cisco extended care 1.0 site administration guide · ol-30232-01 1 introducing cisco extended care...

Cisco Extended Care 1.0 Site Administration Guide

November 19, 2013

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C O N T E N T S

C H A P T E R 1 Introducing Cisco Extended Care 1-1

About This Site Administration Guide 1-2

Site Administration Audience 1-2

Site Administration Scope 1-2

An Overview of Cisco Extended Care 1-2

Understanding User Roles 1-2

A Sample Workflow 1-3

The Patient Begins the Appointment 1-3

The Provider Joins In 1-3

The Consultation Begins 1-3

The Appointment Ends 1-3

C H A P T E R 2 Getting Started as Site Administrator 2-1

Site Administrator Tasks 2-1

Things the Site Administrator Should Know 2-2

About Authentication 2-2

Dedicated (Cisco Extended Care) Authentication 2-2

External Authentication 2-2

Mixed Authentication 2-3

About Your User Account 2-3

About the Security Option Defaults 2-3

Forced Password Change 2-4

Account Inactivity 2-4

Strong Passwords 2-4

Password Expiration 2-4

Password Reuse 2-4

User lockout 2-4

Naming Conventions 2-4

Cisco Provider Group Names 2-5

Getting Started 2-5

Logging In to Cisco Extended Care as Site Administrator 2-5

Changing Your Password 2-6

Locking and Unlocking the Application 2-6

Lock the Application When You Leave 2-7

1Cisco Extended Care 1.0 Site Administration Guide

Contents

Unlock the Application When You Return 2-7

Logging Out of the Application 2-8

C H A P T E R 3 Site Administration Tasks 3-1

Getting Started 3-2

Site Administrator Tasks 3-2

Adding a New User Provider Account 3-3

Deleting a User Account 3-5

Enabling a User Account 3-5

Updating a User Account 3-6

Unlocking a User Account 3-8

Configuring Provider Groups 3-9

General Characteristics 3-9

Provider Group Naming Considerations 3-9

Adding Provider Groups 3-9

Updating Provider Groups 3-11

Deleting Provider Groups 3-11

Scheduling Working Hours For a Provider 3-12

Configuring Patient Groups 3-14


Patient Group Naming Considerations 3-14

Adding Patient Groups 3-14

Updating Patient Groups 3-15

Deleting Patient Groups 3-16

Configuring Questionnaires 3-17


Questionnaire Naming Considerations 3-17

Adding Questionnaires 3-17

Questionnaires Actions Links Task 3-19

Updating Questionnaires 3-19

Deleting Questionnaires 3-19

Configuring Readings 3-20


Readings Naming Considerations 3-20

Configuring Readings Overview 3-21

Connector Administration 3-21

Site Administration Reading Configuration 3-22

Adding Reading 3-24


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Contents

Updating Reading 3-26

Deleting Reading 3-27

Enabling a New Patient Account 3-28

Updating a Patient Account 3-30

Disabling a Patient Account 3-31

Unlocking a Patient Account 3-31

Configuring Contents 3-32


Content Naming Considerations 3-32

Adding Content 3-32

Updating Content 3-34

Deleting Content 3-35

C H A P T E R 4 Troubleshooting User Problems 4-1

Problem with Login or Password 4-1

Contact Support 4-2

A P P E N D I X A Software Compatibility A-1

Browser Compatibility A-1

G L O S S A R Y


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Contents


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C H A P T E R 1
Introducing Cisco Extended Care
Revised: November 19, 2013, OL-30232-01

This introduction explains the audience, purpose, and scope of this site administration guide. It provides an overview of Cisco Extended Care, and then describes the users and their workflow.

Topics in this chapter include:

• About This Site Administration Guide

– Site Administration Audience

– Site Administration Scope

• An Overview of Cisco Extended Care

• The Importance of User Roles

• A Sample Workflow

– The Patient Begins the Appointment

– The Provider Joins In

– The Consultation Begins

– The Appointment Ends

1-1Cisco Extended Care 1.0 Site Administration Guide

Chapter 1 Introducing Cisco Extended Care About This Site Administration Guide

About This Site Administration GuideThis section describes this guide, and explains who should use it, what it includes, and what it doesn’t include.

Site Administration AudienceThis Administration Guide is for the user who is responsible for maintaining the user accounts on the Cisco Extended Care. At some sites, more than one person may have this responsibility. This user role is called “Site Administrator,” or “Site Admin,” for short. It has a special, unique type of user account.

Site Administration ScopeThis guide provides an overview of the Cisco Extended Care, and explains the tasks appropriate for the Site Administrator as described in Site Administrator Tasks, page 2-1. There is also a rudimentary troubleshooting section so that the Site Administrator can handle simple user issues.

An Overview of Cisco Extended CareCisco Extended Care is a personal health and wellness collaboration platform, enabling patient engagement and care team interactions at any time and from anywhere.

The solution provides:

• Enhanced and efficient care coordination

• Secure messaging

• Appointment calendar and scheduling

• Ability to access questionnaires

• Real time video collaboration

• Anywhere access to care team consults

• Personalized content sharing

• Video platform to drive health and wellness awareness and education

• Open APIs to enable third party applications and environments

Understanding User RolesCisco Extended Care user accounts are configured so that users with a particular role (or roles) see only the screens and options appropriate to that user role. Any given user can have from one to five roles. It is the responsibility of the Site Administrator to assign and maintain these user accounts.

The five different user roles are listed in Table 1-1. The roles are ranked in the order shown in the table. For example, someone with both a Provider and Site Administrator role would default to the Provider, which is higher up on the list.


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Chapter 1 Introducing Cisco Extended Care A Sample Workflow

Table 1-1 Three Possible User Roles

A Sample WorkflowThis section provides a summary of a typical consultation session. Think of this section as an executive summary. If you want to know more about these functions, see the Cisco Extended Care 1.0 User Guide for Provider and Cisco Extended Care 1.0 User Guide for Patient.

The Patient Begins the Appointment

Step 1 The Patient logs into Cisco Extended Care using username and password.

Step 2 The Patient has secure access to Calendar, Messages, Education, Historic Wellness Readings, and Questionnaires links.

Step 3 The Patient can start either scheduled or an unscheduled appointment that alerts the Provider that this consultation can begin. This appointment appears on the Provider’s Ready Appointments list.

The Provider Joins InStep 4 A Provider logs in, and sees a list of all the “ready” appointments.

Step 5 A Provider clicks the appointment he or she wants to join. The appropriate appointment screen displays.

The Consultation BeginsStep 6 The Provider conducts the appointment.

Step 7 The Provider evaluates the historic wellness readings and the questionnaires while communicating with the patient.

The Appointment EndsStep 8 The Provider exits the appointment.

Step 9 The Provider does any necessary post-appointment work, such as saving or printing the patient information.

Step 10 The Patient ends the appointment.

User Role Primary Screen

Provider The care provider who evaluates the patient medical information.

Patient The user who seeks a provider for a consultation.

Presenter The person who initiates the conference begins with the Start Conference screen.

Participant A person who joins a conference begins with the Enter Conference screen.

Site Administrator The person who maintains user accounts on the application.


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Chapter 1 Introducing Cisco Extended Care A Sample Workflow


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C H A P T E R 2
Getting Started as Site Administrator

This chapter includes information that enables a Site Administrator to make better-informed configuration decisions. It also enables the Site Administrator to assist end users if they have trouble accessing the application.


• Site Administrator Tasks

• Things the Site Administrator Should Know

– About Authentication Types – About Security Option Defaults – About Naming Conventions

• Getting Started

– Logging In as Site Administrator – Changing Your Password – Locking and Unlocking the Application – Logging Out of the Application

Site Administrator TasksThe Site Administrator tasks vary based on which options are configured in Cisco Extended Care. The following list of tasks is a complete list, but the tasks required at your site may be a subset of these tasks.

• Add users to the application

• Enable (externally-authenticated) users to access the application

• Update user accounts

• Delete user accounts

• Disable (externally-authenticated) users from accessing the application

• Unlock user accounts

• Add Provider and Patient Groups

• Update Provider and Patient Groups

• Delete Provider and Patient Groups

• Scheduling Provider Groups

• Add Questionnaires, Reading Configurations, and Contents


Chapter 2 Getting Started as Site Administrator Things the Site Administrator Should Know

• Update Questionnaires, Reading Configurations, and Contents

• Delete Questionnaires, Reading Configurations, and Contents

Things the Site Administrator Should KnowThis section provides background information that will help you understand how to best perform the Site Administration Tasks.

This section describes:

• Authentication – Determines who has access to the application.

• Your User Account – How and why it is unique.

• Security Options – Allow you to maintain the integrity of the application that you set up.

• Naming Conventions – Enable you to organize the user accounts or Provider Groups in a logical way.

About AuthenticationCisco Extended Care uses three types of authentication. Depending on the authentication used, the Site Administrator Tasks vary. The authentication configuration is done during server installation and can also be done by the Cisco Application Server Administrator. This section is merely informational in nature.

Dedicated (Cisco Extended Care) Authentication

With this type of authentication, all usernames, passwords, and user attributes are stored in a dedicated Cisco Extended Care database. When using dedicated authentication, the Site Administrator (or Cisco Application Server Administrator) does the following tasks:

• Add users

• Update users

• Delete users

• Unlock users

External Authentication

Cisco Extended Care supports authentication of user names using an external directory. Two types of directories are supported:

• Directories that supports the Lightweight Directory Access Protocol (LDAP)1. This type of authentication allows a single user name and password to be used for access to Cisco Extended Care. When users change their passwords on the external directory, the same password works for access to Cisco Extended Care.

• Directories that support the Connector based Authentication. This connector allows third party applications and Cisco Extended Care to use a common (non-LDAP) directory to authenticate users.

1. LDAP is an Internet protocol used to look up encryption certificates and other directory-like information on a network.


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If your site uses external authentication, users are authenticated against an external directory. However, attributes that are specific to Cisco Extended Care are stored in a dedicated database.

When using external authentication, the Site Administrator does the following tasks:

• Enable users

• Update users

• Disable users

Mixed Authentication

With this type of authentication, users can be authenticated against either the dedicated Cisco Extended Care database or an external directory.

When using mixed authentication, the Site Administrator does the following tasks:

• Enable users (if the user should be authenticated against the dedicated Cisco Extended Care database or external directory)

• Delete users (if the user was Added)

• Disable users (if the user was Enabled)

• Update users

• Unlock users (if the user should be authenticated against the dedicated Cisco Extended Care database)

About Your User AccountAs a security precaution, the Site Administrator account is always authenticated against the local Cisco database, regardless of the type of authentication used for other user accounts. This account is also not locked out for account inactivity.

About the Security Option DefaultsThe Security Options described here are available to sites that use the Dedicated Authentication type and the Mixed Authentication type. How these options are implemented is determined when the Cisco Extended Care software is installed. The Site Administrator cannot change these settings (but the Cisco Extended Care Server Administrator can). They are described here so that you can answer questions from the users, if necessary.

These are the options and their default settings:

• Forced Password Change – Required with first log in.

• Account Inactivity – Disable or Lock out after ninety days.

• Strong Passwords – Configurable minimum number of characters or types of symbols.

• Password Expiration – After ninety days.

• Password Reuse – Checks last four passwords.

• User Lockout – After six unsuccessful attempts.


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Forced Password Change

By default, when a new user account is created or when the password is changed by the Site Administrator, the user must change the account password the first time that he or she logs into the application. This feature can be turned off.

Account Inactivity

By default, accounts that have been inactive for ninety days will be automatically disabled. The Site Administrator must unlock the account before it can be used. This feature can be turned off, and the inactivity time can be configured when the application is installed. This policy is not applied to the Site Admin account.

Strong Passwords

By default, passwords must be at least seven characters long, and must include at least two character types (upper case, lower case, numbers, symbols). This policy can be turned off, and the minimum length and minimum number of characters types can be configured.

Password Expiration

By default, passwords will expire and have to be changed after ninety days. This feature can be turned off, and the expiration time can be configured.

Password Reuse

By default, the application saves four old passwords, and does not allow the user to use them again. This feature can be turned off, and the number of saved passwords can be configured.

User lockout

By default, after six unsuccessful login attempts an account will be locked. The Site Administrator can unlock these accounts. This policy can be turned off, and the number of unsuccessful login attempts can be configured.

Naming ConventionsThe Cisco Extended Care usernames, display names and passwords can be up to thirty characters long. Usernames can include letters, numbers, hyphens, and underscores. Display name and passwords can have any characters, numerals, special characters, and any other keyboard character. Usernames and Passwords are case-sensitive.

The precise requirements at your site will depend on what choices were made when your application was installed. (See “About the Security Option Defaults” on page 2-3).


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Chapter 2 Getting Started as Site Administrator Getting Started

Tip When assigning usernames, you will need to strike a balance regarding the length of the name. You will need to consider the size of your organization and be sure to use enough characters to insure that each username is unique. But, you do not want to create lengthy usernames, as the medical professionals often log in several times daily, and they will not appreciate having huge strings of characters to type.

Cisco Provider Group Names

The Cisco Provider Group names can be up to thirty characters long and can include letters, numbers, dashes, and underscores. Provider Group names are not case sensitive; however, the application will not allow you to use two names that differ only in that one is capitalized and one is not.

Getting StartedMost of the instructions here apply to all types of users, yourself included. Special notes have been inserted when the information is pertinent to the Site Administrator only. If you want to know exactly what the users know about using the application, refer to the Cisco Extended Care 1.0 User Guide for Patient and the Cisco Extended Care 1.0 User Guide for Provider. You can also, if appropriate, refer a user to those manuals.

Logging In to Cisco Extended Care as Site Administrator

Step 1 Open a browser window and enter https://[IP_address_extended_care_server]/provider/

Figure 2-1 The Cisco Extended Care Site Administrator Login Screen

Note Refer to the Appendix A, “Browser Compatibility” for a list of browsers and their level of support in Cisco Extended Care.


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Step 2 Log in using the default login values.

• Username = siteadmin

• Password = csc0123

Note Note for the Site Administrator: You will be responsible for assigning the username and the first password. Each user will later supply his or her own password. Passwords for LDAP/Connector based users are not entered by Site Administrator.

Changing Your Password To manage your own account, you should change the password so that it is no longer the password supplied for the Site Administrator when your application was installed.

If you see a Change Password link at the top right of your screen (shown in Figure 2-3), your user account is authenticated by Cisco Extended Care. You can change your password with these steps.

Step 1 Click Change Password at the top right of the screen.

You see a screen such as the one in Figure 2-2.

Figure 2-2 The Change Password Dialog Box

Step 2 Fill in the old and new passwords in the boxes provided.

Step 3 Click OK.

Locking and Unlocking the ApplicationYou should be careful to lock the application before you leave. This prevents unauthorized access. You can unlock the application, returning to the same window, when you come back.

Warning If you do not lock the application, and you leave it unattended for a certain length of time (determined when the Cisco Extended Care was configured), the software will log you out automatically. However, while the screen is locked, automatic logout does not apply.


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Lock the Application When You Leave

To lock the application:

Step 1 Click Lock at the top right of the screen (shown on the left in Figure 2-3).

Step 2 In the Lock confirmation message dialog box (shown in the center of Figure 2-3), click Yes.

The Unlock window displays. It contains your Username and a place for your Password. (A portion of this screen is shown at the right in Figure 2-3.)

Unlock the Application When You Return

To unlock the application, type in your Password (your username will already be entered), and click Unlock.

Tip Keep in mind that while you are gone another user can type over your name, and log into the application. If that happens, you will be automatically logged out.

Figure 2-3 Locking and Unlocking the Application

Lock Confirmation Message

Change Password Link Lock LinkLogout Link

Unlock


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Logging Out of the ApplicationYou should log out of the application:

• At the end of the day.

• If you will be gone for some time.

To log out:

Step 1 Click Logout at the top right of the window (shown in Figure 2-3).

You see the confirmation message shown in Figure 2-4.

Step 2 Click Yes.

Figure 2-4 Logout Message


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C H A P T E R 3
Site Administration Tasks

This chapter describes the tasks performed by the Cisco Extended Care Site Administrator. (At some sites, more than one person may have this role.) The tasks listed here depend on the type of authentication used at your installation.


• Getting Started

• Adding a User

• Deleting a User

• Enabling a User

• Updating a User

• Unlocking a User

• Configuring Provider Groups

• Adding Provider Group

• Updating Provider Group

• Deleting Provider Group

• Scheduling Provider Groups

• Configuring Patient Groups

• Adding Patient Groups

• Updating Patient Groups

• Deleting Patient Groups

• Configuring Questionnaires

• Configuring Reading

• Enabling a New Patient Account

• Updating a Patient Account

• Disabling a Patient Account

• Unlocking a Patient Account

• Configuring Contents

• Adding Contents

• Updating Contents

• Deleting Contents


Chapter 3 Site Administration Tasks Getting Started

As described in About Authentication, page 2-2, the tasks that need to be completed depend on the authentication used.

Getting StartedAfter you enter your password, you will see the Users window as shown in Figure 3-1. This is the starting point for all of your administrative tasks.

Figure 3-1 Users

Site Administrator TasksThe main Site Administrator tasks are initiated by clicking on the links at the top of any Site Administrator Window. These links are described in Table 3-1. Additional tasks can be performed by clicking on the context-dependant active buttons at the bottom of the screen. This chapter describes how to do each of these tasks.

Table 3-1 Main Site Administrator Links

Link Use

Users Click this link to display a list of users.

Provider Groups Click this link to list configured Provider Groups. This link is present only if Provider Groups are enabled for this installation.

Patient Groups Click this link to list configured Patient Groups. This link is present only if Patient Groups are enabled for this installation.

Questionnaires Click this link to list configured Questionnaires. This link allows to Add, Update and Delete Questionnaires.

Reading Configurations Click this link to list configured Readings. This link allows to Add, Update and Delete Reading Configurations.


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Chapter 3 Site Administration Tasks Adding a New User Provider Account

Adding a New User Provider Account

Note Users can be Added to Cisco Extended Care in either mixed authentication mode or if they are to be authenticated against the dedicated Cisco Extended Care database. With mixed authentication mode, users can either be added or enabled. See About Authentication, page 2-2 for more information.

To add a new user to the application (note that you can also create a new user Provider account from an external EMR):

Step 1 Click the Add User link.

The application displays the Add User window (see Figure 3-2).

Step 2 Complete the type-in fields as defined in Table 3-2.

Step 3 Click the check box for the Provider Role.

Step 4 Click the appropriate radio button to indicate Active or Inactive status.

Step 5 Click the check box(es) for Provider Group(s).

Step 6 Click the Endpoint from the available endpoints and click the right arrow to move the endpoint to the selected endpoints list. Repeat the endpoint selection if you have more than one endpoint configured for your installation.

Step 7 Click the Default Endpoint drop down list and choose the default endpoint.

Step 8 When you have finished, click Add.

Patients Click this link to display a list of patients.

Contents Click this link to list configured Contents. This link allows to Add, Update and Delete Contents.

Link Use


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Chapter 3 Site Administration Tasks Adding a New User Provider Account

Figure 3-2 Add User

Table 3-2 User Fields On the List Users

Field Meaning

Username The name that you have assigned to the user.

Password You assign the first password for each user. The user then changes the password.

Confirm Password

You are required to retype the password that you assigned.

Display Name The name that is displayed in the participant window. When entering the Display name, remember that the name may be visible to the patient.

Last Name This is the last name of the user. It is used for sorting lists of users.

Speciality This is the physicians speciality. The Patient may want to know the Provider Specialty, so this field, while not required, should be completed.

External Id You can set the External Id for user who has been enabled from external LDAP/Connector.

Notification Address

If set, this will allow email notifications to be sent to the Provider, alerting the Provider that a Patient is ready for an ad hoc appointment. The smtp email server must be configured while logged in as Cisco Extended Care server administrator.

Role There are three possible roles that you can assign to any given user. For definitions of these roles see “Understanding User Roles” on page 1-2.


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Chapter 3 Site Administration Tasks Deleting a User Account

Deleting a User AccountTo delete a user account:

Step 1 On the Users window (Figure 3-1), find the name of the user that you want to delete.

Step 2 Click the Remove button at the bottom of the screen.

The application displays the Remove confirmation dialog box (see Figure 3-3).

Step 3 Click Yes.

Figure 3-3 Remove User Confirmation Message

Enabling a User Account

Note Users can be Enabled to use Cisco Extended Care in either mixed authentication mode or if they are to be authenticated against an external application. See About Authentication, page 2-2 for more information.

To enable a new user on the application:

Step 1 Click the Enable button.

The application displays the Enable User window (see Figure 3-4).

Step 2 Type in the Username as it appears in the external directory.

Step 3 Complete the type-in fields as defined in Table 3-2.

Step 4 Click the check box for the Provider Role.

Status You can assign a status of Active or Inactive to any account. For example, if you want to create a number of user accounts for later use, you can make them inactive until they are needed. Or, if you have training user accounts or other types of temporary user accounts, you can make them inactive when they are not needed, and active when they are needed.

Provider Groups Select the desired provider group or groups.

Endpoint Selection

You can select the endpoints from the available endpoints list. For example, if you have more than one endpoint configured for your installation, you can select them from the endpoints list.

Default Endpoint You can select the default endpoint from the selected endpoints list.

Field Meaning


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Chapter 3 Site Administration Tasks Updating a User Account

Step 5 Click the appropriate radio button to indicate Active or Inactive status (see Table 3-2 on page 3-4).

Step 6 Click the check box(es) for Provider Group(s). These options are dimmed if the Provider check box is not checked.

Step 7 Click the Endpoint from the available endpoints and click the right arrow to move the endpoint to the selected endpoints list. Repeat the endpoint selection if you have more than one endpoint configured for your installation.

Step 8 Click the Default Endpoint drop down list and choose the default endpoint.

Step 9 When you have finished, click Enable.

Figure 3-4 Enable User

Updating a User AccountAll user accounts can be updated, whether they were added or enabled. If they were added, there are more fields for you to fill in.

If the user was added, that means their user name is authenticated against a dedicated Cisco Extended Care database and the Update window appears as shown in Figure 3-5 on page 3-7.

If the user was enabled, that means their user name is authenticated against an external directory, and therefore there are fewer fields that can be changed within Cisco Extended Care. The Update window for a user who was enabled appears as shown in Figure 3-6 on page 3-7.

To update a user account, do the following:

Step 1 On the Users window, click the name of the user that you want to update.

The application displays the Update User window (either Figure 3-5 or Figure 3-6).


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Chapter 3 Site Administration Tasks Updating a User Account

Figure 3-5 Updating a Dedicated Database User

Figure 3-6 Updating an External Directory User


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Chapter 3 Site Administration Tasks Unlocking a User Account

Step 2 Make the required changes.

Step 3 When you have finished, click Update.

Unlocking a User AccountIf an user account is locked due to account inactivity or because of failed login attempts, the entry in the Users window will be in italics, the status will show Locked, and there will be an Unlock action available in the Action column.

Note This option is only available if the user account is authenticated against the Cisco Extended Care database (that is, this user account was Added.) Cisco Extended Care cannot lock a user account that is authenticated against an external directory.

To unlock a user account:

1. In the Users window (Figure 3-7), find the name of the user whose account is locked.

2. Click Unlock in the Actions column on the right (Figure 3-7).

3. Click Yes in the Confirmation dialog box.

Tip For a list of the messages displayed to users, see “Problem with Login or Password” on page 4-1

Figure 3-7 Unlock User Account

UnlockAction


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Chapter 3 Site Administration Tasks Configuring Provider Groups

Configuring Provider Groups

General CharacteristicsIf your site is using Provider Groups, you can do one of the following:

• Add Provider Groups and then add or enable the Providers. In this case, as you add or enable a Provider, you check the Provider Group(s) to which this Provider will be assigned. This may be the easier approach if you have a short list of Provider Groups but a large number of Providers.

• Add Providers and then add a Provider Group. In this case, when you add the Provider Groups, you will check all the Providers that you want assigned to this Provider Group. This is useful if you are upgrading from a prior release and your Providers are already added or enabled.

Provider Group Naming Considerations

There are several ways you can use Provider Groups, and as a result, considerations for naming the Provider groups. Some possible considerations are described below:

• Specialty: If you are using Provider Group names, then the Provider Group names might indicate the specialty.

• Practice or Location: You can also use Provider Group names to enable you to request Providers in a specific physical location or practice, in which case the location or practice should be included in the Provider Group name.

• Language: You may want a language-based queue, so that patients can be seen by a Provider who speaks their native language. The Provider Group name should clearly list the language.

• On Call: Finally, you may also want a provider group that includes all the general practitioners who are available to take ad hoc appointments, simply to minimize the time it takes for drop-ins to be seen and/or to maximize Provider productivity.

Adding Provider GroupsTo add Provider Groups, do the following:

Step 1 Click Provider Groups from the options on the Site Administrator window


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Figure 3-8 Provider Groups

Step 2 Click Add.

Step 3 Enter the Provider Group name and Description. If your providers are already configured in Cisco Extended Care, check the box next to every Provider that will be part of this Provider Group as shown in Figure 3-9.

Step 4 Click Add.

Figure 3-9 Add Provider Group


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Updating Provider GroupsTo update a provider group, do the following:

Step 1 Click Provider Group from the options on the Site Administrator window. The Provider Groups Window displays as shown in Figure 3-8.

Step 2 Click the name of the Provider Group you wish to update. The Update Provider Group Window displays as shown in Figure 3-10.

Figure 3-10 Update Provider Group

Step 3 Check Providers to add them to the Provider Group. Uncheck Providers to delete them from the Provider group.

Step 4 Click Update.

Deleting Provider GroupsTo delete a provider group, do the following:

Step 1 Click Provider Groups from the options on the Site Administrator window. Select the checkbox next to the Provider Group and click Delete.


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Chapter 3 Site Administration Tasks Scheduling Working Hours For a Provider

Figure 3-11 Delete Provider Group

Step 2 When asked for confirmation, click Yes.

Note Deleting a provider group does not delete the providers.

Scheduling Working Hours For a Provider

Note It is mandatory to schedule working hours for the providers.

When a Patient tries to make a quick-connect ad hoc appointment, a notification goes out to all Providers scheduled at that time. Follow the directions here to schedule a group of providers.

Step 1 Click on the Provider Groups link.

Step 2 In the Provider Groups Window, find the Provider Group containing the desired Provider and click the Schedule link in the Actions Column (see Figure 3-8).

Step 3 Click Add Schedule as seen in Figure 3-12.

Step 4 Select the provider and set the schedule as intended using the fields provided as seen in Figure 3-13.

Step 5 Click OK.

Step 6 To update or delete a schedule, use Step 2 as above but use the appropriate buttons to update or delete the schedule as needed.


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Chapter 3 Site Administration Tasks Scheduling Working Hours For a Provider

Figure 3-12 Provider Group Schedule

Figure 3-13 Provider Group Schedule


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Chapter 3 Site Administration Tasks Configuring Patient Groups

Configuring Patient GroupsPatient Groups cannot be created until you have created a Provider Group.

General CharacteristicsIf your site is using Patient Groups, you can do one of the following:

• Add Patient Groups and then add or enable the Patients. In this case, as you add or enable a Patient, you check the Patient Group(s) to which this Patient will be assigned. This may be the easier approach if you have a short list of Patient Groups but a large number of Patients.

• Add Patients and then add Patient Group. In this case, when you add the Patient Groups, you will check all the Patients that you want assigned to this Patients Group. This is useful if you are upgrading from a prior release and your Patients are already added or enabled.

Patient Group Naming Considerations

There are different ways for naming Patient Groups, Some possible considerations are described below:

• Speciality: If you are assigning patients according to the providers speciality, then the Patient Group name could indicate the corresponding speciality group.

• Geographic Location: If you are assigning patients by time zone, then the Patient Group name could indicate the geographic location.

Adding Patient GroupsTo add Patient Groups, do the following:

Step 1 Click Patient Groups from the options on the Site Administrator window

Figure 3-14 Patient Groups

Step 2 Click Add.

Step 3 Enter the Patient Group name as shown in Figure 3-15.

Step 4 Choose a Provider Group to which this patient group will be assigned.


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Step 5 Click Add.

Figure 3-15 Add Patient Group

Updating Patient GroupsTo update a patient group, do the following:

Step 1 Click Patients Group from the options on the Site Administrator window. The Patients Group Window displays as shown in Figure 3-14.

Step 2 Click the name of the Patient Group you wish to update. The Update Patient Group Window displays as shown in Figure 3-16.


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Figure 3-16 Update Patient Group

Step 3 Choose a Provider Group to which this patient group will be assigned.

Step 4 Click Update.

Deleting Patient GroupsTo delete a patient group, do the following:

Step 1 Click Patient Groups from the options on the Site Administrator window. Select the checkbox next to the Patient Group and click Delete.

Figure 3-17 Delete Patient Group


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Chapter 3 Site Administration Tasks Configuring Questionnaires


Note Deleting a provider group or patient group does not delete the patients.

Configuring Questionnaires

General CharacteristicsIf your site is configured for Questionnaire, you can do the following:

• Add Questionnaires

• Update Questionnaires

• Delete Questionnaires.

Note All Questionnaire data is encrypted before storing into the application.

Questionnaire Naming Considerations

There are different ways for naming the Questionnaires. Some possible considerations are described below:

• Speciality: If you are assigning questionnaire to a patient group, then the Questionnaire name could indicate the corresponding speciality group.

• Geographic Location: If you are assigning questionnaire to a patient group by the geographic location, then the Questionnaire name could also indicate the geographic location.

Adding QuestionnairesTo add a new questionnaire, do the following:

Step 1 Click Questionnaires from the options on the Site Administrator window.


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Figure 3-18 Questionnaires

Step 2 Click Add.

Step 3 Enter the Title, and Version Description as shown in Figure 3-19.

Step 4 Click Browse in Questionnaire File, and choose the questionnaire file in the xml format.

Note Only one active Questionnaire is allowed to a Patient Group.

Step 5 Choose a Patient Group to which this Questionnaire will be assigned.

Step 6 When you have finished, click Save.

Figure 3-19 Questionnaires Add


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Questionnaires Actions Links Task

Additional tasks can be performed by clicking on the Actions link specific to the Questionnaire you want to view (see Figure 3-18). These links are described in Table 3-3.

Table 3-3 Action Links

Updating QuestionnairesTo update a Questionnaire, do the following:

Step 1 On the Questionnaires window, click the title of the questionnaire that you want to update.

Figure 3-20 Update Questionnaires


When you have finished, click Save.

Note Updating the Questionnaire Title, Version Description, Questionnaire File, or Patient Group updates to the new version of the Questionnaire.

Deleting QuestionnairesTo delete a questionnaire, do the following:

Link Use

View Click this link to view the contents of the latest version of the questionnaire.

Show History Click this link to view all the versions of the selected Questionnaire. Click View corresponding to each version to view its contents.


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Chapter 3 Site Administration Tasks Configuring Readings

Step 1 On the Questionnaires window, select the checkbox next to the Questionnaire Title and click Delete.

Figure 3-21 Delete Questionnaire


Configuring Readings

General CharacteristicsIf your site is configured for Reading Configurations, you can do the following:

• Configure Readings

• Add Reading

• Update Reading

• Delete Reading

Readings Naming Considerations

There are different ways for naming the ReadingID. Some possible considerations are described below:

• Speciality: If you are assigning Reading to a patient group, then the Reading ID name could indicate the corresponding speciality group.

• Geographic Location: If you are assigning Reading to a patient group by the geographic location, then the Reading ID could also indicate the geographic location.


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Configuring Readings Overview

Connector Administration

Every Connector can be optionally associated with a Connector Definition File as shown in Figure 3-22. The structure of a connector definition file can be referenced as follows:

<ConnectorDefinitionFile>

<ConnectorDefinition>

<Data>

<Value/>

<ReadingId/>

</Data>

<Data>

<Name>WellnessDevice1Guid</Name>

<Scope>Patient</Scope>

<Type>TextField</Type>

<Size>50</Size>

<Display>Wellness Device GUID</Display>

<DeviceType>Generic</DeviceType>

<Value/>

<ReadingId/>

</Data>

</ConnectorDefinition>

</ConnectorDefinitionFile>

Based on the content of the Connector Definition File, the Patient Screen will have additional fields that can be configured for each patient.

Note Although the Server Administrator, not the Site Administrator, adds the Connector, for illustrative purposes Figure 3-22 on page 3-22 in this document shows the Server Administration screen for adding a Connector. For instructions on adding a Connector, and other server administrator tasks, see the Cisco Extended Care 1.0 Application Server Installation and Administration Guide.


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Figure 3-22 Adding a Connector as Server Administrator (for illustration purposes).

Site Administration Reading Configuration

Each reading configuration lets you, the administrator, configure a reading that is displayed to the patient. Each reading is displayed in a graphical and tabulated manner. The Add Reading Configuration screen lets the administrator configure various properties related to a reading configuration like axis labels, high and low ranges, graph range, relative positioning with respect to other readings, and so forth.

Each Reading Configuration can be associated with a Connector. The user is presented with a filtered drop down list of Connectors that have "Asynchronous Device Readings" action enabled. The user can specify whether the reading is taken manually or not.


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Figure 3-23 Updating a Reading Configuration

When a patient is enabled, they are associated with a Patient Group. If the connector has a Connector Definition File for the reading then there will be additional fields shown to configure per patient. Each reading can be associated with a device specified in a connector definition file. These fields are dynamically shown depending on the contents of the Connector Definition File. Figure 3-24 shows a screen shot for enabling a Patient. Although enabling patients is discussed further in Enabling a New Patient Account, page 3-28, this figure is intended to illustrate the custom fields allowed by Connectors. In this example the field "Wellness Device 1" is specific to this patient.


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Figure 3-24 Enabling a Patient with Custom Fields from the Connector and its Connector

Definition File

Adding ReadingTo add a new reading, do the following:

Step 1 Click Readings from the options on the Site Administrator window.


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Figure 3-25 Reading Configurations

Step 2 Click Add.

Step 3 Enter the Reading ID, Display Name, Reading Type shown in Figure 3-26.

Step 4 Choose a Patient Group to which this Reading will be assigned.

Step 5 Enter the Position, Low Range, High Range, Number of Graphed Reading, Number of Decimal Places, Graph Start Value, and Graph End Value.



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Figure 3-26 Readings Add

Updating ReadingTo update a Reading, do the following:

Step 1 On the Reading Configurations window, click the Reading ID of the reading that you want to update.

The application displays the Update Reading Configuration window (see Figure 3-27).


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Figure 3-27 Update Reading Configuration


When you have finished, click Update.

Deleting ReadingTo delete a reading, do the following:

Step 1 On the Reading Configurations window, select the checkbox next to the Reading ID and click Delete (see Figure 3-28).


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Chapter 3 Site Administration Tasks Enabling a New Patient Account

Figure 3-28 Delete Reading Configuration


Enabling a New Patient Account

Note Patients should be Added to Cisco Extended Care only if they are to be authenticated against the dedicated Cisco Extended Care database. See About Authentication, page 2-2 for more information.

To enable a new patient account to the application:

Step 1 Click the Patients link.

The application displays the Patients window (see Figure 3-29).

Step 2 Click the Enable button.

The application displays the Enable Patient Window (see Figure 3-30)

Step 3 Complete the type-in fields as defined in Table 3-4. After entering the patient ID, click the Retrieve link or fill in the other Patient fields manually.

Step 4 Select the correct Endpoint that was created for the Patient user.

Step 5 Assign the correct Patient Group that was created for the Patient user.

Step 6 When you have finished, click Enable.


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Chapter 3 Site Administration Tasks Enabling a New Patient Account

Figure 3-29 Patients

Figure 3-30 Enable Patient

Table 3-4 Patient Fields On the Patient Enable Window

Field Meaning

Patient ID The ID assigned to the patient.

First Name The patient’s first name.

Last Name The patient’s last name.


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Chapter 3 Site Administration Tasks Updating a Patient Account

Updating a Patient AccountTo update a Patient account, do the following:

Step 1 On the Patients window (Figure 3-29), click the name of the user that you want to update.

The application displays the Update Patient window (see Figure 3-31).

Figure 3-31 Update Patient



Date of Birth The patient’s date of birth in mm/dd/yy format

Gender The patient’s gender.

Patient Username

The username associated with the patient ID. This is the user name for logging into the Cisco Extended Care portal.

Password You assign the first password for each patient. The patient then changes the password.

Confirm Password

You are required to retype the password that you assigned.

Endpoint This is the Endpoint created for the patient.

Patient Group Patient Groups allow an Provider to be available to a group of patients, thereby allowing the first available patient to contact the Provider.

Field Meaning


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Chapter 3 Site Administration Tasks Disabling a Patient Account

Disabling a Patient AccountTo disable a Patient account:

Step 1 On the Patients window (Figure 3-29), find the name of the patient that you want to disable and select it.

Step 2 Click the Disable button at the bottom of the screen.

The application displays the Disable confirmation dialog box (see Figure 3-32).

Step 3 Click Yes.

Figure 3-32 Disable Confirmation Message

Unlocking a Patient AccountIf a patient account is locked due to account inactivity or because of failed login attempts, the entry in the Patients window will be in italics, and there will be an Unlock action available in the Actions column.

Note This option is only available if the patient account is authenticated against the Cisco Extended Care database (that is, this patient account was Added.) Cisco Extended Care cannot lock a user account that is authenticated against an external directory.

To unlock a user account:

1. In the Patients window (Figure 3-33), find the name of the user whose account is locked.

2. Click Unlock in the Actions column on the right (Figure 3-33).

3. Click Yes in the Confirmation dialog box.

Tip For a list of the messages displayed to users, see “Problem with Login or Password” on page 4-1


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Chapter 3 Site Administration Tasks Configuring Contents

Figure 3-33 Unlock Patient Account

Configuring Contents

General CharacteristicsIf your site is using Content Configurations, you can do the following:

• Add Content

• Update Content

• Delete Content

Content Naming Considerations

There are different ways for naming the Title. Some possible considerations are described below:

• Speciality: If you are assigning Content to a patient group, then the Title name could indicate the the corresponding speciality group.

• Geographic Location: If you are assigning Content to patient group by the geographic location, then the Title could also indicate the geographic location.

Adding ContentTo add a new content to the application:

Step 1 Click the Contents link. The application displays the Contents window (see Figure 3-34).

Note Click the Content thumbnail to view the video in a new browser tab.

Step 2 Click the Add button. The application displays the Add Content Window (see Figure 3-35).

UnlockAction


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Step 3 Enter the Title, Category, Youtube ID, and the Description.

Step 4 Choose a Patient Group to which this Content will be assigned.


Step 6 If the server does not have Internet connectivity, an information dialog box appears as shown in the figure below. Click Ok in the Information dialog box.

Figure 3-34 Contents


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Figure 3-35 Add Content

Updating ContentTo update a Content, do the following:

Step 1 On the Contents window, click the Title of the content that you want to update.

The application displays the Update Content window (see Figure 3-36).


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Figure 3-36 Update Content



Deleting ContentTo delete a Content, do the following:

Step 1 On the Contents window, select the checkbox next to the Content Title and click Delete (see Figure 3-37).



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Figure 3-37 Delete Content


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C H A P T E R 4
Troubleshooting User Problems

Although troubleshooting user problems is not strictly speaking part of the Site Administrator role, you may know more about the application and how it works than other users, and people may come to you for answers. This chapter provides some suggestions for handling common user errors.

These topics are included here:

• Problem with Login or Password

• Contact Support

Problem with Login or PasswordIf users need to have their accounts re-enabled, or if they are trying to use passwords that the application will not accept, they will see an error message with an explanation and a suggestion. These messages are shown in Table 4-1.

Table 4-1 Login and Password User Messages

Message Action

Your account has been locked due to inactivity. Please contact the site administrator to have your account re-enabled.

The Site Administrator needs to unlock this user’s account (see “Unlocking a User Account” on page 3-8).

Your account has been locked due to repeated unsuccessful login attempts. Please contact the site administrator to have your account re-enabled.

The Site Administrator needs to unlock this user’s account (see “Unlocking a User Account” on page 3-8).

Invalid password. Passwords must be at least <n> characters long and must contain at least <m> of the following: upper case letters, lower case letters, numbers, and special characters. Please try again by entering a new password that meets these rules.

The Site Administrator should not need to become involved for this type of error.

Invalid password. The password that you entered has been used recently. Please try again by entering a new password that has not been recently used.

The Site Administrator should not need to become involved for this type of error.


Chapter 4 Troubleshooting User Problems Contact Support

Contact SupportContact support if you are unable to resolve problems on your own.

If the user forgot his/her password. The Site Administrator should Update the user entry (in case of dedicated authentication) with a new password and let the user login with the new password. In case of external authentication, the Site Administrator of the external authentication system has to be involved.

If the user forgot his/her username. The Site Administrator should look for the username from the Users list and provide it to the user.

Message Action


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A

P P E N D I X A
Software Compatibility

Browser CompatibilityTable A-1 lists the browsers and their level of support in Cisco Extended Care. Fully supported means the relevant components have been completely tested on these browsers and are certified to work. Compatible means the relevant browser components have been functionally tested on these browsers at a high level but exhaustive testing has not been done.

Table A-1 Browser Compatibility by Operating System and User Type

Platform Browser Name Browser Version Support Level

Patient

Windows 7 Internet Explorer 8 Fully Supported

Internet Explorer 9 Fully Supported

Chrome 26 Fully Supported

Firefox 23.0.1 Fully Supported



Mac OS 10.8.4 Safari 6.0.3 Fully Supported

Chrome 26 Compatible

iPad iOS 6.1.3 Safari 6.0.3 Fully Supported

Chrome 26 Not Supported

Provider






Mac OS 10.8.4 Safari 6.0.3 Fully Supported

A-1 Extended Care 1.0 Site Administration Guide

Appendix A Software Compatibility Browser Compatibility

iPad iOS 6.1.3 Safari 6.0.3 Fully Supported

Chrome 26 Not Supported

Administrator




Platform Browser Name Browser Version Support Level

A-2Cisco Extended Care 1.0 Site Administration Guide

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G L O S S A R Y


A

API An application programming interface (API) specifies how some software components should interact with each other.

B

Browser A computer application that connects your computer with the Internet. Refer to Appendix A, “Browser Compatibility” for a list of browsers and their level of support in Cisco Extended Care.

C

Cisco Extended Care Cisco Extended Care is a personal health and wellness collaboration platform, enabling patient engagement and care team interactions at any time and from anywhere.

Conference A Telepresence conference using Cisco Extended Care.

Consult An appointment option that allows you to include more than one Provider in an appointment. If your Cisco Extended Care installation is configured to support consult calls, the Provider chooses whether the call is going to be a two-party call (a point-to-point call) or a consult call (a bridge call).

E

EMR Electronic Medical Records. If your system includes the necessary software and is configured to enable an EMR interface, then you can save data from the appointment to EMR.

H

Hosted A software delivery model in which Cisco Extended Care and associated client data reside in a central location managed by a hosting service, and are accessed by clients using a web browser.

GL-1Cisco Extended Care 1.0 Site Administration Guide

Glossary

P

Provider The care provider who provides medical evaluations from a remote site.

Provider Group A collection of Providers who can be requested to accept a Cisco Extended Care appointment with a single click. A facility can configure any number of Provider Groups.

Provider Station The place where the Provider sits during the Cisco Extended Care appointment.

S

Site Admin Site Administrator. The person who maintains user accounts on Cisco Extended Care.

T

Telepresence TelePresence is a technology that combines visual, audio, and interactive technologies to create an “in person” experience.

U

URL Uniform Resource Locator. An address on the World Wide Web. When you click a URL, your web page is redirected to that location.

User Role Your User Role determines which screens you see, and which functions you can perform. User Accounts are configured so that users with a particular role (or roles) see only the windows and options appropriate to that job description. Any given user can have from one to five roles within one User Account. The Site Administrator configures the User Accounts. See “Understanding User Roles” on page 1-2.

GL-2Cisco Extended Care 1.0 Site Administration Guide

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