OpenRIMS-PVM - User Manual Chapter 9
Forms Reference Guide
| Step 1: Navigate to the Forms menu in the clinical portal | ||
| Once you have logged into PViMS, ensure you have the clinical portal icon selected. You will then be presented with a list of menu options in the left-hand pane of the system. Look for the Forms menu and select this menu by pressing on it. | ||
| What is the clinical portal?
The clinical portal is the area of the PViMS application that focuses on the collection of longitudinal clinical data for the patient. |
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| Step 2: Select the type of form you would like to capture | ||
| Once you have pressed on the Forms menu, you will be presented with a page that allows you to capture a new form and view all existing forms that have been captured. Press on the Add Form A button of the form to capture a new Form A. | ||
| What is a button?
A button is a clickable or touchable object on a web page that allows the user to initiate a new or complete an existing action within the system. |
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| Step 3: Complete the patient information section | |||
| Once you have pressed on the Add Form button, you will be presented with the capture screen for a new form. In all existing forms, section 1 contains patient demographic information used to identify the patient the form belongs to.
2. Press on the first name field to activate a free format text box that allows you to capture a patient’s first name. 3. Press on the date of birth field to activate a date field where you can enter the patient’s date of birth. 4. Proceed to capture all mandatory fields. |
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| What is a drop-down list?
Sometimes referred to as a pull-down menu, drop-down list, or drop-down box, a drop-down menu is a list of items that appear when pressing on a button or text selection. |
What is a free format field?
A free format field allows you to capture details relating to the field using any text and numeric characters. A free format field may allow text and numeric data or may be limited to numeric data only for fields such as weight. When applicable the system will also notify you of any numeric ranges applicable to the numeric field. | ||
| How do date fields work?
When pressing on the little calendar on the right of the field, you will be presented with a date control which allows you to navigate to the date you would like to select. Use the left and right arrows to change the year. Once you have selected the year, you will then be prompted to select the month followed by the day. |
What is a mandatory field?
Mandatory fields are fields with an * at the end of the field name and mean that that field is required and must be captured before you are able to continue. If you do not capture this field, you will be presented with an error. | ||
| Step 4: Navigate to the next section of the form | ||
| Once you have completed the first section of the form and all mandatory fields are captured, you are able to navigate to the next section or save the form and exit. | ||
| What does it mean to save and exit the form?
When saving and exiting, the form will be captured and stored on your device including any data that has been captured up to this point. You are then able to edit this form and continue where you left off at a later point in time. Please note, if you save and exit, you will not be presented with a unique form identifier. |
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| Step 5: Updating a section with a table | ||
| Once you have navigated to section 2 of the form, you will be presented with a table where you can add one or many conditions to the patient.
1. Add a new row to the conditions table by clicking on the plus button and then capturing all fields on the modal form presented. 2. Once you have added a new row, note that this row appears within the conditions table. 3. Edit the newly added tow by clicking on the pencil button that appears next to the row you would like to update. Update data in this row and click save. 4. Once you have updated the row, note that the table now contains updated information from the newly updated row. 5. To delete a row from the table, press on the red bin icon. |
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| What is a table and how does it work?
A table is like an MS Excel spreadsheet where it is made up of multiple rows and columns. it is used to represent a one to many relationship between the patient and the area that the table is representing. In this situation each row in the condition table represents a separate condition that the patient has. |
What is the plus button and how does it work?
You can add a new row to the conditions table at any point by pressing on the plus button at the top right-hand side of the table. When pressing on this button you will be presented with a modal form that allows you to capture the various details of the new condition. | |
| What is a modal form and how does it work?
A modal form is a pop-up form that appears on top of the previous form you were busy on. Once you are finished completing the pop-up form or if you cancel out the pop-up form you will be returned to the exact position you were in previously. |
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| Step 6: Marking a form as complete | ||
| Once you have completed updating all sections of the form, you are able to mark the form as completed. Press on the mark form as completed button that appears in the last section of the form to mark the form as completed. Once you have pressed on this button, you will be presented with a new modal form that specified what the unique identifier for the form is. | ||
| What does it mean for the form to be completed?
A form may not be synchronized to the server if you have not marked the form as complete. The action of marking a form as complete signifies to PViMS that you are happy with the status of the form and it is ready to be uploaded. |
What is the unique identifier used for?
On completion of the form, you will be presented with a unique identifier that can be written onto the paper-based form. This provides a measure of quality control to ensure the correct paper-based form is allocated to the electronic record. | |
| Step 7: Searching for an existing form | ||
| To search for a form that has been captured, you may use the form list filter criteria to search for the form.
1. Specify if you would like to search for synchronized or completed forms 2. Specify the patients name, record or identity number in search field. You are able to specify partial search criteria where you only enter a few letters of the search term you are searching for. 3. Click search to search for existing forms | ||
| Step 8: Taking a photo and attaching it to the form | ||
| Once you have searched for a form and the form is listed in the forms table, you will be presented with a camera icon that allows you take a photo for the form you have pressed on the icon for.
1. Once you have pressed on the camera icon, a modal form will appear. 2. Save the photo once you have placed the paper—based form in view of the camera. 3. Note that the camera icon has now been replaced with a picture icon, which allows you to view the newly taken picture. |
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| What is the camera icon and how does it work?
Once you press on the camera icon, a modal form will pop up and present you with a visual stream from your device’s camera. Click save to save the photo as an attachment to the form. |
What is the picture icon and how does it work?
Once you have taken a picture, you will be presented with a picture icon which when pressed will pop up and present you with a picture of the form you had taken a photo of. It is possible to delete the picture in this modal form which will allow you take the photo again. | |
| Step 9: Checking if PViMS is offline | ||
| Forms capture can take place on your device irrespective of the online status of PViMS. However, it is not possible to synchronise unless PViMS is marked as online. To determine the current status of PViMS, note the colour of the connectivity icon located in the primary toolbar of PViMS.
· A green icon indicates PViMS is online · A red icon indicates PViMS is offline Please note, it is not possible to synchronise your form if PViMS is offline. |
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| Step 10: Synchronising the newly added form to the server | |
| Once you have taken the photo, you are now able to synchronise the form to the server. To synchronise a form, look for the Synchronise menu and select this menu by pressing on it. Once you have pressed on the Synchronise menu, you will be presented with a page that allows you to synchronise completed forms with photos attached.
1. Either select the all forms option by pressing on the checkbox next to the word all or by pressing the checkbox next to the form in the forms grid. Please note, the system will only synchronise forms you have selected. 2. Click on the synchronise button to synchronise the form. 3. Note any issues highlighted by the server and update the form as necessary or note that the form has been synchronized successfully. | |
| What is the synchronise button and how does it work?
Once you press on the synchronise icon, the system will automatically prepare the form and upload it to the server. The server will then attempt to process the form and add it as a clinical record to the PViMS database. | |