Synchronization for the Remote User

Procura® Health Management Systems

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Software version / Procura 8.0
Documentation version / 8.0
Last Update Date / 2014-07-25

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Table Of Contents

Table Of Contents

Point of Care

Introducing Synchronization

To Log into the Local database

Working with Clinical Day View

To Configure the Clinical Day View Options

Synchronizing from the Clinical Day View

Synchronization Options and their Definitions

To Perform a Synchronization

To Synchronize Updates to the Server Database

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Point of Care

Point of Care

Introducing Synchronization

Synchronization is a licensed module that enables you to keep the local or remote databases in your organization updated with information from your server database. It also enables you to transfer to that same server database new information that is entered into each of your local or remote databases.

When performing the synchronization process, the server stores the source, or main, database. The database that is stored on each of the devices, (e.g., laptops and/or tablets), is simply a copy of that source database. The direction in which your information is transferred depends on the database you are logged in to when you perform the synchronization. To update a local or remote database with data from the server database, you must log in to that server database. To update the server database with data from a local or remote database, the user must log in to their local or remote database. The User menu can be used to quickly and easily log in to the appropriate database.

If you are using a Web server to manage users remotely, you will be using Procura's Point of Care (POC) server. Point of Care is a licensed module that enables you to keep the remote databases in your organization updated with information from your server database via a Web service. It also enables you to use the Web service to transfer to that same server database any new information that is entered into your remote databases. The POC server is a dedicated Web server that uses the Internet as an intermediary between the main Procura database stored on your server and the remote databases. Therefore, all updates require a two-step process to complete the synchronization. The first step sends the information to the POC server; the second step retrieves the information from the POC server. During this process, if you are logged in to the server database, data from that server database is simply copied to your remote database. However, if a user is logged in to their remote database, data from that remote database is actually transferred to the server database.

Your System Administrator can assign your users to remote teams in order to allow information to be transferred from both the client and the synchronized user. Users belonging to a remote team can then share clients that are synchronized out. Remote teams should only be used in situations where the two job-sharing Procura users are both sharing a position and are using the same laptop or tablet. For example, Sylvia is a Remote Team member who checks out a client. When a maintenance synchronization is performed, her user information is transferred along with any clients that she checked out. In this way, another team member is then able to log in and use her clients on the same laptop that she used to synchronize.

Supervisors | Introducing_Synchronization.htm

To Log into the Local database

  1. Double-click the Procura icon on your desktop.

  1. Enter your user name (not case sensitive) and password (case sensitive). If this is the first time you have logged into the local database, you might be prompted to perform a maintenance synchronization.If so, click Yes.

  1. The following status prompt will be displayed until the synchronization is complete:

  1. Click Close when the status prompt indicates that the synchronization has completed.

Supervisors | To_Log_into_the_Local_database.htm

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Working with Clinical Day View

Working with Clinical Day View

To Configure the Clinical Day View Options

  1. Onthe Clients tab, click Clinical Day View. The Clinical Day View form displays.
  1. Click the button above the ribbon. The Clinical Day View Options window displays.

  1. If you want the Clinical Day View form to open automatically every time you log in to your Procura database, click the Automatically Open Clinical Day View after Login checkbox. If the remote user is always working from the Clinical Day View form, the best practice would be to check this box.
  2. To configure the Point of Care server, see the table below:

Check Point of Care Server Status / The Online Status will be displayed indicating whether there is a connection with the Point of Care Server. A Green flower indicates a status of Connected. A Red Flower indicates a status of no Connection.
If this option is not enabled, the Online status will always show a Red flower to indicate that there is no connection with the Point of Care Server.
When configuring the Clinical Day View for Point of Care, the best practice is to always have this option enabled.
Show Prompt when Point of Care Data is Available / Additional information will display beside the status to indicate whether there is data ready for download. Examples of what can be displayed are:

Or

When configuring the Clinical Day View for Point of Care, the best practice is to always have this option enabled.
Show Prompt for Synchronization when Closing EHR / A prompt will be displayed once updates have been made to the client record. This will be indicated by a ‘Changes: Yes’ prompt in the client EHR. If this option is not enabled, the user will not see this prompt.

  1. Click OK to return to the Clinical Day View form.

Supervisors | To_Configure_the_CDV_Options.htm

Synchronizing from the Clinical Day View

The Point of Care synchronization options are located on the Home ribbon on the Clinical Day View form. The table below describes the options that are available:

Supervisors | Working_with_Synchronization.htm

Synchronization Options and their Definitions

The following is a list of synchronization options that the remote user has available to them from Clinical Day View accessed from their local database:

Option / Description
/ Check for Data on Point of Care Server:
Initiates the process of checking for data on the POC Server.Any packages of data that have a ‘Ready’ status will be downloaded after this option is selected.
/ Request My Clients for Day:
Will download the client(s) to whom the user is scheduled to visit on the current day.
/ Request My Clients:
Will download the client(s) based on the user’s caseload options.
The download will look for the clients that the user is scheduled to for the date range selected:

Once the download has found the clients that match the scheduled visits criteria, then the download will apply the following options to the selected clients:

This option will download the clients that the user is attached to as a Supervisor.

This option will download the clients that the user has had a visit history with.

This option will download the clients that have at least one common scheduling group that the user belongs to.
If a contact of that type exists in the client record, it displays the contact name and phone number in the caseload grid (next to the address column). If the Contact Type is left blank, the Primary Formal contact will be displayed.

/ Request Specific Client:
Will allow the user to search for a specific client to download via the search criteria on the Client Find form.The user will only be able to search for clients to whom they have access.The user does not need to have a visit scheduled with the client.
/ Request All Clients:
Will download All Clients to whom the user has access.
/ Request Maintenance Information:
Will perform a full Maintenance Synchronization.This is required if the Server database master tables have had modifications made to them that require the update of the local databases.
or when EHR open / Synchronize All / Synchronize Client:
This will synchronize any changes that have been made to the client record by any user and/or the administration staff.This will occur for all client records that the user has stored on their local device, or for a single client record that the user has stored on their local device if they are synchronizing from the client’s EHR.
or when EHR open / Upload All / Upload Client:
This will synchronize any changes that have been made to the client record(s), and then remove them from the local device.This option is recommended when the user no longer requires the client record.

Supervisors | Appendix__Download_My_Day_Menu.htm

To Perform a Synchronization

Requesting data from the remote device is a two-step process whereby you are requesting data from the server database to be brought down to the local database.The first step involves making the request.The request is made to the Point of Care Server, which then packages the data from the server database.Once this package is ready, the remote user is then prompted to download the package.

  1. Onthe Clients tab, click Clinical Day View. The Clinical Day View form displays.
  2. Click Check for Data and select Request My Clients for Day.
  1. Click Yes to the following prompt.
  1. An information window will display the number of clients that you are requesting.
  1. Click OK.
  1. Once the server database has packaged these clients, the status bar of the Clinical Day View form will indicate that you have data to download and you will receive a prompt to download that data.
  1. Click Yes to download.A synchronization status prompt displays. Note that, if you have a request is already in the process of being synchronized, that request must be downloaded before another synchronization is requested.
  1. Once the download is complete, your schedule will be displayed.

Supervisors | To_Perform_a_Synchronization.htm

To Synchronize Updates to the Server Database

After documenting on a client EHR, you should synchronize your updates to the server database. This will ensure that other users who are accessing the client record will benefit from being able to reference your documentation.

  1. Onthe Clients tab, click Clinical Day View. The Clinical Day View form displays.
  1. Open your client's Electronic Health Record (EHR).
  1. Click . A confirmation window displays.
  1. Click Yes. The synchronization status prompt displays.
  2. Once your updates have been synchronized, the server database will package any server updates for you to download.When the package is ready, you will receive the following prompt.
  1. Click Yes to synchronize the data.
  1. If an error occurs while the date is synchronizing, an error log report will be displayed.If you receive an error log report, follow the instructions provided by your System Administrator. This can occur when:

You have been marked for a Maintenance Synchronization that you have not received.
The server database has applied Procura updates, but your local Procura database has not.
Your laptop has lost connectivity with the POC server (indicated by a red flower).

Supervisors | To_Synchronize_Updates_to_the_Server_Database.htm

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