DHC Systems Getting Started – General

Welcome to Digital Healthcare and Compliance Systems.

We utilize in-house developed, patent-pending, innovative technologies to enable a number of our products.

Our goal is to take the traditionally paper world of the healthcare industry and help move to a more sustained, efficient, and innovative working environment. The next generation of hospital workers is not going to be satisfied by doing things the way they used to. Patients are enamored by technology and impressed when their nurse, doctor, or other staff member is able to quickly tend to their needs.

The new world of highly contagious and impactful disease also requires next-level diligence in cleanliness and hygiene. Our software packages have been designed for exactly that. Auditable, consistent, and real-time, you won't go wrong with DHC Systems.

We bridge the gap between old and new in Hospital Management.

Our software is used in areas such as:

  • Patient Room Preparations
  • Facilities Cleanliness Checks
  • Duties or Activities Assignment and Tracking
  • Human Tissue Transpiration
  • Document Shredding
  • Operating Room Preparation
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In this document you will find all the information you need to sign up, sign in, and navigate the main sections of DHC Systems. We will describe the fundamentals of the system and products and give you an introduction to basic functionality and terminology.

For more detailed walkthroughs of the specific products, please refer to the relevant product manual.


Sign Up, Sign In, and Reset Password

First of all, thank you for your interest in Digital Healthcare and Compliance (DHC) Systems.

Here we will walk you through getting signed up, then signing in, and finally resetting your password.

Sign Up

Before you can access any part of DHC Systems, including the products, you will need an account. You can get an account by completing the sign up process below.

Once you complete the sign up process, your account will need to be approved by DHC Systems staff and associated to your company account. This is generally done in coordination with your management to ensure appropriate permissions are applied and to maintain security.

To register, or sign up, for an account follow these steps:

  1. Go to https://dhcsystems.com/apps
  2. Click "Register" at the bottom of the sign in form
  3. Complete all of the fields
    • User Name - You use this to sign in
    • First Name - Used to verify your account
    • Last Name - Used to verify your account
    • Email - Used to verify your account and password resets
    • Company - The company that you are working for
    • Password - You use this to sign in
    • Confirm Password - Making sure you entered the same password twice
  4. Click "Create User"
  5. If you have not heard from us to confirm your account within 1 hour, please email gmgllc@outlook.com

Sign In

Once your account has been approved and associated with your company, you will be able to sign in.

To sign in to your account follow these steps:

  1. Go to https://dhcsystems.com/apps
  2. Enter your User Name
  3. Enter your Password
  4. Click the "Log In" button
  5. You will be presented with a reporting dashboard and navigation

Reset Password

It is alright to lose, forget, or otherwise not know your password. It happens to everyone, especially if you use a nice secure, and unique password (which we strongly recommend).

In order to reset your password, you will need access to your email as a reset link will be sent to the email you used to register.

To reset your password follow these steps:

  1. Go to https://dhcsystems.com/apps
  2. Click "Password Reset" at the bottom of the sign in form
  3. Enter your User Name
  4. Click the "Reset" button
  5. You should be presented with a "Message Sent..." message with some instructions
  6. In your email you should find an email titled "DHC Systems Password Reset..." with next steps, including a link
  7. The link, or url string from the email, will take you to the "Reset Password" form
  8. Complete all of the fields
    • User Name - To verify the temporary password
    • Temporary Password - This auto filled from the email link
    • New Password - Enter a new password that you will use
    • Confirm Password - Making sure you entered the same password twice
  9. Click the "Set New Password" button
  10. You can now log in with your new password
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Help and Support

We try to make finding help and support within DHC Systems simple, straightforward, and accessible.

Within the system, keep an eye out for the following icons, buttons, and calls-to-action:

Page Help buttons will open information about the page that you are on, next steps, common terminology, and other information relevant to actions that can be performed from the page you are on. In some cases there will be a link to more detailed instructions that can be printed or opened in another window.

Question (?) mark icons will provide a brief description of what is in the tile, column, or other object within the user interface.

Get Started with <product name here> will open an instruction window and/or a window that allows you to open the detailed instructions in another window.

You can also find instructions on the main site at DHCSystems.com .

We are also always monitoring email at gmgllc@outlook.com for high priority issues, escalations, or general questions.

Service Level Agreement (SLA):

  • High priority issues, such as scan failures, upload failures, and outages: 1 hour
  • Medium priority requests and system troubleshooting: 4 hours
  • Low priority, general questions, information requests, and other non-critical issues: 24 hours

We are also available via the phone number at the top of the page for immediate requests and questions.

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Terminology

DHC Systems has some specific terminology when it comes to the software offerings.

Within this article we will walk you through the terms, verbiage, and nomenclature that you will come across while navigating, using, and taking action within the system.

General Terminology

  • Dashboard: Think of this as a group of high-level reports all available in a single interface, or on a single page. A Dashboard is generally the first thing that you see when logging in or accessing a software offering. The Dashboard will display a number of Key Performance Indicators (KPI's) and offer some of the same features as a Report, however, to get deep-dive analysis you will want to use a Report.
  • Report: As opposed to a Dashboard a Report offers more in-depth analysis and more variety in filtering and customizing what is being displayed. A Report is where you will get detailed information related to KPI's and performance within the software offering.
  • QR Code: After adding a scan, or employee, to the system you will have a QR Code available to scan with the mobile device. QR Codes are often referred to as barcodes as well. We are fine with either term and will know what you are talking about no matter which you use.
  • Mobile Device: The mobile device that is used to access the system can be anything with a wireless connection, a touch screen, and a camera. The Mobile Device is generally used to scan the QR Code, take the actions within the form, attach an image, and upload the results. Some users like using iPad Mini's, while others like a smartphone.

User Levels

  • Admin: Able to view all records for all software offerings. Has the read-write access and the ability to add, remove, and edit any scans or employees in the system. Full reporting ability.
  • Director: Has the ability to view reports for their organization as defined by the employees reporting to them. Has read-only access to scans and employees in the system. Has read-write access to the members of their organization. Full reporting ability.
  • Manager: Has the read-write access and the ability to add, remove, and edit the scans or employees that they loaded into the system. Partial reporting ability.
  • General User: Has read-only access to view and report on their scans. Unable to see the scans or employees of others.

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Navigation

Once you are signed in, you will find a vertical navigation bar along the left side of the page. If you are on mobile, or a device with a smaller screen, the navigation may appear on the right side, possibly collapsed by default.

At the top of the navigation bar, just to the side, you will see an ellipsis. Clicking that will toggle the navigation to allow for more space in the main window. When on mobile the navigation toggle will appear as a hamburger menu in the upper left or right corner, with the menu expanding from the right side of the screen.

Navigation Icons

  • When the toggle button loads it looks like this: toggle-sidebar-navigation
  • When you mouse-over the toggle button you will be shown a little tooltip that looks like this: toggle-sidebar-navigation-hover
  • On mobile, or smaller screen device, the hamburger menu to toggle the navigation bar will appear like this: toggle-sidebar-navigation-mobile
  • Navigation dropdown indicators look like this, click once to expand and second time to collapse: navigation-dropdown-icon

The navigation is broken into the following sections:

  • <Your Name> - Clicking your name will reveal options for the following:
    • My Profile - View your profile as saved in the system
    • Edit Profile - Allows you to make updates to your profile information, including who your manager is
    • Logout - This will close your session and log you out
  • Dashboard - This is the default page that loads when the user first logs in. It is role-dependent, meaning that some roles will see all information, while others may only see information that pertains to their level of access.
  • MRC Group of navigation - Depending on your role you may see one or two sections for MRC.
  • eQA Group of navigation - Again, depending on your role, you may see from one to three sections related to eQA.
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Dashboards

Once you log into DHC Systems you will have access to a vast amount of reporting. Report offerings are delivered via Power BI, Bootstrap, and JavaScript.

A Dashboard will provide a higher level of reporting with a broader scope and may have limited interaction. While individual report offerings will have more depth and more interaction than a Dashboard would offer.

The Dashboard is intended for a quick view into the performance of the organization or facility. The Reports are intended to deep dive into individual performance, areas that may need attention, or to get a better sense of status for an particular room, for example.

Each product comes with its own Dashboards and Report Offerings specific to it.

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Report Offerings

As opposed to the high-level, quick snapshot, view available from a Dashboard, the Report Offerings allow for deep-dive analysis and investigation.

Similar to the Dashboards, the Report Offerings come in different combinations, depending on the functionality. Some reports run on Microsoft's Power BI while others use Bootstrap paired with JavaScript to do their magic.

Each brings its own set of features and functionality.

Report Offerings are made available based on the users level of permissions. Some examples are:

MRC

  • Hourly Scans for Today
  • Hourly Tasks, Sat and UnSat for Today
  • Fast Scans Today
  • Details for each Scan for Today and by Day
  • Daily Reports
  • Zone Reports
  • Area Reports
  • User Reports
  • Plus more...

eQA

  • Hourly QA's for Today
  • Hourly Checks with Satisfaction Ratios
  • Fast QA's Today
  • Details for each QA for Today and by Day
  • Daily Reports
  • Manager Reports
  • Employee Reports
  • Plus more...

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Introduction to Standard Tasks in eQA

The Standard Tasks within eQA (electronic Quality Assurance) are a set of Tasks, or Checks, that are associated to a Standard Title. Employees that are assigned the Standard Title will automatically have the set of Tasks, or Checks, assigned to them.

When the manager scans the code for the Employee the list of Tasks, or Checks, will be listed for review.

This page will guide you through how to set up and use Standard Tasks within eQA.

Standard Titles and Tasks Definitions

  • Standard Title: The Standard Title, such as Housekeeping, will be used to identify the role and tasks that are assigned with it. When adding a new employee, or editing an employee, this Standard Title will be available.
  • Standard Tasks: The Standard Tasks will be assigned to the Standard Title entered above. Each employee assigned to the Standard Title will have the Standard Tasks, below, assigned to them automatically.
  • Notes/Comments: Enter any notes, or comments, you would like to appear at the bottom of the form, below the task list, when an employee with this Standard Title is scanned. This is optional.

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Adding Standard Titles and Tasks in eQA

Before any Standard Tasks are assigned they have be set up within the system.

This is the process for setting up a new Standard Task.

  1. Log into the system via https://dhcsystems.com/apps
  1. Expand the "eQA..." menu
  1. Click "ST+ Add Standard Tasks"

  1. Enter the "Standard Title"
  1. Enter up to 25 "Standard Tasks"
  1. Enter any optional "Notes/Comments"
  1. Click "Create Standard Tasks"
  1. Complete. The Standard Tasks are now available for assignment.
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