<translate>
This is a step-by-step user guide on the ARIS system. It contains information on what each functionality does and instructions on how to use them.
The first step to work with ARIS, once the software is properly downloaded and installed (see Installation and Upgrades), the users have to create each an identity (username and password). Entering these both credentials will allow the access to the software and the screen will show now the main page of the system.
If the username or password is incorrect, a red information box will pop up above the log in now button.
It is crucial to remember that the system has three different roles with different and complementary functionalities.
Consequently, at least three users need to exist, one with each different role System Administrator, Laboratory Technician and Laboratory Supervisor.
Since the interface is through a browser, we have all of its typical features.
Among others saving usernames and passwords (some browsers even do it by default).
Notice that in this case, this is not a good practice and should be avoided.
The sidebar contains information about the user's account and is a tool to navigate between the different functionalities of the system.
At the very top of the orange sidebar, the software's name is displayed in a bold white font.
Just below the title, there is a small box that informs the user of the account currently in use, by means of the user's name and role corresponding to this username.
Underneath, there is a list of the different functionalities listed below.
User administration and edition of software parameters.
System information
Software license, version and credits.
Most of these functionalities have subsets of actions that can be accessed through the small downward arrow to the right of the name. To change between actions, simply click on the desired functionality and the display will change.
This downward arrow is present when there is a menu with different options to choose from. The user can filter the options by typing out normally in the box. The options displayed can be manipulated through the Configuration functionality.
Asterisk
The red asterisk represents a mandatory field. In other words, if a box contains an asterisk, it must be filled in order to keep doing the desired task. The current action in progress will not conclude until all the corresponding fields are filled.
Delete
This button is generally found in the Configuration functionality. It allows the user to delete predefined instances of the different concepts, such as the regions or locations available in the creation of patients. There are exceptions to this action, the instances of some concepts are not deletable. For example, it is not possible to delete patients, requests or users.
Editing
In general, there is not any icon associated to the edition of elements. By simply clinking on the corresponding row, its details are displayed. These are then editable, except in the case of patients, that are read-only until a button to enable modifications is pressed.
The exception to this rule is the details of a test. In this case, this icon corresponds to the possibility of showing and potentially changing the results and notes of the test, as well as more information about the corresponding sample. This happens in the Analytical tests tab reached through either Introduce results, Validate results or Historical requests.
Search bar
There is a search box at the top of most of the forms that contain tables with lists of elements, like the search patients or create requests tabs. This search box allows the user to filter by different fields like name, phone, health facility ID, creation date or last modification date. To choose one of these, the user must click on the downwards arrow found to the right of search field and pick the desired field (this possibility is not available if the table contains only one column to be searched). Once the field is chosen, the user can type out the information corresponding to the search field in the box on the left.
There is a system parameter that establishes the minimum number of elements required for the search box to be shown (i.e., tables with a small number of elements may not require a search functionality).
Locked item
This icon appears attached to elements of a list that cannot be directly selected or deselected. This happens with groups of tests or profiles. Thus, choosing a group of tests does not allow removing any of its components, as they are an indivisible set.
The language in use is displayed in the top right corner of the page, the user is able to change it depending on their preference by clicking on the text and choosing the language desired. There are currently two options of language for the system; English and Spanish.
Profile
When clicking on this icon, found in the top right corner of the page, two options will show up. The first, is the log-out option, when pressing on this option, the page will change to the log in page, through which the user will be able to change the account they are using. The second icon, called change password, when clicked will produce a pop-up window where the user might change their password.
Change password
There are two ways of changing the password associated with the username:
The password can be changed by the user. All they have to do is press on the profile icon, click on change password, and a screen will come up with the title Change password. Next, the user must just fill in the required boxes with their current password, their desired password and, finally, confirm their new password.
Another method to change the password would involve accessing the system administration functionality and going to the users tab. Once in this tab, the administrator can choose any other user, and click on edit user. Then, at the bottom of the page, the administrator can find two non-obligatory fields named password and repeat password. These must be filled in order to change the password.
Bluetooth (not visible by default)
By default, this icon is hidden, because most laboratories are not going to use this functionality (only those participating in the IMAGING project).
To make it visible, the value of the corresponding system parameter needs to be modified.
For this, a System Administrator needs to log in and go to Parameters.
There, they need to set 'bluetooth_enabler' to Enable.
This will make the icon visible to all 'Laboratory Technicians'.
When a Laboratory Technician clicks this icon, the system will enable the Bluetooth connection of the system, and the users will be able to connect their mobile device to ARIS. This capability is used to transfer images from the Mobile App in case of automatic tests. When Bluetooth is active, the icon will turn orange. From the moment the icon is orange, all the behaviour is managed from the Mobile App (i.e., from ARIS interface, you can only enable or disable the Bluetooth and everything happens in the background). On clicking again, the feature will be disabled and the icon will be grey.
<translate>
The basic information unit is the patient.
Before creating any analytical request, the corresponding patient record must exist.
This will survive the livespan of the request, and will contain all their history.
This page is divided in a form with the basic information of the patient, involving the obligatory () entry of the name, last name, gender, birth date and phone, as well as multiple tabs with additional non-mandatory information.
Documentation information → Information such as the number of clinical history or the type and number of an identifier card.
Birth information → Complementary information such as the birth region and locality. Added to the previously introduced birth date and the automatically calculated age of the patient.
Contact information → Additional contact information.
Residency information → Apart from the basic residency information, it contains a checkbox at the bottom, Add provenance region?. This option is for when a patient, although local, has come from outside the country. When the box is ticked, two more boxes appear on the forms, Provenance region and Provenance city.
Extra information → Other data such as parent's names. The Reserved 1, 2 and 3 are boxes whose names can be modified through the System administration if the laboratory requires any specific information from the patients.
Requests → This actually not a step in the creation or update of the patient, but just a read-only tab containing all the requests of the patient.
Once the mandatory information is entered, the Save values button at the bottom right of the page will be available.
The patient's contact number is listed in this column
Here, the internal, automatically generated identification number can be found
This column informs about when the patient's information was first inputted into the system
The last time the patient's information was altered in the system is shown here
Arrows appear next to each heading in the table when the mouse is hovered over them to manipulate the order the information is showed in for each heading.
On clicking on any row, a new form will appear with the age, gender, phone and internal identifier of the patient as well as tabs with the information on the patient's documentation information, birth information, contact information, residency information, extra information and requests. From this page, the patient manager or laboratory technician can also edit the patient through the edit patient button at the bottom right of the page. To return to the search patients page, there is a Return button at the bottom left of the screen.
Notice that to avoid inconsistences in the system, patients once created cannot be deleted.
The e-mail address as well as the Identifier document number are optional. Nevertheless, if provided, they identify a patient (i.e., they do not allow repetitions).
Besides this, to guarantee the existence of an identifier for each patient, a consecutive number is always automatically generated and internally assigned by the system.
Moreover, patients of similar name, parent names, age and telephone number are detected as potential duplicates at creation time.
On happening this, a warning is displayed, and the patient manager or laboratory technician can either modify the corresponding data or move ahead with the creation.
Notice that two patients are not considered similar (i.e., they are considered different) if either:
Their age difference is greater than ten years, or
Their name is different enough (more than 50% characters), or
Their parent names are provided and at least one of them is different enough (more than 30% characters differ considering the three names together), or
Their telephone numbers are different enough (more than 50% of the digits).
<translate>
Requests are the most important entities in ARIS, whose main purpose is to manage them.
They are always associated to a given patient, who must have been created before hand.
During their lifespan, requests go through some different states that determine the functionalities offered for them in the system.
These states are depicted in the diagram, and their labels are modifaiable and configurable at State of the request.
On creation, the state of the request is Registered, and allows to provide the basic information, as well as associate different tests to it.
After indicating that some of the samples have been delivered, the state changes to Processing and the data of the request cannot be modified anymore.
Other samples can be delivered later, but at this point, results can be provided for the tests whose sample was already delivered.
Once all non-cancelled tests have a result, the state of the request changes to WithResults.
At this state, results can still be modified, but they are expected to be eventually validated.
A request with all its non-cancelled tests being validated is considered Validated.
At any time, a request, its samples or its tests can be cancelled.
A sample with all its tests cancelled is considered cancelled, and a request with all samples cancelled is considered cancelled, too.
During the lifespan of a request, it is available to all the laboratory technicians, except for the validation, which can only be done by a laboratory supervisor or a specially authorized laboratory technician.
This form is divided into tabs. The tab the laboratory technician is on is indicated by the label of the tab turning orange. Above, it can be found the Requesting centre mandatory field, alongside with the additional Requesting unit field and the Urgent checkbox. To create a request, the following steps must be executed:
Select a patient → The first tab involves searching and selecting a patient. The search grid can be narrowed down with the search field. Once a patient is selected, the main and important information about this patient will be displayed at the bottom of the form in a table. Until the patient has been selected, the laboratory technician cannot save the new request.
Analytical tests → In this tab, the laboratory technician must choose which tests are requested and required for the patient. Groups and profiles will appear in case the proper parameter is enabled. More than one element from each list may be chosen, but at least one test must be requested one way or another. Tests selected as part of a group or profile (highlighted in purple) cannot be deselected individually.
Biological samples → This tab informs the laboratory technician of the type of sample that must be taken, depending on the tests chosen in the previous tab. There are no required fields in this tab, but if the laboratory technician wants to add a comment, there is a comment box for each sample.
Basic information → In this tab, other optional fields are provided like physician, the room or bed of the patient. Additional information like a diagnostic orientation or the pregnancy status can also be indicated.
At any moment, the Save values button cannot be used if any of the required fields is not filled in.
This form is for editing requests whose samples were not yet delivered.
Clicking on any part of the row will bring the laboratory technician to a form similar to the create one, with all of its tabs and similar format and behavior.
Similarly to the previous form, this also displays a list of either Registered or Processing requests, for the laboratory technician to choose one of them.
Deliver samples form
Once a request is chosen, five tabs are shown. The patient's data, potentially analytical tests already done in this request, its list of biological samples, the request data, and tests in previous requests.
Just the biological samples allows some interaction. The other ones are read-only (if enabled at all).
Each of the samples shown contains a field to provide comments, and it can be either checked as delivered or cancelled by click the corresponding red button.
On the delivering of a sample, its origin or incident can be optionally provided.
On cancelling, a pop-up dialogue allows, providing some justification for this.
It is important to notice that the tests associated to the request cannot be changed once the first sample as been delivered.
As in the previous cases, a list of requests is shown.
In this case, this list contains all requests in Processing state.
Clicking the corresponding button at the bottom, it is possible to download a worklist with all pending tests in these requests, to work on them off-line.
Form to Introduce Results
Once the laboratory technician has chosen a request, five tabs are shown with the patient's data, its list of analytical tests, its list of biological samples, other request data, and potentially previous tests of the same patient.
Just the analytical tests allows some interaction. The other ones are read-only.
Besides the same search box present in all the tables in the system, there is also the possibility of filtering the tests by group of tests (if any was chosen for this request).
A red button in the top right corner allows cancelling the request.
The table of tests contains the following columns:
Name → Shows the name and the code of the kind of test. It is coloured red if either the test or its sample was cancelled.
Result → Allows to introduce the result of the test.
Generic test note → Shows the informative note associated to the kind of test, if any.
Result within range → Indicates whether the result of the test is in the expected range of values for the kind of test (green check) or not (red cross).
Referred → Indicates whether the test is done or expected to be done in another laboratory (green check) or not (red cross).
Automatic (not visible by default) → Indicates whether the test is done or expected to be done automatically (green check) or not (red cross). Automatic tests are done by means of the Robotized microscope and the Mobile App. Their results should not be typed manually, but uploaded through Bluetooth. This feature is enabled through the corresponding system parameter. If enabled, the field is editable here to allow overwriting the automatic results.
The test has some note → Indicates whether the test has some associated note (green check) or not (red cross).
Test details → This should show an icon to navigate to further details of the test. However, if the test or its corresponding sample was cancelled, the corresponding message in red will be shown.
Cancel test → Icon to cancel the test. If the test is cancelled. A red cancelled label appears.
Test details
On the laboratory technician accessing the details of the test, we gain access to visualize many other things (i.e., units of the result, inferior reference measure, superior reference measure, the user who introduced the results, as well as details provided for the corresponding sample on delivering it).
Moreover, this also allows changing if the test is automatic or deferred, indicate some incidence on the sample, or provide some note (notice that the content of this note will be visible to the patient in the report of the request).
It is important to notice that any of the information provided in this form will not be persisted in the disk until back in the list and saved from there.
If the result of the test was provided automatically (which is not enabled by default and only available in the context of the IMAGING project), the corresponding image and its associated note will be shown at the bottom of the details of the test.
This functionality, available only to the laboratory supervisor or a laboratory technician authorized to validate, uses exactly the same interface as introducing results, but the table shows one more column, Validated, with a checkbox for each test.
These can be checked one by one, or all at once, by choosing a concrete group of tests in the dropbox at the top.
On doing the latter, a button to check all the tests of the group will appear.
Besides doing it in the list, the results can be overwritten and the test validated from the details of the test.
Together with displaying all the information related to the test in read-only mode, the corresponding form also offers the possibility of adding a note to the test, as well as changing whether the test is automatic/referred or not, cancelling the test or the whole request.
It is important to notice that the tests will not be really validated until the bottom right button is pressed to save the changes.
This functionality, available to both laboratory technician and supervisor allows to see any request in the history of the laboratory.
They can be filtered out by the state and the date of the request.
By clicking on the corresponding row, all the details of the request can be visualized.
At the bottom left of this form, there are two download buttons.
Clicking any of them will generate and download the corresponding file (i.e., CSV or ZIP).
The checkboxes in the Downloaded fields tab indicate which fields will be included in each of these files.
Moreover, the ZIP file is password protected.
The password used is indicated by the system parameter zip_password, whose value can be seen and modified from Parameters tab.
Additionally, the field separator and decimal characters used in the CSV file can also be configured in the same tab.
</translate>
) entry of the name, last name, gender, birth date and phone, as well as multiple tabs with additional non-mandatory information.
