HCA Laboratories - Hospital Secretary User

HCA Laboratories Cellular Pathology Reporting System

for Hospital Secretary User

1

Version

Date

Purpose of Issue

Author/Editor

1.0

23rd September 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

5th January 2024

Revision with release 7.1.48.H

Mrs. Z. Humma

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Contents Module

Page Number

Login

4

Home Page

7

Profile

8

Memorable Word

9

Upload Profile Photo

10

Update Password

11

Days Away

12

Search

14

Reported Cases

15

Handbook

16

Support

17

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Logging In - Step 1

Signing In ●

Access PathHub via 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 - a token code which is emailed to you These details will have been sent to you securely and in separate emails.

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

Password Change Prompt:

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

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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.

Memorable word can be 6-10 characters long, and alphanumeric so can contain letters and numbers.

Wrong Memorable Word Attempts:

●

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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.

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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.

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.

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Home Page

Home Page Successful login will take you to the homepage above.

The main features are:

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A list of Reported Cases (Unseen) in the centre of the screen these are cases that have not yet been downloaded.

Profile details on the top right hand side of the screen – by clicking on the drop down list you can change your profile details and log out.

A grey menu bar on the left from which you can access:

o Search o Reported Cases o Handbook

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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 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 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 9). ● Click "Update User" to save your changes, and your profile will be updated with the edited information.

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

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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.

● ● ● ● ● ● ●

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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 Profile".

Click the blue "Edit Profile" button.

Click on the Edit button under the 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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Update Password

Update Password ● ● ● ● ● ● ●

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

From the dropdown menu select "My Profile".

Click the "Security Actions” button in grey.

Click on “Update Password”.

Enter your current password.

Enter new password, and confirm new password.

Click "Submit" to confirm password change.

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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 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.

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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:

•

Click the bin icon next to the corresponding entry.

•

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

•

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

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Search

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

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

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

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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.

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

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Click on the Case Number to view the case record.

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

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Reported Cases

Reported Cases ● ●

To view reported cases, click the "Reported Cases" option in the grey menu on the left. This can also be accessed from shortcut button along the top header.

The resulting list displays reported cases which can be filtered based on various criteria which include:

o Case Type (All, Histology, Non-Gynaecological Cytology, or Gynaecological Cytology) o View Type (All, Unseen or Seen) o Period (All, Last 3 days, Last 1 Week, Last 1 Month or a custom Date Range).

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● ● ●

By default, filters are set to display all case types, unseen and a time period of All. As you select specific filter options, the list updates to show cases matching your criteria.

For each case you have an “Actions” column where you can: red View PDF or green Download PDF. From the last column you can change the status of a case from “Unseen” to “Seen” and vice versa.

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Handbook

Handbook ● ● ● ● ●

The Handbook section is where you can find manuals from PathHub. Click on the “Handbook” option from the grey menu on the left to access.

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

Now you can view the manual.

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Support - Raising a support request for PathHub This section demonstrates how to 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 The Service Desk is available 07:00 – 20:00 seven days a week, on call 20.00 – 07.00 call the above number initially.

Please select one of the options below and ensure to advise our IT colleague that your request is for PathHub: • General IT Support (Service Desk): Option 2 > 5 • Consultant Support: Option 1 > 3 • Password Reset: Option 2 > 1 You can also log a ticket by using the HCA IT Service Now (SNOW) Portal:

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

Once logged into the portal select the service you wish to log a ticket for: Service request: to add or change an existing service or access Incident: if you are already have a login details and need to log an incident: • Click 'Log an Incident’.

• Complete the brief online form ensuring you include PathHub in our subject line and click submit

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