DHC Systems Getting Started – Management Rounds Check (MRC)

MRC Specific Terminology

• Scan: A "Scan" is the barcode, or qr code, that is scanned. This is generally a room or location in the facility. Areas such as Operating Room, Lobby, or Waiting Room would all be examples of different "Scan"s. A "Scan" will almost always have more than one "Task" assigned to it. Each "Scan" can have up to 25 "Task"s assigned to it.
• Task: A "Task" is the item, or task, that is to be checked in the room or location. Essentially, the tasks are the checklist to be done after each scan. For example, within a Patient Room, you may have a task for "Dusting", another for "Sharps", and another for "Floor". A "Scan" can have up to 25 "Task"s assigned to it.
• Zone: The "Zone" where the room or area of the facility is located. This reporting feature can be useful when grouping tasks and scans based on a wing of a hospital, for example.
• Architectual Number: The Architectural Number is the name of the room, or area, where the task is to take place. Some Architectural Number examples would be "OR Room 1", "Pediatrics Bays", or "Surgery/Trauma".
• Fast Scans: When two, or more, different "Scan"s are logged by the same individual within a very short period of time, they are flagged as a "Fast Scan".

Any Dashboard, or page for that matter, can be printed using the "Print Page" button in the upper right corner of the page.

Power BI Dashboards

The first Dashboard that you are presented with after logging in to DHC Systems uses Power BI. This Dashboard gives you a top level view for the day, as well as Sat and UnSat Tasks for the last 15 days. MRC appears on the page first, followed by eQA below that.

You can also access this initial Dashboard any time after logging in by clicking "Dashboard" in the navigation bar:

Next, we will go through each section of the Dashboard for MRC. We will start from the top left, work our way right, then down, to the right, and down to the larger chart.

The top left visual is the "Scans Today" chart. Here you should see an hour-by-hour count of the total scans conducted.

You can hover over any datapoint to see the actual value.

You can also hover your mouse over the upper right corner to reveal "Focus mode". Clicking this will open the chart in a larger view.

The upper right consists of six tiles. The first show a count of "Scans Today" which displays the number of scans that were conducted.

Next to the Scans is "Tasks Today" which provides the number of Tasks completed for the day. Remember a Scan can have up to 25 Tasks associated with it.

The last tile of the row is the number of "Images" that have been uploaded for the day. Each scan that is submitted into the system has the opportunity to have an image attached.

Below the "Scans Today" tile you will see "Sat Today" This is a count of the "Sat", or Satisfactory, Tasks that were completed for the day. Adding "Sat Today" and "UnSat Today" will equal the value in the "Tasks Today" tile.

After the Sat Tasks count you will find the "UnSat Today" count. This is the number of "UnSat" or Unsatisfactory Tasks for the day.

The last tile in this section is the "Fast" Scans that were flagged for the day. Please refer to the "Terminology" article for any definitions that are unfamiliar.

The large chart in the second row is the "Tasks Today" record. Here you will see the number of tasks conducted throughout the day. Green represents "Sat Tasks" and Red represents "UnSat Tasks".

You will also notice that hovering over a data point provides additional detail.

Moving to the right from the "Tasks Today" chart you will see "Scans by User Last 15 Days". This will provide a breakdown of the total number of Scans conducted by each person within your organization.

Try clicking the bar above a User. It will filter the "Scans Today", "Tasks Today", and "Last 15 Days Task Sat vs UnSat" for the selected User.

The next tile is "Fast Scans by User Today". As indicated in the title of the chart, it is the "Fast Scans" that were flagged in the system for the day, by User.

Similar to the previous tile, try clicking the bar above the User to filter some of the other charts.

The final chart on the main Dashboard is the "Last 15 Days Task Sat vs UnSat". As the title implies, it is the activity of Tasks over the last 15 days. Hovering over any of the data points reveals the details of the Sat and UnSat, including the date.

BootStrap and JavaScript Dashboards

BootStrap and JavaScript Dashboards bring some different strengths from the Power BI Dashboards, however, there are some tradeoffs.

Below we will describe each of the types of visuals, and the functionality, you will find within these types of Dashboards.

One of the larger charts you come across in MRC will show you "Hourly Usage".

Similar to the Power BI reports, hovering over a datapoint will bring up additional detail of the data.

Below the chart, you can also see a brief description that summarizes the activity for the day.

As referenced in the "Help and Support" article, hovering your mouse over the "?" icon brings up a tooltip for the card.

The upper right consists of six cards. The first show a count of "Scans Today" which displays the number of scans that were conducted.

Next to the Scans is "Tasks Today" which provides the number of Tasks completed for the day. Remember a Scan can have up to 25 Tasks associated with it.

The last tile of the row is the number of "Images" that have been uploaded for the day. Each scan that is submitted into the system has the opportunity to have an image attached.

Below the "Scans Today" card you will see "Sat Today" This is a count of the "Sat", or Satisfactory, Tasks that were completed for the day. Adding "Sat Today" and "UnSat Today" will equal the value in the "Tasks Today" card.

After the Sat Tasks count you will find the "UnSat Today" count. This is the number of "UnSat" or Unsatisfactory Tasks for the day.

The last tile in this section is the "Fast Scans" that were flagged for the day. Please refer to the "Terminology" article for any definitions that are unfamiliar.

MRC - Admin - Reporting

This report is available by expanding the "MRC - Admin" section and clicking "Reporting"

MRC - Admin - Reporting - Today

The first page that loads is for "Today"

The far right of the report navigation bar allows the user to "Choose Zone(s):".

This allows for filtering the contents of the page to a specific Zone.

The upper right chart is the "Hourly Scans" and allows for the user to examine the number of scans performed by hour for the day.

Hovering over a datapoint will provide tooltip showing the details.

You can also hover your mouse over the upper right corner to reveal “Focus mode”. Clicking this will open the chart in a larger view.

Like in the Dashboard, the upper right consists of six tiles. The first show a count of “Scans Today” which displays the number of scans that were conducted.

Next to the Scans is “Tasks Today” which provides the number of Tasks completed for the day. Remember a Scan can have up to 25 Tasks associated with it.

The last tile of the row is the number of “Images” that have been uploaded for the day. Each scan that is submitted into the system has the opportunity to have an image attached.

Below the “Scans Today” tile you will see “Sat Today” This is a count of the “Sat”, or Satisfactory, Tasks that were completed for the day. Adding “Sat Today” and “UnSat Today” will equal the value in the “Tasks Today” tile.

After the Sat Tasks count you will find the “UnSat Today” count. This is the number of “UnSat” or Unsatisfactory Tasks for the day.

The last tile in this section is the “Fast” Scans that were flagged for the day. Please refer to the “Terminology” article for any definitions that are unfamiliar.

The large chart in the second row is the “Hourly Tasks Sat vs UnSat” records. Here you will see the number of tasks conducted throughout the day. Green represents “Sat Tasks” and Red represents “UnSat Tasks”.

Moving to the right from the “Hourly Tasks...” chart you will see “Scans by User”. This will provide a breakdown of the total number of Scans conducted by each person within your organization.

Try clicking the bar above a User. It will filter the rest of the page for the selected User.

The next tile is “Fast Scans by User”. As indicated in the title of the chart, it is the “Fast Scans” that were flagged in the system for the day, by User.

Similar to the previous tile, try clicking the bar above the User to filter some of the other charts.

The third row is covered by a single table of information. This is the "Fast Scans Today - Detail" where the user will see the times of the scans, the difference in time, the Zones, areas and who conducted the fast scans.

The large table of information on the lower left corner is the "Scans Today - Detail". This is where each of the Scans conducted is listed.

Click a row within this table to show the details, including the image in the visual to the left.

The final part of the page is the "Scan Details" card.

When the user selects one of the rows in the "Scans Today - Detail" the details of that scan, including the image, will be displayed in the "Scan Details" card.

MRC - Admin - Reporting

This report is available by expanding the "MRC - Admin" section and clicking "Reporting", then clicking the "Daily" button.

MRC - Admin - Reporting - Daily

Here you can see the details of the Scans and Tasks by Day.

To the right the user can select specific "Zone(s):". Click the drop down and check, or uncheck, Zones of interest.

This allows for filtering the contents of the page to a specific Zone.

All the way to the right, there is a section for "Choose Date(s):". Clicking on the date will drop down a calendar to select the start date, and end date, for a report.

The user can also type directly in the date fields without the need to use the calendar selection method.

The report page will automatically update based on the selection.

The first chart, in the upper left corner of the page, is the "Daily Scans".

This will show you the number of scans performed each day.

Like other reports, hovering over a datapoint will display the numbers behind the report.

In the upper row of the page, the first tile is a count of the "Scans" done for the period of the report.

If you chose a month, it is the total scans for the month. If you chose one year, it is the total scans for the year.

In the upper row of the page, the second tile is the count of "Tasks" done for the period of the report.

As with the previous tile, if you chose a month, it is the total tasks for the month. If you chose one year, it is the total tasks for the year.

The final tile, is the number of images uploaded for the period of the report.

As with the other tiles, and sections within this page, if a period of one month was selected, it is the images uploaded for the month. If a year was selected, it is the number of uploaded images for the year.

Below the “Scans” tile you will see “Sat Tasks”. This is a count of the “Sat”, or Satisfactory, Tasks that were completed for the period of the report. Adding “Sat Tasks” and “UnSat Tasks” will equal the value in the “Tasks” tile.

After the Sat Tasks tile, you will find the “UnSat Tasks”. This is a count of the “UnSat”, or Unsatisfactory, Tasks that were completed for the period of the report. Adding “Sat Tasks” and “UnSat Tasks” will equal the value in the “Tasks” tile.

The last tile in this section is the “Fast Scans” that were flagged for the period of the report. Please refer to the “Terminology” article for any definitions that are unfamiliar.

The large chart in the second row is the “Daily Tasks by Sat vs UnSat”. Here you will see the number of daily tasks conducted throughout the period of the report. Green represents “Sat Tasks” and Red represents “UnSat Tasks”.

Like the other charts, within most parts of the reporting and dashboards, hovering over the datapoint will provide additional detail and the numbers behind the chart.

Moving to the right from the "Daily Tasks..." chart you will see "Scans by User". This will provide a breakdown of the total number of Scans conducted by each person within your organization for the period of the report.

Try clicking the bar above a User. It will filter the page for the selected User.

The next tile is “Fast Scans by User”. As indicated in the title of the chart, it is the scans that were flagged in the system throughout the period of the report, by User.

Similar to the previous tile, try clicking the bar above the User to filter the other charts.

The third row is covered by a single table of information. This is the “Fast Scans – Detail” where the user will see the times of the scans, the difference in time, the Zones, areas and who conducted the fast scans.

Again, these are all the Fast Scans for the period of the report.

The large table of information on the lower left corner is the “Scan List”. This is where each of the Scans conducted for the period are listed.

Click a row within this table to show the details, including the image in the visual to the right.

Also, note that the "Sat Ratio" within the "Scan List" uses conditional formatting to help highlight Scans that had a lower than 100% Satisfaction.

The final part of the page is the “Scan Details” card.

When the user selects one of the rows in the “Scan List” the details of that scan, including the image, will be displayed in the “Scan Details” card.

In this example, you can also see where "Floor" was marked "Unsat" with some notes about what needs to be done to correct it.

Perfect example of how to best leverage the system.

The fields available are:

• Scan ID - When an item is created within the system it is given a unique number. That is what the scan id is.
• Zone - Multiple areas, or Architectural Numbers, can be assigned to a Zone. Click the Zone to see a report showing the Architectural Numbers and Areas within that Zone and performance over a period of time.
• Architectural # - Click the Architectural Number to see a report for that area.
• Tasks - This is a count of the Tasks, or checks, that are to be done in the item.
• Assigned To - An item can be assigned to a specific user, shown here. Click the value in the Assigned To column to see a report for that user.
• Timestamp - This is the last time this item was checked. Click the date to see the activity on that day.
• Actions - Click 'Edit' to change the tasks, or checks, for an item, add notes or change the assignment. Click 'Delete' to delete the item from the list.

MRC Scans List Tips and Tricks

• Clicking the arrows at the top of any column will sort the column:
• Hover your mouse over the question mark icon, , for tooltip pop-ups:
• Use the "Show ## entries" drop down menu to show more or less entries:
• If you "Delete" a record by accident, you can "Undelete" it using "Show Deleted":
• Use "Search" to find records faster:

Deleting a Scan

1. From the navigation bar, expand the "MRC - Admin" menu, then click "Scans List"
2. From the "MRC Scans List" locate the record you would like to edit.
   • Using "Search" in the upper right of the table will filter any field for the query
3. Once you have located the record you would like to delete, click "Delete"
4. It will no longer appear in the Scans List
   • This does not eliminate the record from the database but marks it as inactive and it will no longer show in the "MRC Scans List"
   • If the barcode, or QR code, is still physically in place it is possible for a user to scan the code

Undeleting a Scan

1. From the navigation bar, expand the "MRC - Admin" menu, then click "Scans List"
2. From the "MRC Scans List" click "Show Deleted"
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3. In the Deleted list, locate the record you would like to edit, or "Undelete"
   • Using "Search" in the upper right of the table will filter any field for the query
4. Once you have located the record you would like to recover, click " Undelete"
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5. This marks the record as active and it will appear in the "MRC Scans List" again
6. Click "Show Available" to navigate back to the list of active Scans
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There are number of ways to refresh the page:

• The simplest way to help is by clicking the "Reload Content" button that is available on each page, for exactly this purpose.
• The other option is to click the "Refresh" button in your browser.
• You can also press the "F5" key on your keyboard while on the page you would like to refresh.
• For really tough ones, you can hold the "ctrl", or control, key on your keyboard then press "F5".
• Then try logging out and back in.

Add 1 New Scan

1. From the navigation bar, expand the "MRC - Admin" menu, then click "Add 1 New Scan"
2. Enter the values for the Scan you would like to add
   • Assigned To = You can assign the Scan to a User if you would like. It is optional and you will need to know the Users id in the system to add them.
   • Zone = The “Zone” where the room or area of the facility is located. This reporting feature can be useful when grouping tasks and scans based on a wing of a hospital, for example.
   • Architectural Number = The Architectural Number is the name of the room, or area, where the task is to take place. Some Architectural Number examples would be “OR Room 1”, “Pediatrics Bays”, or “Surgery/Trauma”.
   • Task 1 - Task 25 = The item, or task, that is to be checked in the room or location. Essentially, the tasks are the checklist to be done after each scan.
3. Click "Create Scan" to add the record to the system
4. Once the Scan has been added, it is available to print through "Export Scans"

Bulk Add Scans

1. From the navigation bar, expand the menu, then click "Bulk Add Scans"
2. Download a fresh template using the "Download" button, if you already have the template you can skip this step.
3. Fill in the template with as many new Scans as you would like. There are several columns in the template:
   • zone_name = The Zone where the room or area of the facility is located
   • room_id = The Architectural Number, area, or room where the duty or task is to take place
   • step_1_name - step_25_name = The tasks that should be checked, up to 25 per Scan, or row
   • company_abbr = This is the abbreviation for your company account
4. Save the completed template to your local system
5. Click the "Choose File" button and locate the template that you just saved
6. Click "Upload"
7. Once the Scans have been loaded, they are available to print through "Export Scans"

Troubleshooting Bulk Add Scans

If you are unable to find the Scan that you added to the system please check the following. These are the most common reasons a Scan does not show:

• Refresh the page. Sometimes the page gets cached in the browser and may not display the most recent scans.
• Incorrect value in the "company_abbr" field.
• Correct "company_abbr" value but it is in the wrong column. For example, if I put "dhcs" (my company_abbr) in the "step_25_name" column, it will not show in my account.
• If the file fails to upload, please make sure the file is saved as a .csv. It is always a good idea to download a fresh copy of the template as the fields may have changed.

To Edit a Scan in MRC:

1. From the navigation bar, expand the "MRC - Admin" menu, then click "Scans List"
2. From the "MRC Scans List" locate the record you would like to edit.
   • Using "Search" in the upper right of the table will filter any field for the query
3. Once you have located the record you would like to edit, click "Edit"
   • Clicking "Delete" will remove the record from active scans but can still be recovered using the "Show Deleted" at the top of the page.
4. The current Task information will load in a form
5. Make changes to any of the following
   • Assigned To = You can assign the Scan to a User if you would like. It is optional and you will need to know the Users id in the system to add them.
   • Zone = The “Zone” where the room or area of the facility is located. This reporting feature can be useful when grouping tasks and scans based on a wing of a hospital, for example.
   • Architectural Number = The Architectural Number is the name of the room, or area, where the task is to take place. Some Architectural Number examples would be “OR Room 1”, “Pediatrics Bays”, or “Surgery/Trauma”.
   • Task 1 - Task 25 = The item, or task, that is to be checked in the room or location. Essentially, the tasks are the checklist to be done after each scan.
   • Notes = These notes will load into the Scan and appear to the user that scans the Barcode/QR Code
6. Click "Update Scan" to save the changes

The next time a user scans the Barcode/QR Code for this Scan the changes that were made will load for them and attach to the completed scan

How to Export Scans - Print Full Page

1. From the navigation bar, expand the menu and click "Export Scans"
   • There is also a shortcut from the "Bulk Add Scans" page, just click the "Bulk Export" button there
2. Click the "Browser Print" option next to "Print Options"
   • When printing from Chrome it may be necessary to expand 'More Settings' then check the box under Options for "Background Graphics"
3. A full page of the scans to print will open, click the button
4. Select your printer and click "Print"
5. Once printed, cut each code out and place them in the applicable location, or area
6. Note: By default, the most recent 20 Scans loaded into the system will display
   • You can show more by clicking the "Show 100..." to show the most recent 100 Scans, 200 for the most recent 200, and so on. The follow the steps above to print.
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   • You can filter the page to show specific Zones by clicking "Select a Zone", selecting the Zone, and then clicking "Update Page"
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How to Export Scans - Download, and/or Print, a PDF File

1. From the navigation bar, expand the menu and click "Export Scans"
   • There is also a shortcut from the "Bulk Add Scans" page, just click the "Bulk Export" button there
2. Click the "PDF Print or Download" option next to "Print Options"
   • Please note that the PDF option is available for 50, or less, scans due to the time it takes for the file to be created
3. A new page that contains the PDF file will open
4. Print is available from the icon
   • If "Print" is selected, you will want to select your printer and click "Print"
5. Download is available from the icon
   • If "Download" is selected, you will want to name your file and choose the applicable location on your computer to save it for printing later
6. Once printed, cut each code out and place them in the applicable location, or area
7. Note: By default, the most recent 20 Scans loaded into the system will display
   • You can show more by clicking the "Show 100..." to show the most recent 100 Scans, 200 for the most recent 200, and so on. The follow the steps above to print.
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How to Export Scans - Using a Word Processor (such as Word)

1. From the navigation bar, expand the menu and click "Export Scans"
   • There is also a shortcut from the "Bulk Add Scans" page, just click the "Bulk Export" button there
2. Highlight the codes on the page by clicking your mouse above the first scan that you want to print. Then drag, while holding down your mouse button, down to the last scan that you want to print.
   • In this example, I would be selecting the first three Scans only, but this can work for any number of Scans.
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3. Copy the scans to your clipboard
   • Press the keys "ctrl" and "c" on your keyboard to copy
   • Press the keys "control" and "c" on your keyboard to copy
   • Right-click your mouse in the highlighted area and choose "Copy"
4. Open a blank Word, or other Word Processing program, and paste in the contents from your clipboard
   • Press the keys "ctrl" and "v" on your keyboard to copy
   • Press the keys "control" and "v" on your keyboard to copy
   • Right-click your mouse in the highlighted area and choose "Paste"
   • HINT: Depending on the number of Scans you are trying to print, it may be necessary to change the layout of the page to horizontal
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1. Print from the word processor page
2. Once printed, cut each code out and place them in the applicable location, or area
3. Note: By default, the most recent 20 Scans loaded into the system will display
   • You can show more by clicking the "Show 100..." to show the most recent 100 Scans, 200 for the most recent 200, and so on. The follow the steps above to print.
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Scanning the Barcode or QR Code:

1. Open the reader app on your device
   • This can be the camera with QR code reader built-in or any standalone, free, Barcode/QR Code reader app
2. Allow the app to scan the code which will open the default browser on your device
3. Complete the Tasks listed, marking them as "SAT", "UNSAT", or "NA" if it is not applicable
4. Add "Notes" if needed
5. Enter your "Employee ID Number"
6. Click "Submit"
7. You can be done here, or proceed to upload an image
8. Top upload, click the "Upload Image" button
9. Click "Choose File", this will open a dialog on your device
   • Take a new photo (this is the most common)
   • Select an image from your device
10. Click "Upload Image" to send the image to the system and attach it to the scan
    • Alternatively, you can "Email Image" to open your default email application. This will automatically add the Scan ID, record and image to an email with the correct destination email address.
11. Once you receive the "Upload Complete" message, you are finished uploading and attaching the image to the scan

Below are some screen shots of example screens from the mobile scan.

1. The Task List
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2. Tasks Completed
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3. Upload Option
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4. Upload Complete
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