Surgenet User Guide

Lisa Rindler

Greater DaytonAreaHospital Association

October 28, 2008

Table of Contents

Table of Contents

Part I: Accessing Surgenet

1) Logging into

2) Applying for access

Part II: Navigating Surgenet

Part III: View ED Reroute

Part IV: Editing/Updating ED Reroute

Part V: Viewing Adult (Pediatric) Bed Availability/NDMS Status and Hospital Resources

Part VI: Viewing Adult & Pediatric Surge Capacity

Part VII: Editing/Updating Bed Availability/NDMS & Surge Capacity

Part VIII: Editing/Updating Hospital Resource Availability

Part IX: Viewing Local Mass Casualty

Part X: Editing/Updating Mass Casualty

Part XI: Updating Contact Information and Reset Password

Part XII: Forgot Password

Part XIII: Formal Revision Request

Appendix A

Appendix B

The Greater Dayton Area Hospital Association gratefully acknowledges the work of

Emmy Knapke, Director of Information Services,

Greater Cincinnati Health Council,

upon whose document,Electronic Diversion Communication System: Instruction Manual for Hospitals this Users’ Guide is based.Part I: Accessing Surgenet

In order to correctly see the most recent data, please configure Internet Explorer to view the most recent version of the page.

  1. On the tool bar of Internet Explorer, click on “Tools”
  2. Click on “Internet Options”
  3. Underneath “Temporary Internet Files”, click on “Settings”
  4. Click on “Every Visit to the Page”
  5. Click on “OK” to save changes

Go to A screen will appear that has three options: 1) to login, 2) to request a new account and 3) to reset a forgotten password (See Figure 1)

Figure 1

1) Logging into

If you already have a username and password:

  1. Enter your username and password (case sensitive).
  2. Click “Login”.

Note! You must close your browser to be fully logged out. If you do not close your browser, the browser will remember your username and password and automatically open the system without requiring you (or anyone else) to re-sign in, thus enabling unauthorized users to access the System.

To reset a forgotten password: See Part XI: Forgot Password

2) Applying for access

There are two types of access for users:

Read and Write (Edit) Access: These users are able to view the systems they have access to, including: ED Reroute; Hospital Bed/NDMS including Surge capacity; and/or Local Mass Casualty Incident as well as the individual hospital notes for the systems listed above that they have access to. They are also able to change their hospital’s status for one or more of the systems available in Surgenet. Please note that you may be assigned edit access for some of the systems and only view access for others depending on your role in the hospital. Edit rights are only available to hospital employees who are authorized to change their hospital’s data.

Read Only Access: These users will be able to view the systems they have access to, including: ED Reroute; Hospital Bed/NDMS including Surge capacity; and/or Local Mass Casualty Incident as well as the individual hospital notes for the systems listed above that they have access to. This category is available to hospital employees who are not responsible for changing their hospital’s data and to other authorized users who need access to this information.

To apply for access to ohio.surgenet.org:

  1. Click “Request Access”
  2. Fill out the User Registration Form (See Figure 2)
  3. All fields marked with an asterisk (*) are mandatory fields
  4. You may select your own username and password. The user name may be any combination of letters and numbers and may be no more than 19 characters in total. The password must be at least 6 characters and be alphanumeric. The system is case sensitive; you must login in capitals and/or lower case exactly as when you created your username and password. You will receive an error message if you select a username that is already in use.
  5. Make note of this password for future use; it is not stored in a database and can not be repeated or sent back to you. If you forget your password, see Part XII: Forgot Password.
  6. Select the application(s) and region(s) you wish to access. Please note that not all regions will be using the ED Reroute System.
  7. If you are requesting edit rights, please select the facility(ies) you wish to edit and check the box adjacent to that hospital in the system(s) you wish to have edit rights for.
  8. Note: Requesting access to particular regions and systems does not mean you will be given that access. Each user access request is approved by your regional hospital coordinators. State wide access will be determined by OHA and ODH.
  9. Click “Submit Request”.
  10. After you have been approved for access, you will receive a confirmation email. (Your password will not be repeated to you in this email; you must remember it.)
  11. After you have been approved for access, see Logging into section above.

Figure 2

Part II: Navigating Surgenet

  1. The current Surgenet entries will appear on your screen. Depending on your user access and your region’s use of the ED Reroute system, you may not see all of the systems discussed in this user manual. Additionally users with state access will see each region listed under the appropriate system.
  2. The page will automatically refresh every 120 seconds.
  3. To easily navigate Surgenet, please use the blue menu under the black bar to select the Adult Bed Availability section, the Pediatric Bed Availability section, the Resource Availability section, the Adult/Pediatric Surge Capacity or Mass Casualty. Please note that only the applications you are authorized to see will appear. (See Figure 3)

Figure 3

  1. Click on the facility name to see the hospital contact information and address as well as a Google map, and where available via Google, photos of the facility.
  2. The sections can be collapsed down by clicking on the “ ” underneath the name of the application you are trying to collapse. The section can be reopened by clicking on the “” underneath the application title. (See Figure 4)
  3. At the end of each section is a return to top arrow option that when clicked, will take you back to the top of the page. (See Figure 4)
  4. The most recent Surgenet submissions are listed along with the date and time the entries were made.
  5. New entries will be highlighted.
  6. Clicking on “Current Status” in the top blue bar will return you to the main page that you see when you first log onto the system.

Figure 4

Part III: Viewing ED Reroute

  1. If you have access to ED Reroute, it will be the first section you see when you log onto Surgenet or when you click on “Current Status” on the blue menu bar. Please note that not all regions in Ohio will be using ED Reroute on Surgenet.
  2. Facilities are listed with their current ED status followed by the date and time of the last update. (See Figure 5)
  3. If you have edit rights to a facility, you can click on the Reroute Status Name by that facility to see the ED Reroute Checklist for the most recent ED status; in addition to the last 10 reroute statuses.
  4. If a notes icon “” appears next to the hospital name, click on it to view the notes entered by the hospital when the last reroute submission was listed.
  5. Click on the facility name to see the hospital contact information and address as well as a map of the facility’s location.

Figure 5


Part IV: Editing/Updating ED Reroute

  1. To change your ED status, click on “Change ED Status” on the top blue menu bar.
  2. The facility you have edit rights for will be populated on the next screen. If you have edit rights to more then one facility, you will need to select the facility you are updating.
  3. Select the appropriate ED Status: Normal Operation, ED Reroute, Closed, Special Situation/See notes. (see Figure 6)

Figure 6

  1. Fill in any pertinent information on the ED Reroute Checklist. The Authorizing Supervisor/Charge Nurse field is required. (see Figure 7)

Figure 7

  1. Complete the notes section to include any notes that you want to appear as additional information listed next to your facility under the ED Reroute section on the main page as well as to be included in emails sent to users who have requested to be notified when your facility changes their reroute status. (see Figure 8)

Figure 8

  1. Click on Submit
  2. Review the notes, if any. If you wish to make changes, click on your browser’s back button. If you wish to proceed, click on “Confirm Submission”
  3. You will receive a message that the submission was successful or a note to let you know there was a problem with your submission and how to correct it.
  4. Once your submission is successful, you will be returned to the main Surgenet Status page.

Part V: Viewing Bed Availability/NDMS Status and Hospital Resources

  1. The Adult Bed Availability/NDMS Statuscan be viewed by clicking on “Adult Bed Availability”. The Pediatric Bed Availability/NDMScan be viewed by clicking on “Pediatric Bed Availability”. See Part II: Navigating Surgenet
  2. Four NDMS bed types appear under the NDMS title; additional bed types are listed for regional or state-level incidents.
  3. If a notes icon “” appears next to the hospital name, click on it to view the notes entered by the hospital.
  4. Click on the facility name to see the hospital contact information and address as well as a map of the facility’s location.
  5. For both the adult and pediatric sections, hospitals that are NDMS hospitals are noted in bold type.
  6. Hospitals that do not currently have an operable radio are noted with an asterisk. (See Figure 9)

Figure 9

  1. The most recent Hospital Resource submissions are listed with the date and time the entries were made. The symbol “” will appear next to the hospital name if information is included in the “Other medical supplies” category. Click on the symbol “” and the information entered will appear underneath the hospital name. (See Figure 10)

Figure 10

Part VI: Viewing Adult & Pediatric Surge Capacity

  1. To view the current Adult and Pediatric Surge Capacity numbers, click on “Adult/Pediatric Surge Capacity” See Part II: Navigating Surgenet
  2. Four NDMS bed types appear under the NDMS title; additional bed types are listed for regional or state-level incidents.
  3. The numbers listed are indicative of the number of beds available at 12 hours/24 hours/72 hours. The numbers are color coded to the following format: 12/24/72.
  4. If a notes icon “” appears next to the hospital name, click on it to view the notes entered by the hospital. (See Figure 11)
  5. Click on the facility name to see the hospital contact information and address as well as a map of the facility’s location.

Figure 11

Part VII: Editing/Updating Bed Availability/NDMS & Surge Capacity

Users with edit access can update their Bed Availability/NDMS data and the Surge Capacity data from the same entry page.

  1. Click on “Change Bed Availability” on the top blue menu bar
  2. Select the facility you need to update. For most users, only one facility will be listed to choose from; however, some users, with access to more than one facility, will see more than one facility listed.
  3. The screen that pops up will allow you to enter the adult and/or pediatric bed availability data applicable to your facility. Directions/definitions appear at the top of this screen as well as in Appendix A of this Guide.
  4. Enter your name in the “Entered By” field. This is a required field that will appear on the reports.
  5. Enter the number of staffed beds available 24 hours from the time of request for each bed type. The beds are separated in to adult bed categories and pediatric bed categories.
  6. If requested to enter surge capacity numbers, please indicate them in the 12 hour/24 hour/72 hour format as indicated.
  7. Optional: Separate notes can be listed in the adult and pediatric categories. These notes can be read by anyone with access to the system. The notes appears on the main page; therefore, please be concise. (See Figure 12)
  8. If you do not have pediatric beds at your facility, leave the pediatric bed fields blank. This will prevent your facility’s data from appearing on the pediatric bed section of the system.
  9. Scroll to the bottom of the screen and click “Submit.”
  10. You will receive a message that the submission was successful or a note to let you know there was a problem with your submission and how to correct it.
  11. Once your submission is successful, you will be returned to the main Surgenet page.

Figure 12

Part VIII: Editing/Updating Hospital Resource Availability

Users with edit access can update their hospital’s Resource Availability data.

  1. Click on “Change Resources” on the top blue menu bar.
  2. Select the facility you need to update. For most users, only one facility will be listed to choose from; however, some users, with access to more than one facility, will see more than one facility listed.
  3. The screen that pops up will allow you to enter the adult and/or pediatric bed availability data applicable to your facility. Directions/definitions appear at the top of this screen as well as in Appendix B of this Guide.
  4. Enter your name in the “Entered By” field. This is a required field that will appear on the reports.
  5. Enter the number available for each resource category. (See Figure 13)
  6. “Medical supplies” is a text box into which information can by typed. This information can be viewed by everyone with access to the system. This information appears on the main screen; therefore, please be concise.
  7. Scroll to the bottom of the screen and click “Submit.”
  8. You will receive a message that the submission was successful or a note to let you know there was a problem with your submission and how to correct it.
  9. Once your submission is successful, you will be returned to the main Surgenet page.

Figure 13

Part IX: Viewing Local Mass Casualty

  1. To view the Local Mass Casualty Incident/ED Capability Status, click on “Mass Casualty”. See Part II: Navigating Surgenet
  2. The current mass casualty entries will appear on your screen along with the date and time they were last updated.
  3. The second set of color coded numbers indicate the number of Red, Yellow, Green and black patients that each facility can receive. (Capacity).
  4. The first group of numbers indicates the number of Red, Yellow, Green and Black patients that each facility has received. (Census) These are color coded.
  5. The last section includes the following capabilities of each facility: Obstetrics (OB); Pediatric; Decontamination (Decon). These indicate “Y” for yes and “N” for no.
  6. If a notes icon “” appears next to the hospital name, click on it to view the notes entered by the hospital. (See Figure 14)
  7. Click on the facility name to see the hospital contact information and address as well as a map of the facility’s location.

Figure 14

Part X: Editing/Updating Mass Casualty

Users with edit access can update their Local Mass Casualty Incident/ED Capability Status data.

  1. Click on “Change Mass Casualty on the top blue menu bar.
  2. Select the facility you need to update. For most users, only one facility will be listed to choose from; however, some users, with access to more than one facility, will see more than one facility listed.
  3. The screen that pops up will allow you to enter the number of patient types your facility is capable of receiving and has already received. Directions/definitions appear at the top of this screen as well as in Appendix C of this Guide.
  4. Enter the number of Red, Yellow, Green and Black patients your facility is capable of receiving.
  5. Enter the number of Red, Yellow, Green and Black patients your facility has received.
  6. Indicate Obstetrics “OB” capability with a Yes or a No.
  7. Indicate Pediatric capability with a Yes or a No.
  8. Indicate Decontamination “Decon” capability with a Yes or a No.
  9. Optional: Separate notes can be listed. These notes can be read by anyone with access to the system. The notes appear on the main page; therefore, please be concise. (See Figure 15)

Figure 15

  1. Scroll to the bottom of the screen and click “Submit.”
  2. You will receive a message that the submission was successful or a note to let you know there was a problem with your submission and how to correct it.
  3. Once your submission is successful, you will be returned to the main Surgenet page.

Part XI: Updating Contact Information and Reset Password

(If you have forgotten your password, see Part XII: Forgot Password.)

Users can update their user information to ensure that their contact information is correct. Users can also change their username or password. Users must be logged onto the system to update their information.

  1. Log onto Surgenet
  2. Click on “Administration”
  3. Click on “User Administration”
  4. Your user name will appear in the box, click on “Modify”
  5. Verify and/or change your user information as well as your username or password. (See Figure 16)
  6. After you have made the changes, click on “Modify User”
  7. You will receive a message that the submission was successful or a note to let you know there was a problem with your submission and how to correct it.
  8. Once your submission is successful, you will be returned to the user administration page.

Figure 16