HCA Central Portal - Pathologist Users

HCA Central Portal PathHub Digital Pathology LIMS Software Pathologist User

HCA Healthcare UK Silvaco Technology Centre Compass Point St Ives Cambridgeshire PE27 5JL

Version

Date

Purpose of Issue

Author/Editor

1.0

23rd June 2023

New document

Mr. T. Stanley

2.0

21st November 2023

Revision with release 7.1.19.H

Dr. A. Zaman

3.0

3rd December 2023

Revision with release 7.1.27.H

Mrs. Z. Humma

4.0

7th January 2024

Revision with release 7.1.48.H

Mrs. Z. Humma

© HCA Healthcare 2023

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 2

Contents Module

No.

Module

No.

Logging In

4

Case Report - View Report

25

Dashboard

7

Case Report - Add to Queue

26

Dashboard - Shortcodes

10

Case Report - Further Work Request 27

Shortcut Menu

12

Case Report - Report History

28

Profile

13

Case Report - Audit Trail

29

Memorable Word

14

Case Report - Authorise/Save

30

Update Password & PIN

15

Case Report - Addendum

31

Upload Profile Photo

16

Groups

32

Specialisms

17

Search

33

Days Away

18

Queue

34

Case Report

20

Handbook

35

Case Report - Case Menu

23

Support

36

Case Report - Documents & Images

24

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 3

Logging In - Step 1

Signing In ● ●

● ●

Access PathHub via a http://hca.pathhub.co.uk/. Please copy and paste the link into Google Chrome for optimal performance.

Pathhub uses a three factor authentication process when logging in: username and password, two characters from a memorable word and a token code which is emailed to you.

These details will have been sent to you securely in separate emails.

Enter your Username, Password and click “Sign In”.

Password Change Prompt: ●

For security reasons the first time that you log in, the system will prompt you to change your password.

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 4

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.

It is important to be aware that your memorable word is case-sensitive.

Wrong Memorable Word Attempts: ● ●

If you enter your memorable word incorrectly three times in a row, your account will be temporarily blocked.

To regain access to your account you will need to contact the Support Team.

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 5

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.

Input the token code into the designated box on the login page.

Upon successful verification account access will be permitted.

TOP TIP: When using your regular desktop, you can tick the “Trust this computer” box which will enable future access via email and password only. If accessing the site via laptop, a change of IP address may require the three step authentication process to gain access.

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 6

Dashboard

Dashboard Successful login will take you to the homepage above. The main features are: ●

●

●

Three tabs which control the central screen: Unreported Cases, Requests and Add Shortcodes.

Profile details on the top right-hand side of the screen - you can change your profile details and log out.

A grey menu bar on the left from which you can access: o Groups o Search o Queue o Handbook

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 7

Dashboard

Unreported Cases list These are cases that have been assigned to you for reporting (or self-assigned from the group’s cases). ● ● ● ● ● ●

To view a case click on the case number.

Use the search bar to find a case. Enter parameters like Case Number, Name or Date of Birth.

The list is organised by Received Date as default and then further organised by Last Name.

It shows 100 cases per page (this can be changed to display 10, 25, 50 or All).

Lists can be sorted by selecting one of the following options: <7, <12 or >13 to display cases reported within the selected number of days.

To filter the list by hospital, click on the 3 vertical squares in a circle on the right hand side above the search bar. Next, select the hospital you wish to filter list by, do this by clicking on the Hospital Short Name. To display the Hospital's full name, hover the cursor over the Short Code.

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 8

Dashboard

●

●

Lists can also be filtered by Flag Colours: ○ Yellow for In Lab ○ Orange for In Lab Urgent ○ Red for With Pathologist Urgent ○ Green for With Pathologist To clear filters selected, click the X next to the filter. (The X only appears once filter options is selected).

The Pathologist user can view or add a Flag Reason Comment to a specific case by clicking on the chat icon. The number above the icon let you know number of massages attached. Click on the icon will open a pop-up page where you can view the comments from the lab. You can also enter comments, type into textbox and click "Post Comment," your comment will be saved.

Request Cases List ●

Requests tab: This filters the unreported case list to show only the cases that have extra work requested.

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 9

Dashboard - Shortcodes

Add Shortcode This list shows an index of the shortcode and the descriptions available on the system. You have three button with allow you switch between Microscopic, Macroscopic and SNOMED codes. ● By default you are viewing the Microscopic Codes. ○ Click on the green “+ Microscopic Codes” button to add new code. ○ Complete all the fields and click on the green “Add Microscopic Code” button to confirm. ○ The shortcode should now be visible on the list and you are able to edit or delete it by clicking on the pencil or bin icon. ● To view Macroscopic Codes click on the blue “Macroscopic Codes” button. ○ Click on the green “+ Microscopic Codes” button to add new code. ○ Complete all the fields and click on the green “Add Microscopic Code” button to confirm. ○ The shortcode should now be visible on the list and you are able to edit or delete it by clicking on the pencil or bin icon.

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 10

Dashboard - Shortcodes

Add Shortcode ●

To view SNOMED Codes click on the blue “SNOMED Codes” button. ○ Click on the buttons along the top to navigate the different SNOMED categories. You can see the details of the codes on the system.

TOP TIP: Use the search bar to find a code. Enter parameters like SNOMED codes or description.

TOP TIP: If at any time you wish to return to the home screen click on the HCA icon on the top left of the screen.

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 11

Shortcut Menu

Shortcut Menu The shortcut menu is next to your photo on the top right corner of the screen. ●

The first icon is "Reported Cases".

○ ○

This section displays cases that have already been reported.

By default, you will see these cases sorted by their Reported Date.

You can sort them by Case Number, Patient, Date of Birth, Hospital or Received Date by clicking on the column titles.

●

The second icon is "Unreported Cases". ○ This will take you to Unreported list (a shortcut back to dashboard).

●

The third icon is "Requests". ○ In this section, you can access your further work and see the progress of any requests (see screenshot above). ○ To view a request details click on the blue eye icon. ○ To make changes to a request click on the pencil icon.

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 12

Profile

Profile ● ● ● ●

Click on your username located at the top right corner of the screen.

From the dropdown menu select "My Profile” where you will be directed to your profile page.

You can use the "Edit Profile" button to make changes to your profile.

These tabs provide a user-friendly interface for customising and managing your profile according to your preferences and requirements.

Edit User Profile ● ● ● ●

● ●

Click on your username at the top right corner of the screen.

From the dropdown menu select "My Profile".

Click the "Edit Profile" button in blue.

Edit the fields required, these include: Title, First Name, Last Name, Phone, Email and Memorable Word (instructions to change memorable word are on page 14).

You can also edit Organisation address details and billing type.

Click "Update User" to save your changes.

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 13

Memorable Word

Change Memorable Word ● ●

Click on your username at the top right corner of the screen.

From the dropdown menu select "My Profile".

Method 1 ● Click the grey "Security Actions" button. ● Click on “Update Memorable word” option. ● Input a new memorable word. ● Click on the "Update” button to save your changes.

Method 2 ● Click the "Edit Profile" button in blue. ● 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. ● Click "Update User" to save your changes.

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 14

Update Password & PIN

Change Password ● ● ● ● ● ● ● ●

Click on your username at the top right corner of the screen.

From the dropdown menu select "My Profile".

Click the grey "Security Actions" button.

Click on “Update Password” option.

Enter Current Password.

Enter New Password.

Confirm New Password.

Click on the "Submit” button to save your changes.

Change PIN ● ● ● ● ● ● ● ●

Click on your username at the top right corner of the screen.

From the dropdown menu select "My Profile".

Click the grey "Security Actions" button.

Click on “Update Pin” option.

Enter Current Password.

Enter New Pin. Confirm New Pin. Click on the "Submit” button to save your changes.

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 15

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 Profile".

Click on the blue “Edit Profile” button.

Click on “Edit” button (grey colour) under the profile photo/icon.

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.

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 16

Specialisms

Specialisms ● ● ● ● ●

Click on your username at the top right corner of the screen.

From the dropdown menu select "My Profile".

Click on the "Specialisms” tab.

The slider is green for specialisms that you are able to report for.

This is a view only feature. If you require your specialism to be updated please contact the HCA team.

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 17

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 Profile". ○ Click the "Add Days Away" button. ○ Enter Start Date and End Date manually or using the popup calendar. ○ Optionally, include additional notes. ○ Click "Apply" to confirm and add the days away.

●

To view previously added days away: ○ Click on the "Days Away" tab within the Profile page. ○ Click the eye icon next to the leave you want to view. ○ View Start Date, End Date, and any associated Notes. ○ Click "Close" to exit the window when done.

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 18

Days Away

●

To edit existing days away: ○ Click the pen icon next to the corresponding entry. ○ Review and modify Start Date, End Date, or Notes as needed. ○ Confirm changes by clicking "Update".

●

To delete previously added days away:

HCA Central Portal

○ ○

Click the bin icon next to the corresponding entry.

○

Click "Delete" to remove the selected days away from the system.

Confirm deletion with the popup: "Are you sure you want to delete this leave?"

PathHub Digital Pathology LIMS Software

Page 19

Case Report

Reporting a Case ● ● ●

●

●

●

Open a case using the search bar along the top or click on a Case Number from the Unreported List or via Search.

The patient details pulled from Meditech will appear. The fields in yellow can not be changed.

The status of the case is visible in the top right corner of the record. You can update the status of the case by selecting the desired status from the dropdown menu.

You can collapse all fields by selecting the diamond icon and click on same icon to expand all. This button closes the sections so you can just see the headings, this allows you to navigate efficiently to desired sections.

“Assign Case To” dropdown lets you reassign case from within the record, select a pathologist or group from dropdown and the case will be reassigned.

“Copy To” field can be used to include clinicians who need a copy of the report, you can make multiple selections. Use drop down or type in name.

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 20

Case Report

● ● ●

●

●

If Urgent Report Required is ticked, it means an urgent report is required.

Scroll down to the Clinical Details section to view the information. The text can be formatted as required by using the text formatting bar.

Laboratory Processing section is collapsed, click arrow to open. It contains Specimen(s), Case Material, Department, Specialism, Tissue Type, Description, Cell Blocks, PCs, Process, Disposal, Slides, Category, Decal, Frozen, Slides and Blocks and Tests. This information is auto populated and cannot be edited from here. If you notice an errors, select “Meditech Tissue Mnemonic Errors” box and a textbox with appear. Type in the necessary information and click “Submit”. This will generate an email to admin staff.

Scroll down to the Microscopic Description section and complete your findings. Utilise shortcode function to autofill the microscopic description field. The text can be formatted as required by using the text formatting bar.

Each specimen must be reported on. You can switch between the specimens by selecting the specimen tabs. The tab highlighted in blue is the specimen you are viewing/editing.

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 21

Case Report

●

Once you have completed all these steps click on the "Finalise Report" tab.

Here, you can enter the Final Diagnosis, Comment, and Snomed codes (at least one of each code must be entered to authorise the case).

TOP TIP: To add SNOMED codes begin typing the word you need. This will take you to the correct area of the list so you can select the required T, M or P code.

●

Following pages will go through Case Menu, which allows you to Upload Documents, View Report, Add to Queue, Add Further Work and view Patient History within the record.

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To Authorise, Save or Queue reports see Page 30.

TOP TIP; You can save at any stage by using the Tab key on your keyboard.

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 22

Case Report - Case Menu

Case Menu Overview The case menu is the row of icons positioned below the patients details. You have a range of functions available which include: ● ● ● ● ●

Documents View Report Add to Queue Add Further Work Patient History

TOP TIP: As you scroll down the record, the case menu floats and remains at the top of the page for your convenience.

When you hover over an icon, the tooltip displays the icon name for you convenience.

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 23

Case Report - Documents & Images

Uploading Documents & Macro/Micro Images ● ●

● ●

To attach a document/image click on the Documents icon (Paper Clip) from the Case Menu.

Then click "Choose files”. Select the required file and click "Open". ○ The image must be jpg or png. ○ If selecting a request form, the form must be a pdf.

Click on the “Select File Tag” dropdown to choose either “Request Form” or “Macro Image”.

Click the “Upload” button.

Request Forms or other PDFs are stored within the patient record for information.

Macro Images will be included in the PDF reports issued to the Hospital. You can attached upto 8 images, max size of 20MB with no restriction of width or height. ● ●

To view image or document, click on green view button in the View File column.

To download image or document, click on file name in the Download File column.

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 24

Case Report - View Report

View Report ● ● ●

To view report click on the View Report icon (Viewing Glass) from the Case Menu.

A popup will open with the PDF. You can view, download or print the PDF report.

Click on the “Close” button on the bottom right to return to the case.

TOP TIP: There is a shortcut to authorise a report from PDF viewer. Click on the PDF icon in red at the bottom left. A Pop up will appear, which will prompt you to enter your PIN. Click on “Submit” and the report will now have been authorised.

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 25

Case Report - Add to Queue

Add to Queue ● ●

Click on “Add to Queue” icon once you have entered all details and have completed all mandatory fields.

This places the case into your Queue list, where you can bulk authorise the whole list of cases in one go (See Page 34 for information on Queue).

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 26

Case Report - Further Work Requests

Making Further Work Request ● ● ● ● ● ●

To make a Further Work Request click on the “Add Further Work” icon (Target) from the Case Menu.

Select the block and the required tests from the dropdown menus. You can add multiple test requests to the same block.

If you need to add tests to other blocks, simply use the blue "+" icon to select another block, then select the required tests for the second block.

From the dropdown select the “Reason for Request”, “Diagnostic” will be selected by default.

“Comments” section is available for you to add any relevant comments into the text box.

You can see all of your selection on the right hand side under the Request List, check all the details are correct. To complete the process, click on the "Send" button.

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 27

Case Report - Report History

Viewing Patient’s Report History While reporting a case, you also have the option of looking at the Patient’s Report History for cases reported by HCA. ● ●

Click on the Patient icon from the Case Menu.

This will display a list of previous reports for the patient as shown below.

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To view previous reports click on blue case number, this allows you to view details for each case.

To return to the case you were reporting, simply click back on your browser.

●

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 28

Case Report - Audit Trail

Audit Trail ● ● ● ● ● ●

Within the record scroll down and click on the "Finalise Report" tab.

The audit trail is located at the bottom of the case record page.

You can view the last few entries within the case record.

To view all entries, click on the “View All” button on the right hand side.

This will show you the full audit trail for the case record.

To return to the case you were reporting, simply click back on your browser.

Adding Notes to the Audit Trail ● ● ●

A note should be added to the audit trail if the sending hospital calls you to discuss a case.

To add a note, simply type in the required message into the text box, and click on “Save Note”.

A note will save and be visible at the top of the Audit Trail.

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 29

Case Report - Authorise & Save

Authorising and Saving Reports Once you are happy with the details entered and have completed all mandatory fields, then within the Finalised Report tab you have three options: ●

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Save - If you are not ready to authorise the case or would like to make changes later then this will save all the information, you can return later to complete the report.

Queue - This places the case into your Queue list where you can bulk authorise the whole list of cases in one go (See Page 34 for information on Queue). You can also add to queue by clicking on the Add to Queue icon from the Case Menu.

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.

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 30

Case Report - Addendum

Reported Case Addendum ● ● ● ● ● ● ●

Click on “Reported Cases” icon from the shortcut menu on the top right of your screen.

Click on the Case Number to open the case record that you wish to add an addendum to.

Select the “Finalise Report” tab, this is located under the Clinical Section.

The Addendum text box is under the Snomed Section, enter any details associated with the Addendum in to this box.

The text can be formatted as required by using the text formatting bar.

You will need to enter your password and select the “Approve Addendum” button under the text box to confirm the Addendum Report.

An amended report is issued to the client automatically.

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 31

Groups

Groups This is a list of cases that have been assigned to your group. ●

Click on the “Groups” option from the grey menu on the left.

To assign cases to yourself ● Select the case(s) required. ● Click on "Assign Cases to Me" to assign the selected case(s) to yourself. ● The case(s) will now appear in the unreported cases list on your home screen and you can now report on the case.

Assign cases to another Pathologist ● Select the case(s) required. ● Use the dropdown menu on the top left to select the Pathologist name to assign the case(s) to. ● Then select the blue "Assign Cases" button. ● The case(s) will now appear on their “Unreported cases” list ready to be reported.

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 32

Search

Search Search for individual case by Case Number, Facility Number, NHS Number, Patient Name, Date of Birth or Facility. To search for a case follow these steps: ● ● ● ● ●

Click on the “Search” option from the grey menu on the left.

You can search by Case Number, Facility Number, NHS Number, Patient Name, Date of Birth or Facility Name.

Type in the information into corresponding search field, the drop down will bring up the relevant options. Click on the case you would like to view.

Information displayed for each case includes the Case Number, Facility, Patient Name, DOB, Submitted Date and Published Date.

Click on the Case Number to view the case record.

TOP TIP; If you report for multiple facilities, to view all cases from a facility by selecting a facility name from the last drop down and click on ‘Find Facility’ button.

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 33

Queue

Cases in Queue The Queue is a way to authorise your cases in bulk. When you select “Move to queue” within a case record (Page 30) the case is moved to this list. ● ● ● ● ●

Click on the “Queue” option form 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 check box on the top left hand side.

Enter your 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 by clicking on the case number.

TOP TIP: If you decide not to authorise a case, select the case and click on the "Send Back to Unreported List" button.

HCA Central Portal

PathHub Digital Pathology LIMS Software

Page 34

Handbook

Handbook ● ● ● ●

Click on the “Handbook” option from the grey menu on the left.

Here you will find manuals from PathHub. The documents can be viewed by clicking on the + icon.

Now you can view the manual.

CentralPortal Portal PathHub Digital Pathology LIMS Software - Pathologist User Guide -LIMS Document Version 1.0 HCAHCA Central PathHub Digital Pathology Software

Page 35

Support - Raising a support request for PathHub This section demonstrates how log a ticket and contact the HCA ITG Service Desk via telephone or the service portal.

Telephone: Call the ITG Service Desk on 0207 759 3737 or extension 23737 We are available 07:00 – 20:00 seven days a week, on call 20.00 – 07.00 call the above number initially.

General IT Support (Service Desk): Option 2 > 5 Consultant Support: Option 1 > 3 Remote Access Support: Option 2 > 7 DGL: Option 1 > 1 PACS & Patient Keeper: Option 2 > 4 Password Reset: Option 2 > 1

Service Portal: To log a ticket via the ServiceNow Portal, click on this link: https://hcauk.service-now.com/sp

Path Hub will appear under Category “software”, Sub category

If Path Hub is selected a third (mandatory) field Tracking appears

Once logged into the portal select the service you wish to log a ticket for: Service request: to add or change an existing service

This allows further categorisation of your issue, specific to Path Hub

Incident: to report a service problem or outage

CentralPortal Portal PathHub Digital Pathology LIMS Software - Pathologist User Guide -LIMS Document Version 1.0 HCAHCA Central PathHub Digital Pathology Software

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