Backlogs Central Portal
PathHub Digital Pathology LIMS Software Pathologist User
Contents
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PathHub Digital Pathology PathHubLIMS Digital Software Pathology LIMS
Logging In - Step 1
Signing In ● ●
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Access PathHub via backlogs.pathhub.co.uk. For optimal performance, please copy and paste the link into Google Chrome. PathHub uses a three factor authentication process when logging in: ○ username and password ○ two characters from a memorable word ○ a token code, which is emailed to you These details will have been sent to you securely and in separate emails. For step 1; enter your Username and Password, then click "Sign In".
Password Change Prompt: For security reasons, the first time you log in to PathHub, the system will prompt you to change your password.
Reset Your Password; If you have forgotten your password and would like to reset it, click on the blue link. Enter your email address and click "Send Password Reset Link." Follow the instructions in the reset email. Continued
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Logging In - Step 2
Memorable Word ● ● ●
The Support Team will have provided you with a memorable word. You will be required to input two characters from your memorable word and click "Login". Memorable word can be 6-10 characters long, and alphanumeric so can contain letters and numbers.
Wrong Memorable Word Attempts: ●
If you enter your memorable word characters incorrectly five times in a row, your account will be temporarily blocked. To regain access to your account you will need to contact the Support Team.
Continued
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Security Token Logging In - Step 3
Security Token (Code) ● ● ●
A security token (code) will be automatically sent to the email address associated with your account. Enter the token code into the designated box on the login page. Upon successful verification, account access will be granted.
I haven't received the email security token (code), what do I do? You can click on "Resend via Email," and the token email will be resent. Alternatively, click on "Resend via Egress". Egress can be a great alternative if PathHub emails are delayed by local servers. Click on "Always send token by Egress" to set Egress as default.
TOP TIP: When using your regular desktop, you can tick the "Trust this computer" box. This will enable future access using only your email and password (at the same IP address). For security reasons, PathHub will occasionally request three-step authentication.
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Reporter Central
Reporter Central Successful login will take you to the homepage above, known as the Reporter Central Page. The main features are:
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Four tabs that control the central case lists: Unreported Cases, Requests, Addenda and Queue. Profile details on the top right-hand side of the screen – you can view your profile details and log out. A grey menu bar on the left from which you can access: o Groups o Pool (The Pool feature is not available on every dashboard. To be visible, the pathologist’s account must be properly configured in advance.) o Find Case o Queue o Finance
o Contact Admin o Handbook
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Reporter Central
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Unreported Cases list: These are cases that have been assigned to you for reporting (or self-assigned from the group’s cases).
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Requests: This list contains cases for which you have requested extra work. Once the extra work is received at Backlogs, cases will either move from your "Requests" list to the "Addenda" list (if a provisional report was originally issued), or they will remain in the "Unreported Cases" list but turn from blue to black (if a provisional report was not issued when the extras were requested).
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Addenda: These cases require an updated report, which must mention the extra work carried out. Once an addendum has been authorised, the case will be removed from this list.
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Queue: The list contains cases that are currently in the queue.
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To view a case, click on the case number. TOP TIP: If at any time you wish to return to the home screen, click on the Backlogs icon in the top left of the screen.
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Shortcut Menu
Shortcut Menu To access the shortcut menu, click on the icon with three lines next to your photo in the top right corner of the screen.
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The first icon is "Reported Cases".
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This section displays cases that have already been reported. You can sort list by Case Number, Patient, Date of Birth, Hospital, or Reported Date by clicking on the column titles. To view a case, click on the blue case number. To view a report, click on the PDF icon in the Report column. To display slides, click on green or amber microscope (This functionality needs to be configured in the user account settings). The case list is colour-coded; the legend key is visible at the top of the page. TOP TIP: Use the search bar to find a case. Enter parameters like Case Number or Name. You will find the search function on most lists across the site.
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Shortcut Menu
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The second icon is "Unreported Cases". ○ This will take you to your Unreported list (a shortcut back to Reporter Central). ○ By default, you'll see these cases sorted firstly by their submitted date and secondly by the patient's last name.
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The third icon is "Requests". ○ In this section, you can access your further work list and see the progress of any requests (see screenshot above). ○ To view a request and the full details, click on the eye icon. From here, you can view the details and status of the individual test. ○ The list is set to "In Progress" by default; click on "Processed" to see requests that have been completed.
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The fourth icon is "Enquiry". ○ Clicking on this icon will take you to the Contact Admin page (further details about Contact Admin are on page 32).
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Profile
Profile ● ● ●
Click on your username located at the top right corner of the screen. From the dropdown menu, select "My Account," where you will be directed to your profile page. You can use the "User Profile" button to view your profile details.
This is a view only function, please contact Backlogs to update your profile details.
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Update Memorable Word
Viewing and updating Memorable Word ● ● ● ● ● ● ● ● ●
Click on your username at the top right corner of the screen. From the dropdown menu, select "My Account." Click the "User Profile" button. Navigate to the memorable word field. Click on the eye icon to view or change your memorable word. Enter your current password and click "Confirm Password." Your memorable word will become visible. Input a new memorable word if you wish to update it. The memorable word must be between 6 and 10 characters in length. Click "Update Profile" to save your changes.
TOP TIP: If at any time you wish to return to the home screen, please click on the Backlogs icon in the top left of the screen.
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Update Password
Update Password ● ● ● ● ● ●
Click on your username at the top right corner of the screen. From the dropdown menu, select "My Account." Click the "Security" button in grey. Click on "Update Password" from the dropdown. Enter your new password and confirm the new password. Click "Submit" to confirm the password change.
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Upload Profile Photo
Upload Profile Photo ● ● ● ● ●
Click on your username located at the top right corner of the screen. From the dropdown menu, select "My Account." Click the "Edit" button under your profile photo. Choose a photo from your device. Click "Open" to upload the selected photo. TOP TIP: The photo should be in either JPG or PNG format and should not exceed 200px X 200px in size.
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Specialisms
Specialisms ● ● ● ● ● ●
Click on your username in the top right corner of the screen. From the dropdown menu, select "My Account". Click on the "Specialisms" tab. View the specialisms that you are able to report for. The slider is green for specialisms that you can report for. This is a view-only feature. If you require your specialism to be updated, please contact the Backlogs team.
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Working Days
Working Days Pathologists, please only add working days and time (British Standard Time) if on a salary. During working days for the hours noted, no per-case fee is paid. ● ● ● ● ●
Click on your username, located at the top right of the screen. From the dropdown menu, select "My Account". Click on the "Working Days" tab. Adjust your working days using the slider to reflect your specific schedule. Working days are indicated by the slider turning green. Click the clock icon to select your working hours.
The "Working Days" and "Days Away" settings are designed to help calculate payments for salaried pathologists and have system functionality.
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Days Away
Days Away ●
To add days away: ○ Click on your username located at the top right of the screen. ○ From the dropdown menu, select "My Account." ○ Click the "Add Days Away" button. ○ Enter the Start Date and End Date manually or select them using the calendar. ○ Optionally, include additional notes. ○ Click "Submit" to confirm.
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To view previously added days away: ○ Click on the "Days Away" tab within the Profile page. ○ You can view a list of all Days Away submissions. ○ In the Action column, click the three dots, then click "View" to see all the dates and notes of any submission. ○ This is a view-only feature. ○ Click "Close" to exit the window when done.
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Days Away
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To edit existing days away: ○ Click on the "Days Away" tab within the Profile page. ○ You can view a list of all Days Away submissions. ○ In the Action column, click the three dots, then click "Edit" to view all the dates and notes of any submission. ○ Review and modify the details as needed. ○ Confirm changes by clicking "Submit".
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To delete previously added days away: ○ Click on the "Days Away" tab within the Profile page. ○ You can view list of all the Days Away submissions. ○ In the action column, click on three dots, then click on "Edit" to see all the dates and the notes of any submission. ○ Confirm the deletion by clicking the "Delete" button in the popup.
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Case Report
Reporting on a Case ● ●
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Click on a Case Number from the Unreported List on Reporter Central. The Case Details, Clinical Section, and Laboratory Processing details entered by Backlogs will appear. These details can be amended by clicking on "Amend Case" in the grey menu on the left. After making the necessary amendments, you need to include the reason for amendment in the "Amend Reason" box, then click on blue "Authorise Amendment" button at the bottom of the page. To attach a document, scroll down to the "Documents" section. Click "Choose files", select a file, and click "Open". Then, click the "Select File Tag" dropdown to choose either "Request Form" or "Macro Image," and click the "Upload" button. To view a document, click on PDF icon for the corresponding document. The Laboratory Processing section contains information about Specimen(s), Blocks and Slides, Tests, and Macroscopic Description. TOP TIP; Only the fields marked in yellow can be amended. Grey fields cannot be edited.
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Case Report - Requests
Making Further Work Request ●
Within the case record, you will see a submenu on the left. The options in the submenu will vary depending on the case type and status. Click on the "Requests" option in the submenu to make further work requests.
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Select the block and the required tests from the dropdown menus. You can add multiple test requests to the same block.
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You can select an existing block or create a new block by choosing the "Additional" option from the Block dropdown.
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If you need to add tests to other blocks, simply use the blue "+" icon to select another block, then select the required tests for that block.
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In addition to individual tests, you can also select panels. Panels are predefined groups of tests. When a panel is selected, multiple tests will be automatically added because a panel always consists of at least two tests.
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From the dropdown, you can change the Reason for Request (this is set by default to "Diagnostic").
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Add any comments in the text box. To complete the process, review the requests on the right and click the blue "Send" button below the list.
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Case Report – Request form & PDF & History
Viewing Request form You have the option to view last added Request form
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Viewing PDF While reporting a case, you have the option to view the PDF report.
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You can click on the "PDF" option in the grey submenu on the left to view and/or download the draft or final report.
Viewing Patient’s Report History While reporting a case, you also have the option to view the Patient’s Report History for cases reported by Backlogs (i.e., all Backlogs cases with the same name and NHS number). • Click on the "History" button in the grey submenu on the left within the case. • This should display a list of previous reports for the patient • To view the previous reports, click on the Case Number to see details for each case or click the PDF icon to view report. • To return to the specific case you were viewing, simply click back on your browser.
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Case Report - Audit Trail & Queue & Find case
Audit Trail •
You can view all Audit Trail entries related to the current case.
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Click on "Audit Trail" in the grey submenu on the left to display the list of activities and changes made within the case.
Queue •
Click on "Queue" in the grey submenu on the left to return to the list of cases in the queue.
Find Case •
Click on "Find Case" in the grey submenu on the left to open the search page.
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You can search for cases by Case Number, NHS Number, Patient Name, Hospital Number, or Date of Birth.
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Case Report (Autopsy)
Case Report - Autopsy ●
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The Patient Details, Clinical and Laboratory Processing details entered by Backlogs will appear along with Autopsy details. Click Amend to change these if required. Enter the Cause of Death. Scroll down to enter the Post Mortem Findings (Internal & External) and any Comments as needed. Once you are happy with the details entered and have completed all mandatory fields, you have two options: ○
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Queue - This places the case into your Queue list where you can bulk authorise the whole list of cases in one go (See Page 30 for information on Queue). Authorise - This allows you to authorise this individual case. Reenter your password and select "Authorise". Once authorised, the case will be removed from the unreported list on the homepage.
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Case Report (Case Review)
Report Case - Case Review ●
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The Patient Details, Clinical and Laboratory Processing details entered by Backlogs will appear. Click Amend to change these if required. Review information for all specimens and click on the "Finalise Report" tab to complete your findings in the "Opinion on Report" section. Select a Category from the dropdown, see options in screenshot. Enter your supporting text in the box highlighted in yellow underneath. Once you are happy with the details entered and have completed all mandatory fields, you have two options: ○
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Queue - This places the case into your Queue list where you can bulk authorise the whole list of cases in one go (See Page 30 for information on Queue). Authorise - This allows you to authorise this individual case. Reenter your password and select "Authorise". Once authorised, the case will be removed from the unreported list on the homepage.
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Case Report (Histology & NGC)
Case Report - Histology & Non-Gynaecological Cytology ●
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Scroll down to the Microscopic Description section and complete your findings. You can select a Hospital Dataset to autofill this description and then enter any additional text as needed, or use the text box for free text. Each specimen must be reported on. You can switch between specimens by selecting the specimen tabs. The tab highlighted in blue is the specimen you are viewing/editing. The specimen tab will be green when all details have been completed.
Once you have completed all these steps, click on the "Finalise Report" tab. Here, you can enter the Final Diagnosis and Comment into the text box. Use the dropdown to select Snomed T and M/D codes (at least one of each must be entered to authorise the case). You can also indicate if there is any "Unexpected Pathology", "Second opinion required" or "Tertiary referral recommended" by selecting the box next to these sections.
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Case Report (Histology & NGC)
Once you are happy with the details entered and have completed all mandatory fields, then you have two options: ●
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Queue - This places the case into your Queue list, where you can bulk authorise the whole list of cases in one go (see Page 30 for information on Queue). Authorise - This allows you to authorise this individual case. Re-enter your password and select "Authorise". Once authorised, the case will be removed from the unreported list on the homepage.
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Case Report - Audit Trial
Adding Notes to the Audit Trail ● ●
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A note should be added to the Audit Trail if the sending hospital calls you to discuss a case. The Audit Trail is located at the bottom of the case record page, within the "Finalise Report" tab. Add the required notes and click on "Save Audit Trail Note." You can also view the last few entries of the audit trail here.
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Addendum
Reported Case Addendum ● ● ● ● ●
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From Reporter Central, click on the "Addenda" tab. Then, click on the Case Number to open the required case record. Alternatively, click on "Reported List" from the shortcut menu. To open a case, click on the blue case number. Next, click on the "Addendum" option from the grey menu on the left. The addendum text box will appear, where you can enter the text for your addendum. Click on 'Save' if you are not ready to authorise the addendum or would like to make changes later. This will save all the information, allowing you to return and complete the addendum at a later time. To authorise the addendum, enter your password in the box at the bottom and select "Authorise" to submit the report to the client.
You cannot edit the original authorised report. If you make a serious error, please contact the Backlogs team, who will release the report back to you for rereporting. An amended report will be issued to the client automatically.
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Groups
Groups This is a list of cases that have been assigned to your group. ● ● ●
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Click on the "Groups" option from the grey menu on the left. Use the dropdown menu at the top to filter the groups; you can view cases from all groups or specific groups. When a case is selected, the "Assign Cases to Me" button will appear below the patient list. You can select all cases by selecting the checkbox in the header row. Click on "Assign Cases to Me" to assign the selected case(s) to yourself. On the right, you will find the search field. The case will now appear in the "Unreported Cases" list on your home screen, and you can now report on the case.
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Pool
Pool This is a list of cases available in a shared pool that eligible pathologists can claim. • Click on the "Pool" option from the grey menu on the left. • The Pool tab is visible only if "Pool Member" is enabled in your profile. • The list shows Unreported Unassigned cases that are not assigned to any group and have all slides digitised and QC completed.
• Select cases using the checkboxes in the first column. Only the oldest eligible cases can be selected. • Click "Assign cases to me" to claim the selected case(s). • The claimed case will be removed from the Pool and will appear in your "Unreported Cases" list.
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Find Case
Find Case You can search for cases by Case Number, NHS Number, Patient Name, Hospital Number or Date of Birth. To search for a case, follow these steps: ● ● ●
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Click on the "Find Case" option in the grey menu on the left. You can search by Case Number, NHS Number, Patient Name, Hospital Number, or Date of Birth. The information displayed for each case includes: Case Number, Hospital, Patient Name, DOB, NHS, Hospital Number, Submitted Date, Reported Date and Reporter details. Click on the Case Number to view the case record. Click on PDF icon in the report column to view PDF report.
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Queue
Cases in Queue The Queue is a new way to authorise your cases in bulk. When you select "Move to Queue" within a case record, the case is moved to this list. ● ● ● ● ●
Click on the "Queue" option from the grey menu on the left. This will display the cases that are currently in the queue. You have the option to select cases individually, or you can select all the cases by clicking the checkbox in the top left-hand corner. Once you have made your selection, enter your Authorisation Password and click the "Authorise" button. All the selected cases will be authorised and will move from your Unreported List to the Reported List. TOP TIP: You can view and amend a case here by clicking on the case number. If you decide not to authorise a case, select the case and click on the "Send Back to Unreported List" button.
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Finance
Finance ● ● ● ●
Click on the "Finance" option from the grey menu on the left. This list allows you to view your cases with outstanding payments. Click on the case number to open the case record and view the case details. Use the search bar to find a case. Enter parameters like Case Number or Patient Name.
Previous Invoices ●
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Select the desired month from the dropdown menu (the dropdown will only show options where data is available). Click on the eye icon next to desired invoice to see the detailed breakdown of the invoice. You can download a PDF copy of the invoice by clicking the "Download" button at the top. Click on the case number to view the case details.
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Contact Admin
Contact Admin You can use this section to contact the Backlogs Admin. ● Click on the "Contact Admin" button in the grey menu on the left, or click on the shortcut icon in the top right corner of the header bar. ● This will take you to a communication page where you can create a new enquiry. ● Enter an enquiry title. ● Select the priority level for your message: Normal, High, or Critical. ● Compose your message in the text box and click the "Submit" button. View Previous Communications ● To view previous enquiries, click on the "Previous Communications" button in the bottom right corner. ● This will display the previous enquiries you have sent.
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Handbook
Handbook ● ● ●
The Handbook section is where you can find manuals for PathHub and Backlogs. The documents can be viewed online; use the arrow icon to flip through pages. The icons at the bottom allow you to search the document, share the document, or view it in full screen.
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Customiser
Customiser ● ● ● ● ● ●
The customiser icon hovers in the bottom right of the page while you browse PathHub. Click on the customiser icon to open the customisation options. Here, you can customise the colour scheme and layout of the page and sidebars. As you select options, those changes will be implemented instantly. To reset to default, simply click on the "Reset" button at the bottom. It’s a great way to tailor PathHub to your preferences.
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Support - Raising a support request for PathHub This section explains how to contact support for PathHub. For issues related to PathHub, including but not limited to account lockouts, password resets, or memorable word changes, please follow the instructions below:
Backlogs Office Hours Contact the Backlogs Team via email at support@backlogs.co.uk, or alternatively, call them at 01480 498250. The Backlogs Team is available from 9 AM to 5 PM, Monday to Friday.
Backlogs Out of Hours For urgent matters, call the HCA ITG Service Desk at 0207 759 3737 or extension 23737. The ITG Service Desk is available from 7 AM to 8 PM, seven days a week. Outside of these hours (8 PM to 7 AM), please call the same number to reach the on-call service.
General IT Support (Service Desk): Option 2 > 5 Describe your PathHub issue, and the HCA ITG Service Desk will contact PathHub directly.
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