval.1

Even if a file is automatically forwarded, it is additionally read into FORUM.Any messages or comments contained in the files are not forwarded.

To access the forwarding function select the menu item <System><Forward Documents>.

Prerequisite Both source and destination system are connected to FORUM (see section "Connecting devices (AET Administration)" on page 38).

The files originate from one of the following sources:

– Importing documents

– DICOM import (see page 65)

– DICOM interfaces (not from other FORUM systems)

– combined reports generated

1) An additional license is required for time-controlled forwarding of documents.


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Input fieldsForward all incoming DICOM documents

If this checkbox is checked, all DICOM data received by FORUM corresponding to the SOP class entered that comes from one of the sources listed below is forwarded to the selected destination system.

Possible sources:

– Importing file

– DICOM Import

– DICOM interfaces

– automatically produced combined reports

DICOM files loaded or imported from another connected FORUM system are not forwarded.

Source AE Title AE Title (AET) of the system whose files should be forwarded (source system).

The drop-down menu contains the AE Titles of all systems connected to FORUM.


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If automatic forwarding of files to the corresponding devices or applications fails (e.g., due to network problems), the file transfer can be repeated with the "Job Manager" in the Service Tool (see section "Job Manager" on page 58).

SOP Class UID File forwarding can be restricted to certain SOP classes.

* Preset. All files coming from the selected source system are forwarded.

Certain SOP classes can be input at this stage as filters for forwarding.

Destination AE Title

AE Title of the system to which the files coming from the source system should be forwarded (destination system).

The drop-down menu contains the AE Titles of all systems connected to FORUM.

Forwarding immedi-ately

Incoming files complying with the rules are forwarded immediately upon receipt.

The setting applies to all existing for-warding rules.

sched-uleda)

Incoming files complying with the rules are forwarded at the interval entered under "Forwarding time interval".

Forwarding time intervala,b)

from Time at which automatic forwarding of files begins according to the forwarding rules.

Only applicable if "scheduled" is selected as "Forwarding" option.

The time interval entered must be saved in order to activate it.

until Time at which automatic forwarding of files ends.

a) An additional license is necessary for time-controlled forwarding of files.b) If the time interval indicated is not sufficient to forward all files, the forwarding will

continue when the next time interval begins.


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Rights administration for Workplaces

If a FORUM Workplace Plugin is installed (e.g., FORUM Glaucoma Workplace, Retina Workplace), the corresponding configuration window for the plugin can be opened via the <System><Workplace Administration> menu item.

You can find a detailed description of the configuration options in the corre-sponding Instructions for Use of the FORUM Workplace Plugins.

Option


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Patient ID Configuration

To ensure unique identification of patients, each patient data record created in FORUM is assigned an ID and an Issuer name. The combination of the two must be unique in the system.

Both the patient ID and the Issuer name can be generated manually, semi-automatically, or fully automatically. A prefix can be assigned to the ID.

You can access patient ID configuration via the menu item <System><Configuration Administration><Patient ID Configuration>.

A semi-automatically generated patient ID and Issuer name are preset. In other words, FORUM proposes the next free number with "FORUM" as the Issuer name.

The creation mode can be changed in Configuration Administration. It is also possible to specify a prefix for the ID and to change the Issuer name.When generating patient master data via the HIS interface, a separate name can be stored for the Issuer.


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Input fieldsCreation Mode fully automatic The patient ID and the Issuer name are

specified by FORUM when a new patient is created.

The ID consists of the prefix (if specified) and a consecutive number. The Issuer name corresponds to the value specified in this field.

When the patient ID is generated fully automatically, the user cannot make any changes.

semi-automatic The patient ID and the Issuer name are specified by FORUM when a new patient is created.

The ID consists of the prefix (if specified) and a consecutive number. The Issuer name corresponds to the value specified in this field.

When the patient ID is generated semi-automatic, the user can change the sug-gested values.

manual When a new patient is created, FORUM does not specify values for the patient ID and Issuer. Both fields must be com-pleted manually by the user.

Patient ID Prefix String that is prefixed to the automatically generated number when the patient ID is generated fully auto-matically or semi-automatically.

Issuer of Patient ID When a new patient is created, information on the sys-tem from which the record was created is saved. It can then be determined whether a patient was created in FORUM or in another system. This allows patient IDs to recur. However, the combination of the Issuer and patient ID must be unique within FORUM.

The default value is "FORUM".

Issuer of Patient ID for HIS Interface

If patient master data is imported fully automatically from another system (e.g., a patient management sys-tem) via the HIS interface, this data can be marked with their own Issuer name.

The default value is "HIS".


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Accession No. configuration

Each order created in FORUM receives an Accession No. to uniquely identify it.

The Accession No. can be created semi-automatic or fully automatically.

You can access the settings for Accession No. creation by clicking on the <System><Configuration Administration><Accession No. Configuration> menu item.

By default, the Accession No. will be created semi-automatically. This means FORUM provides the next available number, which the user can however overwrite.

If the Accession No. is created fully automatically, FORUM similarly selects the next available number. However, this number cannot be changed by the user.

FORUM Service Tool

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Service Tool

General information

The Service Tool is an additional program on the FORUM server that can be used to back up data or restore saved data as well as to perform various system configurations.

You can open the Service Tool as follows:

Prerequisite The user logged in to the Windows® operating system on the FORUM server has administrator rights.

Actions • Select <Start><All programs><FORUM from ZEISS><FORUM Archive><Service Tool>.

Alternatively, right-click on the TrayIcon, select "FORUM Server", and then "Service Tool".


Result The "FORUM Service Tool" program is opened.

Service Tool FORUM

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Setting the language

The default language of the user interface following software installation is English. This default setting can be changed.

Actions • Select <Application><Change Language>.

• Select the desired language (German or English) from the "Language" drop-down list box and save your selection with <OK>.

Result The user interface language is changed.Whenever you open the Service Tool in the future, the program will be started in the selected language.

FORUM Service Tool

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Data backup

FORUM uses a MySQL database for saving all data held in the FORUM Data-base and a separate storage location for DICOM files. When performing a backup, ensure that both of these data sources are backed up.

FORUM provides a backup function enabling the data held in the FORUM database to be backed up and restored.

The operator of the software is responsible for regular data backup to protect the data. The backup should only be carried out by a technically qualified per-son.

The FORUM server must be stopped to perform data backup functions. As a result, existing connections between workstations and the server will be ter-minated. FORUM can therefore not be operated while one of these functions is being carried out. You should therefore ensure no one is working with FORUM before starting one of the "Backup" functions.For organizations which cannot shut down the server for maintenance pur-poses, ZEISS offers the option to back up the FORUM database during contin-uous operation. Contact ZEISS Service regarding this option.

Service Tool FORUM

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Performing a backup

The "Backup" function archives the following data:

– all patient data held in FORUM (metadata)

– all installed licenses and plugins

– all systems settings (user accounts, configured systems, storage locations, etc.)

– all saved messages

– all documents related to patients (DICOM files)

Actions • Select <Backup><Backup>.

• When first performing a backup, or if the given directory needs changing, select the required target directory to which to save the data.Be sure that the target directory has sufficient space available for the backup.

Result All current data (both metadata and DICOM files), all installed licenses and plugins, and all system settings and messages have been backed up to the specified directory.

The FORUM server is restarted so that you can continue working in FORUM.

FORUM Service Tool

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Restore data

All data backed up using the "Backup" function of the Service Tool can be restored.

Prerequisite A backup has already been successfully performed.

The storage location of the last backup performed is displayed as the "Source directory". The "Creation date" box lists all data backups stored in this direc-tory with the backup date and time.

Actions • Select <Backup><Restore>.

• Select the desired backup.

Result Data contained in the database (metadata and DICOM files) has been completely replaced by the data contained in the selected backup. Data not contained in the selected backup is lost.

The licenses and plugins saved in the backup have been installed.

The system configuration saved in the backup has been restored.

The FORUM server is restarted so that you can continue working in FORUM.

Service Tool FORUM

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Tools

The functions described below are available in the Service Tool under the <Tools> menu item:

Job Manager

If automatic forwarding of documents to the relevant devices or applications fails (e.g., because of network problems), the transfer of documents can be repeated using "Job Manager" in the Service Tool.

Read License Files

Should additional licenses have been acquired and stored in the FORUM installation directory, they will be automatically read in overnight. FORUM functions are then available the following day with no need to restart the FORUM server.

Alternatively you can always manually trigger reading of new licenses at any time:

Actions • Save the license files to the installation directory (the default installation path for FORUM is: C:\Programs\CZM\FORUM).

• Select <Tools><Read License Files>.

• Confirm by clicking on <Yes>.

Result All license data stored in the installation directory is re-read. The associ-ated functions will be available for the user next time he or she logs onto the FORUM server.

Licenses installed can be viewed in the FORUM Viewer under <Help><About...>.

FORUM Service Tool

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Create Patient IDs

If several patients without Patient IDs exist in FORUM, for example after data has been migrated, this function can be used to assign a Patient ID to these patients automatically and in a single step.

The automatic generation of patient IDs is only possible if Patient Creation is set to "fully automatic" or "semi-automatic" (see "Patient ID Configuration" on page 50).

Number of Patient IDs to be created

Number of patients to whom a patient ID is to be automat-ically assigned.

The creator and prefix used are set in "Patient ID Configura-tion" (see page 50).

Service Tool FORUM

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Database Synchronization

For each patient, the FORUM database contains information about the files relating to this patient (number, storage location, etc.). This information is required so that the files can be managed in FORUM.

To ensure there are no inconsistencies between information on these files held in the database and the actual files in the storage locations (e.g. due to file deletion at the storage location or database corruption), database syn-chronization should be performed if inconsistencies are suspected. During the synchronization process, the information in the database is compared with the DICOM files in the storage locations. The result is produced as a report.

When the "Database Synchronization" function is opened, a brief report on the last performed synchronization is shown.

When "Database Synchronization" is opened, all clients logged into the FORUM server are logged off. You cannot continue work in FORUM during the database synchronization.You should therefore ensure no-one is working with FORUM before starting the "Database Synchronization" function.

Create missing thumbnails

This function allows thumbnail images to be searched for and created later. On opening this function FORUM checks all DICOM files in the database and creates missing thumbnails as required.

Recreate OCT Scan thumbnails

This function allows thumbnail images for OCT data to be searched for and created later. On opening this function FORUM checks all DICOM files in the database and creates missing thumbnails as required.

FORUM Service Tool

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Settings

The functions described below are available in the Service Tool under the <Settings> menu item:

Server Log Level

The "Server Log Level Settings" function allows various settings to be made for the information contained in the log files created by FORUM server in event of a fault. These presettings are only to be changed as instructed by a ZEISS Service employee.

Vendor Neutral Archive (VNA)

The FORUM database can be integrated in a DICOM storage hierarchy via an optional interface. The required initial configuration is performed by the ZEISS Service. Additional required adjustments can be performed by the local system administrator.

RA402 The operator of the software is responsible for regular data backup to protect the data.

See "FORUM hospital IT connection (external archive)" on page 75.

Combined reports

If an optional additional license is installed for compiling combined reports, new combined reports can be generated from individual reports available in FORUM. The result is PDF documents in which structural and functional exam-ination data from the source documents (including graphical elements) is combined.

Option

Option

Service Tool FORUM

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A combined report is automatically generated as soon as a report on a patient is read in which can be combined with a document that is already available.1 However, such a report can also be created manually where documents have already been saved (see Instructions for Use for FORUM).

The "Combined Reports Settings"2 can be used to edit various basic settings for the creation of combined reports.

Export of Messages (Event Logging)

The system-relevant events stored under "Messages" in the software are over-written at certain intervals. For permanent storage of these messages, an automatic export can be activated. If this function is activated any messages arising are stored weekly as zip files.

If the FORUM server is installed in the default directory, these zip files are stored in the following directory:

C:\Programs\CZM\FORUM\Forum-messages

The files created should be archived on a regular basis and deleted from the hard drive.

1) Here, temporary copies of remote FORUM systems are also taken into account. You can find information about the possible combinations in the Instructions for Use for FORUM.

2) An additional license is required for creating combined reports.

Paper Size Set the paper size for combined reports. Selectable options are DIN A4 format or US Letter.

Reporting period for creation (in days)

As soon as FORUM has imported to a patient a report that can be combined with an existing report, a combined report is automatically created.Prerequisite: The interval since creation of the two reports does not exceed the entry in this field.

FORUM Service Tool

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FORUM Viewer

Automatic login

If this function is enabled, users can use automatic login on their computer. User data entry will no longer be required when starting FORUM Viewer.For automatic login, user data is requested only once; it is then encrypted and stored in the FORUM Viewer installation directory.

If the FORUM Viewer was installed in the standard directory, all users on that particular computer are logged in automatically with the same user data. Therefore, this function should only be activated if the FORUM Viewer was installed in the respective user directory for each user, or if only one user at a time accesses FORUM Viewer on the computer.

Automatic logout

It can be configured so that an inactive user is automatically logged out of FORUM after a predefined time. This allows user-dependent licenses to be released for other users

Settings can be:

– never1

– a period between 1 and 120 minutes (in increments of 1 minute)

A user who is automatically logged off will receive a corresponding message.

NHS format (patient ID)

In Great Britain, every patient has an NHS number that is stored in FORUM as the patient ID. This 10-digit number is presented in a special way (3-3-4 for-mat), with the last digit being a check digit. Activating this function ensures that the patient ID is always displayed in NHS format in FORUM.

1) This setting is not recommended, since the operator is responsible for protection againstaccess by unauthorized persons.

Service Tool FORUM

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Multiple component names

FORUM can manage up to three different pieces of name information per patient:

– alphabetical

– ideographical

– phonetic

In FORUM Viewer, up to two pieces of name information can be displayed in the clinical view. The order of the name information displayed can be changed using this setting.

Encryption

Data transfer between the FORUM Viewer and the FORUM server is encrypted.

Institute information

Information about the institute can be stored in FORUM for the generation of reports:

– Name

– Address

– Telephone number

– Logo

This information is available throughout the system and is used by FORUM and by all installed FORUM Workplace Plugins.

A logo stored here cannot be deleted, only replaced.

FORUM Service Tool

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Import/export interfaces

DICOM import directory

It is possible to define a directory that will be checked by FORUM at regular intervals for new DICOM files. All data in *.dcm format located in this directory will automatically be imported into FORUM and then deleted from the directory.This permits data to be imported conveniently into the FORUM database from devices that are not networked, for example, or from other archiving systems1 that support the DICOM standard.

Input fields

Note for users working at workstations:The path indication always refers to the server or to drives connected to the server. That is, "C:" is not the local hard drive, but rather the hard drive of the server.

1) To import DICOM data from non-ZEISS devices or DICOM data that contain videos 10 min-utes or more in length, additional licenses are required.

autom. Import As long as this checkbox is activated, the specified directory will be searched at set intervals for new files to be imported. As soon as new files are available they are automatically imported to FORUM then deleted from the folder. If import could not be performed, the files are saved to the "unus-able" subdirectory at the active storage location.

Following an update to FORUM the automatic import func-tion must be reactivated.

Time Interval (in seconds)

Interval in seconds after which the specified import directory is searched for new files to be imported.

DICOM Import Directory

Path to the source directory for the DICOM files to be imported.

Service Tool FORUM

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HIS interface

If FORUM is used in an environment in which a different patient administra-tion system is used as the "leading system", it is advisable to migrate patient master data existing in that system to FORUM.

Using the HIS interface, text files can be imported to FORUM that include the following patient information:

– Name

– Date of birth

– Patient ID

– Gender

The file specified in HIS interface configuration is imported at regular intervals to ensure patient master data is up to date.

To delete a configured interface again, delete the path specification from the "HIS Directory" field.Following an update to FORUM the HIS interface must be reactivated.

Option

FORUM Service Tool

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EMR interface

The EMR interface can be used to connect FORUM to an EMR system. In this case patient administration, procedure requests, and the archiving of all patient data including documents take place in the EMR system. FORUM for-wards the procedure requests to the connected devices and returns the pro-cedure results from the devices to the EMR system.

Procedure requests received from the EMR system are saved as an XML file in the configured directory. FORUM imports this file, uses the included patient master data to automatically select the patient or create a new patient, and then creates for this patient a new order with a procedure request for all devices defined as "Modality Worklist User" (see Page 44).

Data from procedures performed are made available by FORUM to the EMR system as XML files in the configured directory. PDF documents or fundus images can be transferred.

If the FORUM client application is started and used from an EMR system, all documents opened are saved to the hard disk. As a result, hard disk storage space may completely consumed. You therefore need to delete files residing in the EMR interface directory at regular intervals.

To delete a configured interface again, delete the path specification from the "Directory for EMR Interface" field.

Input fields

Option

Activate EMR Interface If this checkbox is ticked, the EMR interface is activated.

Following an update to FORUM the EMR interface must be reactivated.

Limit storage space to 100 MB

If this checkbox is ticked, the storage space managed by FORUM is limited to 100 MB. FORUM saves documents according to the FIFO principlea).

a) First-in-first-out

Directory for EMR Interface

Path to import/export folder.

Service Tool FORUM

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HL7 connector / HL7 filter

The HL7 connection allows the automatic import and processing of EMR sys-tem messages in FORUM, and thus the automatic updating of patient and/or order data1.

RA304 The configuration of the HL7 interface must be done by the ZEISS Service. Do not make any changes to the configuration on your own. This may lead to inconsistent or corrupted data.Contact the ZEISS Service for all configuration issues of the HL7 interface.

If FORUM is operating connected to an EMR system, patients are managed and procedures requested in the EMR system. That is, the following functions are handled in the EMR system:

– Creating a new patient data record ("create")

– Editing patient data ("update")

– Merging patient data ("merge")

– Deleting patient data ("delete")

– Creating procedure requests for a patient ("order create")

– Deleting procedure requests ("order delete")

EMR systems provide these functions to other connected systems, e.g. FORUM, as HL7 messages.

In FORUM rules can be defined that filter the treatment of HL7 messages according to certain criteria ("HL7 Filters").

Option

1) Additional licenses are required for HL7 patient administration and HL7 orderadministration.

FORUM Service Tool

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Help

The functions described below are available in the Service Tool under the <Help> menu item:

About...

Information on the version number and Build ID of the Service Tool.

Service Tool Log Level Settings

The Log Level setting defines what information is contained in the log files created by the Service Tool in event of a fault. This Log Level presetting ("INFO") may only be changed on instruction from a ZEISS Service employee.

Troubleshooting FORUM

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Troubleshooting

General information

As a rule, error messages contain meaningful information with solutions for the user. Should an error occur that cannot be corrected using these instruc-tions or with the help of this chapter, mark the product as malfunctioning and contact ZEISS Service. In this case, before doing so ensure the service software is installed on the server (see "Teleservice software" on page 25).

FORUM Troubleshooting

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Malfunctions

Malfunction Cause/procedure

The TrayIcon cannot be displayed. Another user on the Windows® operating system has logged on to FORUM server and displayed the TrayIcon.

• Log out the second user.

The basic settings have not yet been made. Contact ZEISS Service.

FORUM cannot be accessed using the browser via the address noted down during installation.

The IP address of the server must be added to the exceptions list. To do this, the Internet Options must be adjusted in your browser.

• In Internet Explorer, select <Tools><Internet Options>.

• Select the "Connections" tab from the "Internet Options" window.


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• Click on <LAN settings>.

• Activate the "Use a proxy server for your LAN ..." and "Bypass proxy server for local addresses" checkboxes.

• Click on <Advanced>.

• Enter the IP address of the computer on which the FORUM server is installed ("Server-IP" in the screenshot) in the "Exceptions" panel.


FORUM Troubleshooting

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The FORUM client application fails to start.

The server is not switched on.

Switch the server on and call the FORUM client application again.

FORUM server is not running (red TrayIcon).

Start FORUM server (see section "Starting/stopping FORUM server" on page 14).

No network connectivity between server and workstation computer.

Check the network connection and the network settings.

Check whether your local virus scanner has rejected files from the client installation. Look in particular for files "JExpressWinAPI.exe" and "cleanup.exe".

The computer on which the FORUM server is installed has an IP address in the IPv6 Internet protocol format. This format is not yet supported by FORUM.

Video playback is interrupted (in a Windows Server 2008 R2 Termi-nal Server environment).

When videos are played simultaneously by more than one user in a Windows Terminal Server environment, playback of an already-started video is stopped and the last started video is simultaneously played back on all clients.

For this reason, avoid playing back a video in a Windows Terminal Server environment.

The desired directory on a remote computer is not available (during data backup, or when files are saved or imported under Windows).

Map the desired directory to a drive letter.

It is not possible to establish a connection to a device configured in AET Administration.

Check the AE Title of the device.

When creating an AE Title, in FORUM you can also use non-ASCII characters. However, the DICOM standard only allows for ASCII characters. If non-ASCII characters are used, it may not be possible to establish connection to the device.

Please only use ASCII characters for the AE Title.

A new license has been success-fully installed using the function <Help><Upload License File>. Nevertheless, the corresponding function is not available.

Although the license was loaded onto the FORUM server, it could not be read successfully.

In the <Help><About...> menu in the FORUM Viewer, check whether the license is included in the list of installed licenses. If necessary notify the administrator.



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System messages

The software saves system-relevant events, such as log-in and log-off of each user, connection to new systems or creation of new users. These events can be viewed as a list under "Messages".

You can open saved messages using the <System><Messages> menu item.

Listboxes

Additional functions

Message Date/Time

Creation date of the message and time of the reported event.

Message type Filtering messages by event type.

All All events are displayed.

Audit All events of type "Audit" are displayed.

Messages of this type are saved for the entire life-time of the system.

Error All events of type "Error" are displayed.

Messages of this type are saved for one year.

Info All events of type "Info" are displayed.

Messages of this type are saved for one week.

Warning All events of type "Warning" are displayed.

Messages of this type are saved for one year.

User Name User name of the logged on user who triggered the event.

Message text Description of the event.

Display complete message text

After double clicking on a list entry, the whole text of a message is displayed for longer messages.

FORUM FORUM hospital IT connection (external archive)

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FORUM hospital IT connection (external archive)

General information

FORUM can be integrated in a DICOM storage hierarchy via the optional FORUM hospital IT connection. This function enables communication between FORUM and an external archive.

If FORUM is integrated in a DICOM storage hierarchy, an external archive (e.g. a VNA1 or another DICOM-PACS2) serves as a final storage location for DICOM files referenced in FORUM. After a defined period of time all DICOM files are forwarded from the local storage location to the external archive. Once the available free storage space falls below a defined value, the forwarded files are deleted from the local storage location. This way, local storage space requirements can be reduced considerably and the FORUM server can be optimized as a data repository for necessary docu-ments. The external archive is responsible for data protection.

For the use of the FORUM hospital IT connection, FORUM must be controlled by a leading patient administration system. For an optimal use of the local storage space, central order scheduling (Modality Worklist) should be used for orders with procedure requests.3

1) A VNA (Vendor Neutral Archive) is a central storage for all data generated in a clinic.2) A PACS (Picture Archiving and Communication System) is a digital system for processing,

administrating and archiving medical images and data.3) Additional licenses for various functionalities (HL7, HIS, VNA) are required for the use of

FORUM in a DICOM storage hierarchy.

FORUM hospital IT connection (external archive) FORUM

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Configuring VNA support

ZEISS Service performs the initial configuration of the VNA support; subse-quent changes can be made by the local system administrator. Contact ZEISS Service if you have any questions or problems.

Configuration is done in the Service Tool under "Settings" ("Vendor Neutral Archive (VNA)"). The following parameters can be adjusted:

Delete files after <count> days

Time period after which DICOM files at the local storage location are deleted at the earliest (with regard to the Acquisition Date).

Admissible values: 0 – 100000 [days].

Delete dearchived files again after <count> days

Time period, the earliest after which files loaded by the VNA will be deleted again from the local storage location.


Forward files after <count> days

Time period after which files are forwarded to the VNA (with regard to the Acquisition Date).


Number of days must be lower than the indicated time period under "Delete files according to days".

Desired minimum free storage space in percent

Minimum percentage of storage capacity which needs to remain free at the local storage location.

The moment only the indicated percentage share of storage space remains free, as many files as necessary are automat-ically deleted until a specified amount of storage space is free again. The files that are deleted are those already for-warded to the VNA and corresponding to the configured values for "delete" (oldest files first, in regard to Acquisition Date).

Admissible integer values: 0 – 100 [%].

Query limit for internal database queries

Data is forwarded in packages to the VNA. The preparation of these packages requires system resources in the FORUM database. So the performance of FORUM is not affected, the number of files per package can be limited.

Admissible values: 0 – x [query].

FORUM FORUM hospital IT connection (external archive)

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Intervall in <sec> between checking document status

Time interval within which FORUM checks the storage space at the active storage location and the document status and, if necessary, initiates necessary actions (e.g. forwarding, deleting, etc..).

This function serves as a performance optimization of FORUM.

Admissible integer values: 0 – x [seconds].

Maximum number of forwarding attempts

If files cannot be forwarded to the VNA, the process is repeated. After the number of repetitions indicated here, the forwarding attempts are discontinued.

Admissible values: 0 – x [attempts].

Files that were not forwarded are still not lost since they can be restored via FORUM backup, if necessary.

Delete files having a Storage Commitment after <count> days if available in VNA

The VNA sends a confirmation to FORUM (storage commit-ment) once a forwarded file was received and filed. If the forwarding of a file has not been confirmed, the file is not deleted from the local storage location.

If, after expiry of the defined time period no storage com-mitment is available for a forwarded file, FORUM checks if the respective file is available at the VNA. If the file is found, it is released for deletion, otherwise it remains at the local storage location.


Retry requesting Storage Commitment after <count> days

If the VNA does not respond to a Storage Commitment request by FORUM, FORUM will repeat the request after the time period entered here.


Prefetch data for orders

Once a procedure request for a patient is generateda) files which are no longer available at the local storage location can be automatically loaded from the VNA and saved at the local storage location as a copy. This shortens loading times when calling up documents in the FORUM Viewer.

If this option is not enabled, files are not loaded until they are called up in FORUM Viewer, even if procedure requests are available (longer loading times).

FORUM hospital IT connection (external archive) FORUM

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Load locally unknown files from VNA for orders only if newer than <count> days

Files can be loaded automatically even if they were not yet available in FORUM. Unknown files are only loaded auto-matically if they are younger than this indicated parameter (with regard to acquisition date).


Load 3rd Party SOP Instance UID Prefixes for current order

The automatic loading of unknown files only takes those files that have SOP Instance Prefixes for this available param-eter into consideration.

A list of SOP Instance Prefixes separated by semicolons can be entered, e.g..: "1.2.276.0.75;1.2.276.0.33.4.1;1.2.826.0.1.3680043.2.139"

Activate VNA support

Enabling or disabling of VNA support.

CSTORE: DICOM configuration of the VNA for data storage.

AE Title DICOM AE Title of the VNA.

The spelling of the AE Title in FORUM and in the VNA must be completely identical (spelling is case-sensitive).

IP address Network address or host name of the VNA.

Port DICOM Port of the VNA.

Admissible values: Port 0 – Port 65535.

Activate communication to VNA

Option to temporarily disable communications with the VNA.

If the VNA is disabled for maintenance work, a temporary deactivation of communications can prevent an overflow of the log files as a result of error messages.

QUERY-RETRIEVE: DICOM configuration of the VNA for loading files.

AE Title DICOM AE Title of the VNA.

The spelling of the AE Title in FORUM and in the VNA must be completely identical (spelling is case-sensitive).

IP address Network address or host name of the VNA.

Port DICOM Port of the VNA.

Admissible values: Port 0 – Port 65535.

a) Files are loaded immediately if a procedure request is generated for the current day.Files for procedure requests for a later point in time are loaded around midnight.

FORUM Index

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Index

A

Address of the manufacturer ...................................................................... 2AET Administration

Automatic Orders ......................................................................... 44Configured AEs (devices) ............................................................... 40Connecting devices (systems) ........................................................ 38Local AEs (FORUM Server) ............................................................. 39Modality Worklist User .................................................................. 44

AutoConnect configuration ...................................................................... 42Automatic ..................................................................................... 42Manual ......................................................................................... 42

Automatic login ....................................................................................... 63Automatic logout, settings ....................................................................... 63Automatic Orders, configuration .............................................................. 44Automatical installation (FORUM Viewer) ................................................. 22

B

Background installationInstallation (FORUM Viewer) ......................................................... 22

Backing up data ....................................................................................... 56Base licenses ............................................................................................ 15

C

CE conformity ............................................................................................ 6Combined Reports (Settings) .............................................................. 61, 63Configuration

Accession No. ............................................................................... 52Hardware ...................................................................................... 10Issuer (Patient ID) .......................................................................... 50Language ...................................................................................... 33Patient ID ...................................................................................... 50Search mode ................................................................................. 33Software ....................................................................................... 11VNA Support ................................................................................ 76Workplace Plugins (rights administration) ...................................... 49

Configured systems .................................................................................. 40Configuring Accession No. ....................................................................... 52Configuring firewall .................................................................................. 19

Index FORUM

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Configuring FORUMConnecting devices (systems – AET Administration) ...................... 38Managing users ............................................................................ 28Selecting storage locations ........................................................... 36User-specific pre-settings .............................................................. 30VNA Support ................................................................................ 76

Configuring Issuer (Patient ID) .................................................................. 50Conformity (CE) .......................................................................................... 6Connected systems, manual configuration ............................................... 43Connecting device to FORUM manually .................................................... 43Connecting devices .................................................................................. 38Connecting system to FORUM manually ................................................... 43Connecting systems ................................................................................. 38Create

Missing thumbnails ....................................................................... 60OCT Scan thumbnails .................................................................... 60

Create OCT Scan thumbnails .................................................................... 60Creating, new user ................................................................................... 35

D

Data backup ...................................................................................... 55, 56Data networks ........................................................................................... 7Database Synchronization ........................................................................ 60DICOM import directory ........................................................................... 65

E

EMR interface .......................................................................................... 67Encryption ................................................................................................ 64External archive ........................................................................................ 75

F

FORUM Archive Uninstaller ...................................................................... 12FORUM client application

Installation .................................................................................... 18Uninstallation ............................................................................... 24Update ......................................................................................... 24

FORUM hospital IT connection ................................................................. 75FORUM server

Starting ........................................................................................ 14Stopping ....................................................................................... 14System parameters ....................................................................... 39Utilities ......................................................................................... 12

FORUM Viewer, settings .......................................................................... 63FORUM Workplace Plugins, activation ...................................................... 33

FORUM Index

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ForwardingDocuments ................................................................................... 46Job Manager ................................................................................. 58

Forwarding documents ............................................................................ 46

H

Hardware ................................................................................................... 7Hardware configuration ........................................................................... 10HIS interface ............................................................................................. 66HL7 connector ......................................................................................... 68HL7 filter .................................................................................................. 68

I

Import/export interfaces ........................................................................... 65Importing (DICOM files) ............................................................................ 65Importing patient data records ................................................................. 65Information on trademark law .................................................................... 6Information symbols ................................................................................... 6Installation

Additional language packages ...................................................... 17Configuring firewall ...................................................................... 19FORUM client application .............................................................. 18

Installation file .......................................................................................... 19Installation wizard .................................................................................... 21Installing additional language packages .................................................... 17Institute information, settings ................................................................... 64

J

Job Manager ............................................................................................ 58

L

License filesReading ........................................................................................ 58Uploading new licenses ................................................................ 16

LicensesActivate base licenses ................................................................... 15Activating optional licenses ........................................................... 16

Log LevelServer ........................................................................................... 61Service Tool .................................................................................. 69

Login data for initial login ........................................................................ 26Logout (other user) .................................................................................. 32

Index FORUM

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M

Malfunctions ............................................................................................ 71Manufacturer's address .............................................................................. 2Messages ................................................................................................. 74Modality Worklist User ............................................................................. 44Multiple component names ..................................................................... 64

N

Networks ................................................................................................... 7NHS format .............................................................................................. 63

O

Operating system ..................................................................................... 11Optional licenses ...................................................................................... 16

P

Patient IDAutomatic generation ................................................................... 59Configuring .................................................................................. 50NHS format .................................................................................. 63

R

Restore .................................................................................................... 57Restoring data ......................................................................................... 57Rights (User) ............................................................................................. 29Rights administration for Workplace Plugins ............................................ 49

S

Save login data ........................................................................................ 63Search for and create thumbnails that are missing ................................... 60Select search mode .................................................................................. 33Selecting storage locations ....................................................................... 36Server

Configuration ............................................................................... 11Starting ........................................................................................ 14Stopping ....................................................................................... 14

Server Log Level Settings .......................................................................... 61Service Tool ............................................................................................. 53

Data backup ................................................................................. 55Log Level Settings ......................................................................... 69Setting the language .................................................................... 54Settings ........................................................................................ 61Tools ............................................................................................ 58

FORUM Index

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Set image transfer quality ......................................................................... 33Set language of the user interface ............................................................ 33Setting the language (Service Tool) ........................................................... 54Settings

Automatic login, settings .............................................................. 63Automatic logout .......................................................................... 63Combined reports ................................................................... 61, 63DICOM import directory ................................................................ 65EMR interface ............................................................................... 67Encryption .................................................................................... 64FORUM Viewer ............................................................................. 63HIS interface ................................................................................. 66HL7 connector .............................................................................. 68HL7 filter ....................................................................................... 68Image transfer quality ................................................................... 33Import/export interfaces ............................................................... 65Institute information ..................................................................... 64Language ...................................................................................... 33Multiple component names .......................................................... 64NHS format (patient ID) ................................................................ 63Search mode ................................................................................. 33Server Log Level ............................................................................ 61Service Tool .................................................................................. 61Service Tool Log Level ................................................................... 69Vendor Neutral Archive (VNA) ....................................................... 61

Silent installation (FORUM Viewer) ........................................................... 22Software configuration ............................................................................. 10Start TrayIcon ........................................................................................... 12Status (user) ............................................................................................. 34Symbols ..................................................................................................... 5Synchronizing, Database .......................................................................... 60System messages ..................................................................................... 74System parameters

Configured systems ....................................................................... 40FORUM server ............................................................................... 39

T

Teleservice software ................................................................................. 25Tool, Service Tool ..................................................................................... 58Trademark notices ...................................................................................... 6TrayIcon

Display .................................................................................... 12, 13Hide .............................................................................................. 14

Troubleshooting ....................................................................................... 70

Index FORUM

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U

Uninstallation (FORUM client application) ................................................. 24Update (FORUM client application) ........................................................... 24User

Creating ....................................................................................... 35Logout .......................................................................................... 32Managing ..................................................................................... 28Status ........................................................................................... 34

User administration (rights) ...................................................................... 29User interface, set language ..................................................................... 33User rights ............................................................................................... 28User-specific pre-settings ......................................................................... 30Utilities (FORUM server) ............................................................................ 12

V

VNA Support, configuring ........................................................................ 76VNA, Settings ........................................................................................... 61

W

Workplace Administration ........................................................................ 49Workstation computer, configuration ...................................................... 11

FORUM

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Goeschwitzer Str. 51-5207745 JenaGermany

Email: [email protected]: www.zeiss.com/med

Carl Zeiss Meditec AG

5160 Hacienda DriveDublin, CA 94568USA

Toll-free: 800-341-6968Phone: 925 557-4100Fax: [email protected]/med

Carl Zeiss Meditec, Inc.

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