National EDT MeetingTues 29th July 2014

Chris McMail

Agenda• Welcome and Introductions• EDT Overview• Deployment Status• Document Volumes• Sharing Agreements• Current Hub Version• Source Connectors – Types and Configuration• Voice Technologies – James McPherson • Roadmap• Change Requests • Document Rejections• EDT Lite• EDT Capture• EDT Mailroom – David Marsden• Bi-directional Hub• Folder Monitor• Hub Monitoring• End Point Maintenance• AOB

EDT Overview

Hub Process

Inbound API is presented as a Web Service. All documents are added to the Hub using the API through either direct or indirect methods.• Direct to the Web Service (system to system interface)

• Hub Document Capture Interface

• ITK Adaptor - for systems who can produce an ITK 2 compliant Clinical correspondence

The API requires conformance to a set of minimum metadata, which includes the document itself.

Recommended SpecsDocMan Hub

• Server Windows 2008 R2 or Higher

• Dual core/Quad core processor

• 8-16GB of RAM

• Three 100-500GB Hard drives (One for the websites and operating system, one for the database and one for the backups and archives)

• Back up facility (DLT/SAN etc)

DocMan TIFF

• Single Xeon Processor

• 4GB RAM

• 50GB hard drive

• Backup facility (DLT/SAN etc.)

• Windows 2008 R2

• Microsoft Word 2007+

• Foxit PDF Reader

• IE7 or Above

Hub ProcessHub Web Service API

A public “Inbound” Web Service Based API to support incoming Docman Hub Documents posted within a XML message structure known as the Docman Hub Message specification (EDT WSAPI).

All incoming documents are passed into EDT via this API. The API is presented as a synchronous web service over HTTPS (HTTP in non-live environments).

The API uses the Microsoft .Net platform

There is no direct access to the Docman Hub infrastructure other than through this API. Sending applications may use the API to check on the current status of posted documents in order to find out if they have been collected or rejected by the receiving practice.

Security

It is mandatory that customers use SSL to encrypt all inbound and out bound connections to the Hub. This is achieved through applying an SSL certificate. The customer is responsible for network security and the provision of an appropriate SSL certificate.

Role based access to EDT Console provides controlled access to the features and functions within the EDT Console. The access Log provides an audit trail of who has logged into the EDT Console and when.

User security allows the operator to specify minimum password length, expiry time and required complexity.

Delivering to GP Practices

A Private “Outbound” Web Service is utuilised to allow outgoing doucments to be collected securely by ‘Endpoints’ Via EDT or EDT Connect Lite.

DEPLOYMENT STATUS

• All Mainland Boards Implemented

• NHS Shetland in – 5th August

• W.Isles/Orkney – In Discussion

• Golden Jubilee InstalledNo end points will need sharing agreement.

Document Volumes Hub Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Total

NHS Ayrshire and Arran Health Board 41,268 40,707 41,070 39,518 44,784 29,965 237,312

NHS Borders 12 0 20 0 1 20 53

Tayside NHS Trust 171,849 164,419 151,737 153,572 162,914 165,998 970,489

NHS Dumfries and Galloway Health Board

35,485 40,589 12,949 29,328 28,516 28,271 175,138

NHS Fife 33,605 31,218 33,123 33,017 39,156 39,974 210,093

NHS Forth Valley 5,474 5,309 6,201 6,020 6,625 3,058 32,687

NHS Grampian 13,695 21,664 2,044 13,139 16,528 16,768 83,838

NHS Highland Health Board 30,974 28,207 28,724 31,017 32,350 44,360 195,632

NHS Lanarkshire 67,498 66,284 67,661 71,080 80,482 77,135 430,140

NHS Lothian 88,626 244,912 32,919 134,741 149,432 155,903 806,533

NHS Greater Glasgow and Clyde Health Board

164,934 153,875 150,177 152,426 169,821 163,999 955,232

Sharing Agreements

ProcessDiscovery ServiceFirewalls Relayed DocumentsResponsibilitySupportResponsibility for (User) Rejections is originating hub.

Hub Versions

Docman Hub

Hub Versions

EDT Hub Versions

Health Board Version

Ayrshire & Arran 800.810.4948

Borders 80.0.810.15370

Dumfries & Galloway 80.0.800.17666

Fife 800.810.4948

Forth Valley 800.810.4948

Glasgow 800.810.4948

Grampian 800.810.4798

Highlands 800.810.4798

Lanarkshire 800.810.4948

Lothian 800.810.4757

Tayside 80.0.800.17666

CURRENT VERSION

800810

• Document list - A Column has been added to display the sending organisation.

• Relayed Documents – A Column has been added to display the destination hub.

• Tiff Conversion – Tiff Conversion can be switched on or off for documents remotely added to the hub.

• Document Source Screen - Fix applied to resolve the tiff conversion setting to display incorrectly.

• End point Activity Screen – Fix applied to resolve an issue affecting the date filters.

• Change Password – Fix applied for when a password is changed, it displays the Log in Screen and not the site.

• Users receiving documents are now able to reject delivered documents via the details screen.

• Users must select a reason for rejection from the drop down list before clicking the reject button.

Now Available800850

Detailed Reporting

800850Enhancements to END Point list to display additional fields.

Email Address, Date last collected and export facility

800850Additional fields to document source list.

Alert Email Address and Total Docs

And Export facility

800850Changes to Document List

Contributor, Rejected Count, Show Archive Checkbox.

Ability to resend or delete waiting or rejected documents by checkbox

800850Tooltips added to End Point and Source Activity Screens

800850Ability to search on Patient ID, Chi number or Patient Name

800850Additional Data on Main Menu

800850Ability to add a comment when resending

800850Updateable Notes Field

Next Release - 80875

Relayed DocumentsAn addition has been made to the Relayed Documents table to now record the local document ID. The document is now stored on the originating Hub.

Next Release - 800875

Relayed DocumentsA new document status of ‘Relayed’ has now been included. Additional ‘Last checked column’. This shows when the remote document was last checked by the maintenance service. If >24hours it will display a warning.

Next Release - 800875

Relayed DocumentsRelayed Document Status is highlighted in colours to make it consistent to main document list screen.

Green - Dcument waiting

Grey - On old

Red - Rejected

Orange - Conversion pending

Black – Delivered/Deleted

Blue - Processed

Next Release - 800875

Relayed DocumentsAbility to add a comment when resending a document.

Next Release - 800875

Web Admin ConsoleNew search checkbox for Relayed documents

Next Release - 800875

Enhanced User Interface. Activity panel shows cleared view of originating stats versus relayed stats.

Next Release - 800875

Maintenance ServiceThe maintenance service now has an extra process, set by default to 1 minute but this value can be modified by admin to assist load balancing. This loops through the documents in the Relayed Documents table and asynchronously retrieves the status and any rejection information from the remote web service and updates the local Relayed Documents

Document Sources

A document source is where the document originates.

Document sources can be added to the hub which are then given a unique ID.

Document sources can be made inactive at anytime

LIVE EXAMPLES

Active Document sources currently used in GG&C.

LIVE EXAMPLES

Active Document sources in Fife

LIVE EXAMPLES

Active and inactive document sources in Fife.

SOURCE CONNECTORS

TrakcareTayside Referral Management Boss (Ensemble)WinvoiceAdastraSci StoreMiDISPlumbtreeTayside EDDLab ResultsFolder Monitor

Connector Issues

800850 will provide better reportingInefficient Connectors

Voice Technologies

James McPhersonVoice Technologies

Product Roadmapv9.1

Sep 2014

• DB migration• Increased

Performance• Enhanced Scalability

v9.2Mar 2015

• National Hub/endpoint directory

• Option print fulfilment

• New delivery options

• Scope TBC

FutureTBC

• New input methods• New endpoint types• Your ideas!

Version 800900 (v9.1)

Migration from MySql 3.5 to MySql5 (database)Better recovery tools, fully transactional and future proof.

Built-in options for Resilience and Replication.

Porting ToolSafe transfer of data and documents when migrating from old veriosn to new platform.

Hub Data OptimisationReindexing tools for the database to increase response times.

Upgrade >net framework to 4.5Underlying infrastructure

Migrate Documents from Database to new file storeReduce database size, increase repsonse times for database, reduce time to recall data through management

console.

Change Requests

Document Rejections

User Rejections currently disabled in most Board Areas (but not all!!)

EDT Connect Lite

• Designed for non-DocMan sites.• Hospital Departments, Consultants, Ophthalmic, Dental, Hospice, Pharmacy.

• Configure end points on Hub

• Sits in Windows system tray

• Scheduled collection times

• Collected documents placed in Local EDT Inbox.

• Documents can be rejected back to Hub

• Full audit logs

• No Licence charges

EDT Connect Lite

EDT Connect Lite

EDT Connect Document Organiser

EDT CAPTURE

• Virtual Print Drive• Designed for lite touch or legacy systems • DocMan or Non-DocMan sites (Capture from within DocMan)• No Software Licence Costs• Full End to End Auditability

EDT CAPTURE

EDT MAILROOM

David MarsdenNHS Greater Glasgow & Clyde

More Hub

Folder MonitorBi-Directional HubAdditional Metadata

DepartmentName will map to the department i.e.Biochemistry/Haematology

ReportCode will map to the folder in DocMan i.e. ‘Labs’

End Point Maintenance

Useful LinksPCTI EDT Server API Specification - http://www.pctisolutions.co.uk/resources/xml/EDT_Server_API.pdf

PCTI EDT Document Type Definition (DTD) - http://www.pctisolutions.co.uk/resources/xml/ReportMsg_EDT_03.zip

Sample Message containing an HTML document payload - http://www.pctisolutions.co.uk/resources/xml/edts_sample_htm_edt03.xml

Sample Message containing a binary encoded TIFF document payload - http://www.pctisolutions.co.uk/resources/xml/edts_sample_enctif_edt03.xml

PCTI EDT Message Specification - http://www.pctisolutions.co.uk/resources/xml/EDT_MEssage_Specification.pdf

EDT Test Harness Application - http://www.pctisolutions.co.uk/resources/xml/EDTH_TestHarness.zip

A fully functioning test interface is available - http://www,pctisolutions.co.uk/EDTWebservice/EDTWebService.asmx

Service Description of .net based web service - http://www.pctisolutions.co.uk/EDTWebService/EDTWebservice.asmx?WSDL

DocMan Metatags

Hub MonitoringLothian Hub Alert (24hr no collection calls only logged in Afternoon) Possible Action

22/04/2014

AM PMConsole ChecksIs Webservice Running (Y/N) Raise call and fix Y YStatus of Hub Console (Green / Yellow / Red) Raise Priority 1 call and fix Green Green

Documents Waiting 7855 2917Documents On Hold 2 2Documents Rejected 0 5Documents Rejected By Conversion 0 0Dcouments Rejected By Receiver 0 0Documents Rejected By System Report to HB - Raise call 0 5Documents Pending Conversion Raise call and fix 3290 1175Total Document Count 586317 587092

Active End Points 129 129Active Document Sources 12 12

End Points not Collected (last 24hrs) Raise call and fix 111 25Transmission Errors (last 24hrs) 0 5

PCTI Hub dashboard Drive - C:\ 80GB 80GBDrive - E:\ 369GB 369GB

Ensure the "last reported date" on dashboard is same day Raise with PCTI if not same day21/04/201

422/04/201

4

Last archive date Raise call19/04/201

421/04/201

4Largest Database Table Size >4GB Raise call and fix 3.3GB 3.3GBDatabase Size >4GB Raise call and fix 3.6GB 3.6GBServer - Maintenance check - EOD procedure (Y/N) Raise call and fix N y

Technician Doing the Checks (use initials) RC RC

Hub Monitoring24 Hour No Collection

23/07/2014 24/07/2014PM PM

70179 Craigmiller Mg 70215 Riverside Practice70982 Craiglockhart Mg 70610 Liberton Mg

Slateford Mp 70997 Morningside MpFerniehill Surgery 70164 Cromwell Harbour Practice, Dunbar HCNewland Mp 78077 St Triduana's MPSutherland House Surgery 77286 West Calder Medical Practice

70785 St Triduana's Mp 70785West Calder Mp 78147Edin Homeless Practice 70963Deans & Eiliburn Mp 78325Southside Surgery 70893Tyne Medical Practice 76000

AOB