simon - Parklane Systems

SIMON
Module
User Guide – V 12.0
(SIMON Web Forms Ver. 1.0.5)
Parklane Systems
January 19, 2016
User Guide
Parklane Systems - All Rights Reserved
No part of this publication may be reproduced, transmitted, transcribed, or translated into any language in any
form or by any means; electronic, mechanical, manual or otherwise, without prior written permission from
Parklane Systems, London, Ontario.
This document is strictly proprietary to, and for the sole use of, the person(s) as determined by Parklane Systems. It
is against the law to transfer this document or any associated document for any purpose without prior written
permission of Parklane Systems.
While reasonable efforts have been taken in the preparation of this guide to assure its accuracy, Parklane Systems
assumes no liability from any errors or omissions from the use of the information contained herein.
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SIMON Module
Table of Contents
TABLE OF CONTENTS ............................................................................................................................................................ 3
THE SIMON MODULE ............................................................................................................................................................ 5
GETTING STARTED ............................................................................................................................................................................. 7
OPTIONS .............................................................................................................................................................................. 8
TABLE DEFINITIONS ........................................................................................................................................................................... 8
RECALL.......................................................................................................................................................................................... 10
Link to a Recall Test ............................................................................................................................................................... 10
Link exceptions to a Recall test .............................................................................................................................................. 11
Display Recall History............................................................................................................................................................. 12
PROGRAM OPTIONS ........................................................................................................................................................................ 14
Program Templates ............................................................................................................................................................... 14
Start and Stop Date Templates .............................................................................................................................................. 17
Employee Protocol Override .................................................................................................................................................. 19
DEPARTMENT RESTRICTIONS ............................................................................................................................................................. 20
SIMON OPTIONS ........................................................................................................................................................................... 21
ACTION EMAILS .............................................................................................................................................................................. 22
FACILITY IDENTIFICATION .................................................................................................................................................................. 26
NEW/OPEN NON-STAFF.......................................................................................................................................................28
NEW NON-STAFF ............................................................................................................................................................................ 28
OPEN NON-STAFF ........................................................................................................................................................................... 29
ENTERING SIMON RECORDS ................................................................................................................................................30
ADD NEW PROTOCOL ....................................................................................................................................................................... 31
ADD PROTOCOL EXCEPTION .............................................................................................................................................................. 35
ADD PROTOCOL GIVEN ELSEWHERE .................................................................................................................................................... 36
SIMON WEB FORM IMPORT ............................................................................................................................................................ 38
SIMON WEB FORMS ............................................................................................................................................................40
GETTING STARTED ........................................................................................................................................................................... 40
SIMON Tables ........................................................................................................................................................................ 40
SIMON Web Forms................................................................................................................................................................. 41
SYSTEM ADMINISTRATOR FUNCTIONS.................................................................................................................................42
Adding a New Group .............................................................................................................................................................. 43
ADMINISTRATION MANAGER ..............................................................................................................................................44
Group Options ........................................................................................................................................................................ 44
User Accounts ........................................................................................................................................................................ 44
Template Designer ................................................................................................................................................................. 46
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User Guide
Add a new Template .............................................................................................................................................................................. 46
Template Information ............................................................................................................................................................................ 46
Template questions................................................................................................................................................................................ 48
Edit a Template ...................................................................................................................................................................................... 53
Deleting Questions ................................................................................................................................................................................. 54
Clone a Template ................................................................................................................................................................................... 55
Manage Templates................................................................................................................................................................................. 55
Settings .................................................................................................................................................................................. 56
DATA SUBMISSION ..............................................................................................................................................................58
Submit a completed form ...................................................................................................................................................... 58
Submit a partially completed form ........................................................................................................................................ 60
Retrieve a form ...................................................................................................................................................................... 60
COMPLETED FORMS ............................................................................................................................................................61
Review Submitted Forms ....................................................................................................................................................... 61
Edit SWF ................................................................................................................................................................................. 62
REPORTS .............................................................................................................................................................................65
Exporting results .................................................................................................................................................................... 65
SIGNATURE PADS AND ID SCANNING...................................................................................................................................66
Signature Pads ....................................................................................................................................................................... 66
Card Swipe ............................................................................................................................................................................. 67
Proximity Card Readers.......................................................................................................................................................... 67
INSTALLING SIGNATURE PADS ............................................................................................................................................................ 67
INSTALLING PROXIMITY/SWIPE SCANNERS ........................................................................................................................................... 68
SELF REPORTING INFECTIOUS ILLNESS / WEB FORM.............................................................................................................68
SET UP REQUIRED FOR THE SELF REPORTING INFECTIOUS ILLNESS/WEB FORM........................................................................................... 69
COMPLETING THE SELF REPORTING INFECTIOUS ILLNESS/WEB FORM ........................................................................................................ 76
TECHNICAL INFORMATION FOR SELF REPORTING INFECTIOUS ILLNESS/WEB FORM ...................................................................................... 82
INDEX..................................................................................................................................................................................84
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SIMON Module
The SIMON Module
Parklane’s SIMON Module is a powerful multi-functional application. SIMON provides a valuable resource to your
organization providing a fully reactive, powerfully proactive and cost-effective solution to a wide variety of
situations ranging from a sudden outbreak to the annual operation of an internal flu vaccination program.
Add to this a self-reporting infectious illness program, and you have the basis of the SIMON module.
Parklane’s user-defined tables, swipe card, barcode and proximity options for internal badges (also health cards or
drivers licences) will ensure the immediate availability of SIMON’s data, thereby reducing the real-time keystrokes
while ensuring the highest degree of accuracy.
Whether the situation is an outbreak, a pandemic, a flu immunization program or the reporting and management
of an infectious illness, Parklane’s SIMON module has been designed to manage the risk.
Operation is tailored for the full (power) user, the EXPRESS user, and is also available to other Parklane users
through the Chart Module.
Integrating with other Parklane modules, SIMON provides Healthcare Centres with a powerful tool to be both fully
proactive and reactive to a wide variety of situations.
From large multi-site health care networks to smaller regional providers, all facilities will find SIMON both cost
effective and useful in maximizing and maintaining peak operating efficiency in today’s tightly-staffed working
environments.
SIMON
SURVEILLANCE
IMMUNIZATION
MITIGATE
OUTBREAK
NOTIFICATION
Page 5.
User Guide
SIMON
SURVEILLANCE – a comprehensive program which can be proactively used by your facility to minimize or
possibly prevent a potentially serious and sudden infectious illness outbreak spread by either staff or non-staff.
IMMUNIZATION – a program to manage and record flu immunizations, TB, H1N1, etc. of your Health Care
staff, thereby allowing you to quickly and easily identify who is “fit to work”.
MITIGATE - all aspects of the SIMON module have been carefully designed to aid your facility in monitoring and
diminishing the risks and costs which can be associated with a serious pandemic, an infectious illness outbreak or a
mass flu immunization clinic.
OUTBREAK – preparedness is a critical concern these days with infectious disease experts saying “not IF but
WHEN”. With outbreaks that require antiviral medications, it will be extremely important to track and record all
handling and dispensing of medications.
NOTIFICATION – with a self assessment tool and countless comprehensive reports, SIMON will assist your
facility in staying on top of the increased numbers of potential infectious illnesses as well as tracking issues related
to attendance management.
Screening Employees / Non-Staff – In the
event of an outbreak, your facility may decide that a
precautionary measure to screen employees and/or
visitors be done before they will be allowed to enter
the institution. SIMON provides you with an easy-touse tool to gather pertinent information.
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SIMON Module
Getting Started
This guide provides the instructions to install and set up
Parklane’s SIMON Module.
Steps to Setting Up SIMON
1. Security
2. Options – to set up tables, module links and programs
3. Personal Data to set up ZZNONSTAFF if applicable
(See Notes Below)
For a new user to the SIMON module, the Maintenance section of this manual provides detailed instructions for the
set up of SIMON for all the items listed above.
Notes:
If your non-staff are not currently in Personal Data, Non-Staff information can be kept in a separate file in SIMON.
They will not be added to your Personal Data module and they cannot be reported on in other modules except
SIMON.
Because Departments are a critical part of Parklane reporting, the SIMON module automatically assigns all SIMON
Non-Staff to the ZZNONSTAFF Department. As part of your set-up process for SIMON, please go to your Personal
Data module and from the main menu click on Options/Departments/New Departments and under the headings
Abbreviation and Description enter ZZNONSTAFF.
Version/Release:
Because the SIMON Module and the SIMON Web Forms are two separate programs that work in conjunction with
each other, it is recommended that when either program is updated, the other be updated at the same time.
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User Guide
Options
Table Definitions
As is the case with all other Parklane Systems modules, SIMON employs user defined tables to assist in tailoring the
program to specifically suit the needs of any facility and Program situation.
To record the various types of Programs, Protocols, Routes Administered and Immunization Sites, from the main
menu, click on Options, SIMON and then click on Table Definitions.
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SIMON Module
Examples of table entries include:
Program – Flu Immunization Program, Flu Outbreak, Mask Fit testing etc
Protocol – Vaxigrip, Fluviral, Tamiflu, etc.
Route Administered – The method of distribution, ie: IM, Oral etc.
Immunization Site – A body part to receive the Protocol, ie: Right Deltoid, Left Deltoid, etc.
Non-Staff Category – Contractor, Volunteers, Students, etc.
Protocol Given By – Surname, Given Name of the person giving the Protocol.
To set up a new description in any table:
In the No. field, enter the next available blank number from the descriptions currently in the system area found
directly to the right.
In the Description field, enter a descriptive phrase.
All of the tables will allow for up to 30 characters of alpha numeric text in the Description field and up to 500
different descriptive entries.
To print a listing for any of the table entries, click on Print Tables.
To return to SIMON’s main menu, click on Exit F12.
NOTE: When adding new entries to the tables, care should be taken to NOT leave any blank numbers between
descriptions. You may also modify and delete entries from the tables; however, caution must be used when
performing these two functions. The Program and Protocol tables should not be modified.
If you modify an existing entry even slightly, the system handles this as a new entry. For example, if Fluviral .5 ml is
changed to Fluviral 0.5 ml, it is considered a new entry even if it is in the same position on the table. Any records
previously entered as Fluviral .5 ml will remain.
Some tables may have a note at the bottom – “Some values are locked by SIMON Web Forms” which means that
any entries within that table can NOT be changed if they have been linked to a SIMON Web Form. “This table is in
use by SIMON Web Forms” means that entries can be modified and the linked SIMON Web Form will pick up the
change.
Page 9.
User Guide
Recall
This section provides a link from SIMON to Recall. There are three options:
•
•
•
Link to a Recall test
Link exceptions to a Recall test
Display Recall history
Link to a Recall Test
When you link to a Recall test, the SIMON module will automatically update each employee’s record in Recall when
a protocol is administered. In order to do this, there are a couple of steps which must first be completed.
From the main menu of SIMON, click on Options, SIMON, Recall and click on Link a Recall Test.
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SIMON Module
Select the Protocol Given; then select the Recall group and specific Recall test for this protocol. In the example of a
flu immunization program, all of the medications listed in the first protocol would be assigned to the same Recall
test. In the example of a flu outbreak program, the prescription, if applicable, would be assigned to a separate
Recall test.
For detailed information on defining Recall Groups and Tests please refer to the Recall User Guide (Options, Test
Descriptions).
Link exceptions to a Recall test
Similarly, when you link exceptions to a Recall test, the SIMON module will automatically update each employee’s
record in Recall when the exception is recorded in SIMON.
If you want to link exceptions to Recall such as Declined or Medically Exempt or No Alternative, the Recall
test should first be set up in Recall and then it can be linked. To link, click on Options, SIMON, Recall and
click on Link Exceptions to a Recall Test
Click on the button in order to select the Recall Test Group and the Recall Test
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User Guide
Display Recall History
You can also link information from Recall to SIMON. If your company has chosen to use the Recall module to
schedule and record health tests taken by your employees, it may be useful to show some of this information to
the users who are administering the protocols. Whether the tests selected are directly related to a flu vaccination,
a pandemic situation or are totally unrelated, this feature will allow the dispensing nurse to see when the selected
tests were last taken and if overdue, inform the employee of such at the same time as administering the Protocols.
This information will also be displayed on the Protocol Given Elsewhere and Screening (SRII) input panels.
From the main menu of the SIMON module, click on Options, SIMON, Recall and click on Recall, Display Recall
History.
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SIMON Module
Click on the Add button and you will go to the Select Recall Group panel.
Select the test group and then the test:
The result will be shown in the list.
Page 13.
User Guide
Program Options
This section is the driving force of the module. Under
Table Definitions, the programs, protocols, route
administered, etc. have been defined. This section
uses these tables for you to build a template for a
specific program. It brings the tables together, allows
you to set up a link to Recall, defines mandatory fields,
such as Lot # (or x-ray # or other reference number applicable to the protocol) as well as quantities and dispensing
times.
In order to track any protocols such as medications to be administered, one must first define which medications are
to be used for which Program and their quantities to be given.
Program Templates
Select the appropriate Program from
the dropdown.
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SIMON Module
Protocol 1:
Begin entering the applicable protocols. There is a
maximum of four different protocols that can apply to a Program.
For example, in a Flu Immunization Program Protocol 1 will include
all medications that have the possibility of being given. Up to 20 can
be entered. The same program can apply from one flu season to
another simply by editing the Program to remove medications that
will not apply and to add ones that will apply for the current year.
Protocol 2, 3 and 4 would be set up with any other
medications/protocols that may be given at the same time as the
flu medication such as Tylenol.
Recall:
This flag is the link to a Recall test. If the protocol has not previously been linked, an error message
will appear.
Presc:
If a prescription is required, click in the box.
Lot No Req:
If a lot number is mandatory, click in the box.
Given By:
If Given By is mandatory, click in the box.
Quantity:
enter the quantity to be given.
Freq/Hour:
This works in conjunction with the quantity given.
Eg 1. If the quantity to be given is 1 per day, the hour would be 24
Eg 2. If the quantity to be given is 1, 4 times a day, the hour would be 6
Route Administered: Select the route administered from your table of Route Administered.
Num Days:
Enter the number of days for the Protocol to be given. If the Protocol is to be given for 7 days,
Enter 7.
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User Guide
Quantity Required:
Based on the quantity and the number of days to be given, the system will calculate the
amount of Protocol which would be required.
A template can be linked to a specific SIMON web form. To link a template to a SIMON Web Form, select the Get
Arrow.
NOTE: Before you can link to a SIMON Web Form, the Program must have a start date.
And select the SIMON Web Form you wish to link by selecting the Get Arrow.
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SIMON Module
The top section of the panel will indicate the Program and its related protocols. The bottom section of the panel
will indicate the fields that must be linked (Mandatory) and those you may want to map and optionally make
mandatory.
Start and Stop Date Templates
In order to track protocols administered to employees, a program must be assigned a start date before the SIMON
module will allow recording of protocols.
To set up the start date, from the main menu of SIMON click on Options, SIMON, Program Options and click on
Start and Stop Dates.
This will take you to the SIMON Start and Stop panel.
Page 17.
User Guide
Select the Program to be started and press Tab:
Enter the MOH Number (or other Reference Number) if applicable; the Date field can be completed with the date
that this particular Program was set up along with the Time. Click on the Start Program button.
When your program has finished for the year complete the Stop date/Time fields and click on the Stop Program
button.
NOTE: It is important that the dates entered on this panel are correct at the time of entry because once you have
exited the panel, they become locked and cannot be changed.
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SIMON Module
Employee Protocol Override
Some employees may require more or less of a specific protocol (ie: medication), or an alternative. If these are
known, the override can be set up. Then, at the time of data entry, these alternatives will be substituted.
To define the overrides, from the main menu of the SIMON module, click on Options, SIMON and then click on
Employee Protocol Override. You will see the Access Employee panel. Using the options provided, select the
appropriate employee. You will then see the SIMON Employee Protocol Override panel. Complete as necessary.
Page 19.
User Guide
Department Restrictions
There is the potential for a situation to arise where only employees from designated departments will be
administered protocols. The SIMON module allows for this possibility. Not only can restrictions be set up by
departments, but also by employees within those departments.
To designate specific department(s) to receive medication, from the main menu of SIMON click on Options,
Program and then click on Department Restrictions.
This will take you to the SIMON Departmental Restrictions panel.
Select the Program and then, using the Add button, select the Department from the list provided whose employees
will be receiving the protocols. To de-select a chosen Department, click on the Remove check box. Should you
need to select specific people within that Department, click on the Drill-Down button and you will see the
Department Details panel.
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SIMON Module
To select the employees who are to receive the protocol, double click on the name(s) in the list on the left side of
the panel or highlight the name(s) and click on the >>>>> Select button. The selected employees will now appear in
the list on the right side of the panel. The Select All button can be used to speed up the process when most of the
employees in a department are to receive the protocol. To de-select an employee from the list on the right, follow
the same process using the <<<<< De-Select button.
NOTE: If a user selects an employee who is NOT to get a protocol, SIMON will provide the user with a warning
message only. The employee’s SIMON Record panel will still be presented to the user for completion in case the
protocol is required to be given.
SIMON Options
There are several options in SIMON which can be turned
on or off depending on how you want to use the
program. To define these options, from the main menu
of SIMON, click on Options, SIMON and then click on
SIMON Options.
This will take you to the SIMON Options panel.
• Signature tablet/pad used
• Allow Express User to add Non-Staff
• Print a record of Vaccination
• Facility Identification
Click on the appropriate radio buttons to turn each one on or off.
Page 21.
User Guide
Action Emails
The Action Emails option allows the setup of email notifications to be sent to various personnel when a user
performs one of the actions shown. Ensure that the email protocol has been set up under the Maintenance panel
by clicking Email Technical Setup. This may require consultation with your I.T. Support Team.
Note: Before using this feature, all users and recipients must be setup in Security.
There are two options for sending Action Emails. An email will be sent to everyone that is in the email list for the
specific Action, or an email will be sent to those who are in the same Work Group as the User.
Work Groups must be pre-defined when choosing the second option. Click on Options/Action Emails/Email
Recipients by Work Group.
Click on the drop down for Select Email Work Group and click on a work group heading to rename.
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SIMON Module
Click on F1> and begin to select the email recipients for this Work Group. Enter the next available line number and
click Get-F1 to select the email recipient from the list provided. Up to 200 email recipients may be selected per
Work Group.
When an Action occurs, the system will determine what Work Group(s) the User is located in and will send an
email to all other recipients within the Work Group(s).
To setup the Action Emails click on Options/Action Emails/Action to Prompt Emails and select the action(s) that
should prompt an email notification.
For each Action shown, you can indicate which users will prompt an automatic email and which person(s) or
workgroups will receive the email. Check the Action that should prompt an email.
Page 23.
User Guide
Click the Action By box which will activate a pop-up window. On this window indicate the users that will prompt an
email to be sent. Up to 120 users can be identified.
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SIMON Module
Next, click the Email To box which will activate another pop-up window. On this window indicate the people who
will be the recipients of the email. Up to 20 recipients can be identified.
Alternatively, click on the check box to Send emails using Work Groups. Once checked, all other fields will be
grayed out. As previously described, when an Action occurs, the system will determine what Work Group(s) the
User is located in and will send an email to all other recipients within the Work Group(s).
Page 25.
User Guide
Each time an Action is executed by a listed User,
the Recipient will receive an email advising that the
Action occurred.
Facility Identification
One of the reports/forms (A37 Vaccine Utilization) available in SIMON is a MOHLTC Vaccine Utilization Report. The
basic idea of the report is to tally the numbers of people immunized at specific clinic(s). Because there is the
possibility that your facility may have multiple sites and would therefore be required to produce multiple utilization
reports, the SIMON module allows for entry of information for up to 500 different facilities.
From the main menu of SIMON, click on Options, SIMON, then click on Facility Identification.
This will take you to the following panel.
The first time you choose this panel, all entries will read Not
Defined. Double click on the first entry (#1) to go to the Facility
Identification Info panel.
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SIMON Module
In the first field enter a description for the location/site which you are about to complete. Should you wish to use
the same site information as contained in your Incident Reporting/Accident Form Variables/Default Worksite file,
click on the Get Default – F3 button. If that is not the case, simply enter the appropriate information in each of the
fields.
NOTE: Once the Name field is completed and you exit the panel, the field name cannot be changed.
If you wish to enter additional facilities, click on the Index button and continue entering each facility’s information
in the same manner.
To return to the main menu of SIMON, click on the Exit – F12 button.
Page 27.
User Guide
New/Open Non-Staff
There may be situations arise when either flu vaccinations or Protocol(s) are required to be dispensed to people
other than your employees (ie: volunteers, residents, locums, etc). As they are not your employees, they will not
be found in your Personal Data module. In order to track the Protocols they receive you will need to add them into
the SIMON module.
New Non-Staff
Click on Non-Staff and then click on New Non-Staff.
At this point you will see the SIMON Demographics Non Staff panel.
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SIMON Module
Open Non-Staff
You can also see non staff demographic information. You may also modify any information. Click on Non-Staff and
then click on Open Non-Staff. When the standard search screen is presented, select the non staff.
The demographic screen will be shown:
Page 29.
User Guide
Entering SIMON Records
There are three types of SIMON records that can be entered. You can:
•
•
•
Page 30
Add New Protocols
Add Protocol Exception
Add Protocol Given Elsewhere
SIMON Module
Add new Protocol
Select the method that you want to use to enter SIMON records:
•
Name Search
•
Name Search on the Non-Staff maintained in the SIMON module
•
Add Non Staff (available if this option has been activated under Options, SIMON Options)
•
Scan Employee
1. Clicking on the Name Search – F2 button accesses your employee file in Personal Data. The Search for Staff
panel will appear and using the options provided, select the appropriate employee and go to the SIMON
Record panel for completion.
Page 31.
User Guide
2.
If the individual you are about to administer the protocol to is a Non-Staff person who has previously been
entered in the system, click on the Name Search Non-Staff – F3 button and the Get Record panel will
appear. Using the options provided, select the appropriate Non-Staff person to go to the SIMON Record
panel for completion.
3. If the individual you are about to administer the protocol to is a new Non-Staff person (not previously
entered in the system), click on the Add Non-Staff – F4 button to view the SIMON Demographics Non-Staff
panel.
This button will be available if the option has been set up under Options, SIMON, SIMON Options to allow
non-staff records in SIMON.
Complete as much of the information as possible (Surname/Last and Given Name are mandatory and
Category , date of birth and gender are advised for reporting purposes). Once you have completed the
information, you can now enter protocol at this point.
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SIMON Module
4. If the person has an ID badge, click on the
Scan Employee button, then scan the ID
badge.
At this point, regardless the method to access the employee or non-staff person, the SIMON data input screen is
presented.
Select the Program, Facility (if applicable) and the Protocol to be given. Enter the date and time that consent was
given and the Date and time that the protocol was given will automatically be completed with the same date.
Check that the protocol was given and complete the given by, the immunization site and Lot number.
If Given By and Lot Numbers have been made mandatory on the Program template, a warning message will appear
if one or both have not been completed.
Page 33.
User Guide
If another protocol is to be given, click on Next Medication; otherwise, click on Next ESC to select the next
employee or non-staff person.
NOTE:
When the next record for an employee or non-staff is presented, all of the information from the previous record is
brought forward with the exception of Immunization site and the check box to indicate the protocol has been
given. This expedites the manual entry of data.
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SIMON Module
Add Protocol Exception
Some employees may be exempt from a protocol. In order for your facility to be able to determine who is in this
category, simply click on Add Protocol Exception from the SIMON sidebar or click on Administration, SIMON and
Add Protocol Exception.
Using the search employee or non staff, select the appropriate person.
Complete the Protocol Exception panel by providing the Facility, if applicable, the
Program and indicate which exception or exemptions apply.
If these exemptions have been linked to a specific Recall test, Recall will also
reflect the exemption.
Page 35.
User Guide
Add Protocol Given Elsewhere
Some employees may receive their protocol (eg: flu vaccine) from either a public clinic or their family physician
rather than at your facility. In order for your facility to be able to determine who is fit to work and to properly
complete government Compliancy reports, you may wish to record those protocols given elsewhere.
To do so, from the main menu of SIMON click on Add Protocol
Given Elsewhere or Administration, SIMON and Add Protocol
Given Elsewhere.
Using the search employee or non staff, select the appropriate person.
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SIMON Module
Complete the Given Elsewhere panel by providing the Facility, if applicable, the Program and indicate which
protocol was given along with the date and name of clinic or physician. Also, you can indicate if proper
documentation has been received.
Page 37.
User Guide
SIMON Web Form Import
In order to import SIMON Web Form submissions into the SIMON module
you will either need to click on 9. SIMON Web Form Import on the sidebar or
Options/SIMON Web Form Import.
This panel will be presented which shows you all of the batches that are ready to be imported from SIMON Web
Forms into SIMON. The batches are separated by Company and by Program. You can either Process All or select
one of the lines to only process that batch of records.
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SIMON Module
You will get a message which tells you how many records have been
processed. Click on OK, and the report will print which shows by date
and time the records that have been imported into SIMON. This
report is cumulative for the day. To see a complete report go to
Reports/SIMON/A3P Web Form Import and the report will print
which shows by date and time the records that have been imported
into SIMON.
Page 39.
User Guide
SIMON Web Forms
Getting Started
Parklane’s SIMON module contains an option whereby forms/templates can be created and placed on line for
remote completion. The data collected via these templates will be electronically transferred into the SIMON
module. There are 4 steps required to set up the template process:
1) The tables must be completed in the SIMON module (Options, SIMON, Table Definitions)
2) The Programs and Program Start and Stop Dates must be completed (Options, SIMON, Program Options,
Program Templates, Start and Stop Date Templates)
3) The templates must be created from outside of the SIMON module (SIMON Web Forms)
4) The templates must be ‘linked’ to the SIMON module (Options, SIMON, Program Templates, Link SIMON
Web Form)
5) You can choose to add a company logo to your web forms. This logo will appear in the upper-right corner
on certain pages. The logo should be added initially by your IT group.
Once completed, the templates can be accessed remotely and the data will flow through to the SIMON module.
SIMON Tables
Completion of the SIMON tables has been covered in
an earlier section in this User Guide and are the same
tables used if SIMON is employed in the manual-entry
method. When the remote templates are created,
these are the tables that will be accessed both to
create and be used by the templates.
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SIMON Module
SIMON Web Forms
Web forms, or templates, are created outside the SIMON module. It is recommended that the SIMON module be
left open for reference during the template creation procedure.
Due to the fact that all web browsers operate differently, in order for SIMON Web Forms to run successfully, ALL
users MUST be using Internet Explorer 8 (Windows XP©) or Internet Explorer 11 (Windows 7©). Failure to do so
could cause unexpected results.
The SIMON Web Forms desktop icon/Bookmark will lead to the menu of available web forms that are installed on
your system.
The Web Extensions menu can also be used to
obtain further information as to the ‘Settings’
and ‘Product Versions’ should the need ever
arise.
Select SIMON Web Forms from the Web
Extensions menu for access to the SIMON Web
Forms logon. When the login screen is
presented, you can log in as either the System
Administrator or a Key User/User of a specific
group.
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User Guide
System Administrator Functions
Upon installation of the SIMON Web Forms a System
Administrator is responsible for the creation of ‘groups’
and optionally the creation of other System
Administrators. The default login and password for a
System Administrator is admin admin, unless your IT
group has changed the default.
After logging in as a System Administrator, click Create an Additional System Administrator
1. The window will then expand to reveal the
required fields
2. Provide username and password, then click Add
Admin.
3. Once added, the system will advise you the new
user has been added successfully
Note: this System Administrator Log In will only have
access to adding other administrators or groups.
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SIMON Module
Adding a New Group
Groups are created in order to differentiate your templates between the areas you may have in your organization.
For example, you may have templates related to health you wish to keep separate from those related to safety.
This feature within SIMON Web Forms allows you to do so.
1. After logging in (as a system administrator), click Add
A New Group.
2. The window will then expand to reveal the required
fields.
3. Enter a group name (which will be visible to users) in
the Group field and in the Group description, type a
brief description of what information that group
contains.
4. Next you may add a Key User* or select an Existing
User**.
5. Fill in the Key User* information – Login information and Password fields, or if selecting Existing User** choose from list provided.
6. To complete click Add Group or Exit to cancel changes.
*Key User - has access to Group Options, User Accounts, Template Designer, Settings, Data Submission, Completed
Forms, Reports and Exports.
**Existing User – If selected, user is removed from the group he/she belonged to originally.
Assign User(s) to a Group
Once a group has been created, you can now assign user(s) to that group. Optionally you can add users who are
already in another group, or, you can create a new user. Select your option from the radio buttons on the panel.
When a newly created user signs in they will be prompted to select a new password which must be at least 5
characters long.
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User Guide
Administration Manager
Once the Key User has logged into SIMON Web Forms, the user would have access
to all functions within the Group, in this case Health Forms. Then, the Key User
would create other Key Users/Users for the Group. A User would not necessarily
have access rights to all of the functions within SIMON Web Forms. For example,
they may only have the ability to access the functions under Data Submission.
Group Options
Selecting Group Options
opens a window in which you
can edit the Group Name,
Group Description.
User Accounts
Selecting User Accounts gives the Key User access to the access rights of each user. They may also add other user
accounts in this section.
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SIMON Module
To access a current user:
1. Hover mouse over the user and the row will highlight
2. Click the mouse and the User Account will open
3. Make changes and click Save & Close
4. Alternatively, click the X in the top right to cancel any
changes
To add a new user:
1. Click Add a New User
2. A new user window will appear
3. Add New User details then indicate which areas you wish to
provide them access
4. Finish by clicking Add User at bottom
Note: User will be prompted to change their password on first
log in
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User Guide
Template Designer
Due to the fact that all web browsers operate differently, in order for SIMON Web Forms to run successfully, ALL
users MUST be using Internet Explorer 8 (Windows XP©) or Internet Explorer 11 (Windows 7©). Failure to do so
could cause unexpected results.
The Template Designer will design and house all the forms created in this group.
Add a new Template
There are two steps involved in adding a new template.
1. Provide Template Information.
2. Set up Template Questions.
Template Information
Template Name – Enter an appropriate name for your template. This name will be the name which
appears for selection when you are submitting forms. It is also the name which you will see when you link
your SIMON Program to this form. NOTE: In a multi company situation, it is highly recommended that you
preface the name of your Template with the Company Name/Number so that it is easy to recognize which
templates belong to which companies (eg: Co. 1 Influenza Program or St. Simeon HC Influenza Program)
Template Description – Enter a brief description of your template
Template is Active – If Active is selected, Form will be available for submissions; if Inactive, Form will not
be available for submissions.
Is this a consent form that requires a signature? – Indicate whether the form requires the signature of the
person completing it
If yes above, enter the disclaimer that will be acknowledged prior to signing - enter a disclaimer
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SIMON Module
Does this form require a signature by a staff member or similar authority – Indicate whether the form requires an
additional signature (i.e. administrator or nurse in a clinic)
If yes above, enter the disclaimer that will be acknowledged prior to signing – enter a disclaimer.
Set the template style – Normal, reduced or condensed - Selecting reduced or condensed with minimize the
vertical area of the form on the webpage.
Please choose one of the usage options - selecting Repeat form will bring up a blank copy of that form again once
completed. This is beneficial for clinics in which you will be having the same form repeated throughout the day.
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User Guide
Template questions
If you will be using this form to transfer information into the SIMON module, it is highly recommended that you go
to SIMON and select Options/SIMON/Program Templates and then select the Get arrow.
This will provide you with this panel which will show you which fields are Mandatory and MUST be included in the
form and then mapped to SIMON. If you do not include these Mandatory fields, SIMON will not allow you to Link
the form.
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SIMON Module
What type of question is this? - Indicate where the question is to appear on the form by selecting from the radio
buttons and corresponding descriptions (i.e. 1st radio button: patient questions, 2nd radio button: office/admin only
questions).
What category of question is this? – The first radio button indicates that all questions with this designation will
appear either in a One Step Process (ie: when the form is selected for submission, the user will see ALL of the
questions) OR will appear only in the part one section of a Two Step Process form. These are employee/patient
questions.
The second radio button indicates that all questions with this designation will be processed when part two of a Two
Step Process is accessed (ie: first set of questions will be completed by the employee/patient - step one, second set
of questions will be completed by authorized personnel-step two). These questions are office/administration
questions.
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User Guide
Select the type of question – select the option appropriate for your question. Generally when mapping to SIMON,
the types of questions will be:
•
•
•
•
Date (Given, Consent)
Time (Given, Consent)
Question requiring a short answer (Lot number)
Multiple choice questions allowing one selection only (Program, Protocol, Given by, Immunization Site,
Facility, Non Staff Category)
Enter the question – complete as necessary
Enter a comment or note to be associated with this question (if applicable) – allows you to enter
additional information about the above question if you so wish
Should the answer provided for this question become a default answer when repeating the form?
•
•
Yes will ensure that whatever answer you initially select when submitting a form will keep auto filling in
subsequent forms until the user selects a different answer, then that answer will keep repeating. (ie: in a
Flu clinic, you give Fluviral to your first employee – Fluviral will then auto fill until a different protocol is
selected)
No will present a blank field for completion each time the form is selected.
Is this question mandatory –
•
Yes will force the user to complete the field before the form can be submitted.
•
No will allow the user to submit the form without completing any information.
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SIMON Module
NOTE – On the mapping panel in the SIMON module there are check boxes which indicate mandatory fields. The
SIMON module will overrule your selection in SIMON Web Forms (ie: if you have indicated a question as mandatory
in SIMON but selected No for that same question in the SIMON Web Form, the question will be mandatory)
At this point you can continue to add questions to your form by clicking on Proceed to next question until your
form is complete. Once complete you would click on Save & Exit Template.
You are now at a stage where you can go into SIMON, map all of your fields and Link the form you just created to a
SIMON Program template. Once the form has been linked correctly you are then ready to submit your forms.
The following is a complete list of the types of questions and how they would be used:
Question using “Yes or No” radio buttons
This selection will apply 2 radio buttons with a corresponding Yes and No to your form, of which the user will be
able to select just one.
Question using “Yes or No or Not Applicable” radio buttons
This selection will apply 3 radio buttons with a corresponding Yes, No, and Not Applicable to your form, of which
the user will be able to select just one.
Date
The Date selection will apply a date field to your form and which will include a pop-up calendar to simply select the
date if desired.
Time
This will apply a Time field on your form which will also include a “Now” button which, if used, tells the system to
enter the current time for you.
Question requiring a numeric answer
This will apply a field to your form which will restrict entry to numeric characters* only. Making this selection will
also provide you the opportunity when designing the form to limit the amount of characters that can be entered.
* Can include negatives and decimals, no fractions.
Question requiring a short answer
This will apply a field to your form in which a user may type a short answer to question provided. Making this
selection will also provide you the opportunity when designing the form to limit the amount of characters that can
be entered.
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User Guide
Question requiring a lengthy comment or explanation
This will apply a larger field to your form in which a user may type a lengthy answer to the question provided.
Making this selection will also provide you the opportunity when designing the form to limit the amount of
characters that can be entered.
Multiple choice questions allowing only one selection
This selection allows you provide multiple answers for the user to select from. The user will be able to make one
selection of the answers provided.
Multiple choice questions allowing more than one selection
This selection allows you provide multiple answers for the user to select from. The user will be able to make
multiple selections of the answers provided.
Question that may require multiple answers
This selection provides the user the ability to add multiple answers in a list format (i.e. listing medications that are
being taken).
Add-on text box for providing additional information
This selection can be used to provide additional information (i.e. disclaimers or summaries) on your form for the
user to read.
Add-on URL that point to an information document
This selection applies a hyperlink on your form and includes a radio button for the user to indicate whether they
have read the hyperlinked document (i.e. terms of agreement).
The hyperlink can link to an http website, https website and any of the following document types: jpeg, jpg, png,
gif, tiff, tif, pdf, txt, doc, docx, xls, xlsx.
To link to a document, click on the select button and pick a file you wish to upload. Once selected, click on the
upload a file button.
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SIMON Module
Edit a Template
Templates may only be edited if they have NOT been Linked in SIMON and/or have NOT been used for submissions.
If either of the above situations exists, a Lock symbol will appear next to the Template ID. In the case above, only
templates 2 and 4 are available for editing. ID numbers 1 and 3 have either been used for submissions or are
currently Linked to a SIMON Program so changes of ANY kind (edit, delete, or change question order) will no longer
be allowed.
If you select a Locked template and then select one of the questions within that template and get the above
message, changes are NOT allowed because this form has been used for SUBMISSIONS and is linked to SIMON.
If you select a Locked template and then select one of the questions within that template and get the above
message, changes can be made; however, you must first go to SIMON and De-Link the form. Make any necessary
changes to the SIMON Web Form template and then return to SIMON and Link the Program to the Template again.
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User Guide
1. From the Template Designer main
page select the ID number of the
template you wish to edit – this
will take you into the Question
Editor Summary.
2. Select the question or question
option you wish to edit.
3. A pop up of the selected
question/option will appear.
4. Edit question/option and click Save & Close.
Deleting Questions
1. Should a question no longer be necessary, simply open your template from the template editor (as above) by
clicking on the ID
2. Click the red X to delete question
3. Alternatively, you may temporarily make the question inactive by clicking Yes –
a pop up window will appear in which you may select whether the question is
active
4. Click Exit Editor when complete
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SIMON Module
Clone a Template
The Cloning function allows you to duplicate a previously created template. Once the template is duplicated, you
may edit as desired. You may Clone a locked template and then edit the Clone.
1. Select Clone a Template.
2. From the drop down provided, select the ID of the template you wish to duplicate.
3. Save and Close.
4. Select your template from the template list to edit.
Manage Templates
The Manage Templates
function allows for the
restoration of deleted
templates. Select a
template ID from the
drop down menu.
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User Guide
Settings
This section in Simon Web Forms has the following settings features:
•
•
•
•
Database Backup
General Settings
Parklane Integration Settings
SMTP Settings
Due to technical nature of this section, assistance from your I.T. Department may be necessary.
Database Backup
Command line used to back up the system.
General Settings
Default Search Module: Allows you to select which search method you prefer as a default. i.e. if using proximity
card technology, set to Scan ID Badge.
Default Country: Changes date format in the system.
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SIMON Module
Parklane Integration Settings
Setting options for connection to the Parklane System
SMTP Settings
Email technical setup. Fill this section to enable emails if user forgets their password. New password will be emailed
to the user. Once the user logs in, they will be required to re-set their password.
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User Guide
Data Submission
Within the Data Submission section the User has access to: Submit a Completed
Form, Submit a Partially Completed Form and Retrieve a Form sections. Each is
described below.
Submit a completed form
This selection is for forms that can be submitted in its entirety when first
accessed by the user. SIMON Web Forms will store these forms into the
organization’s form database, unlike the Partial Forms in which only part of the
form is completed (i.e. part one is completed by the employee/patient) and
held in a temporary database until a second user retrieves the form and
completes part two of the form (i.e. office use section) when it too is then
stored in the organization’s form database.
To submit a completed form:
Click Submit a completed form.
You now have several options for selecting the person for whom you wish to submit a form. Your default search
method had been previously set up under Administration Manager/Settings/General Settings; however, by
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SIMON Module
clicking on the Search Method button at the top left you may choose a different Search option. If you have used
the Staff – Search by Name, ID option a list of possible employees will appear on the right of the panel. Each
employee will include the Company in which they belong. Select the employee.
Their demographic information will appear. If this is the correct person, click on the Select button.
You will be presented with a list of forms which are either linked to Programs found within the company that the
employee belongs to OR forms that have been created but are NOT linked to SIMON.
Note: This symbol beside a form indicates the form, when chosen initially, will be repeated for the
next user – i.e. in a flu clinic when a form is used continuously throughout the day .
This symbol beside a form indicates the form has been linked to a SIMON Program
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User Guide
Select the appropriate Form. Complete the form, sign if required (using electronic signature tablet), then click
Submit.
Form will be submitted to the organization’s database as a completed form
Submit a partially completed form
Unlike submitting a completed form, which when submitted is finished and goes directly to the organization’s form
database, partially completed forms are intended to be submitted by one user and accessed at another time or
location by a second user – i.e. employee/patient completes part one and submits; an authorized personnel
retrieves part one. At this point, part 1 can be reviewed and changed as necessary and a signature obtained if
applicable, then continues to part two for completion and final submission to the organization’s form database.
1. Click Submit a Partially completed form.
2. Follow the instructions for Submit a completed form.
3. Form will be submitted to the temporary database as a partially completed form.
Retrieve a form
Under the Data Submission menu is Retrieve a form. This option will retrieve a partially completed form that was
previously submitted by a user.
To retrieve a partially completed form:
1. Select Retrieve a form.
2. The retrieve menu will appear – indicate whether you wish to search by Reference Number (given at time
of partial submission), Name or Date Range.
3. Enter the required information based on selection and press Search.
4. Simply click on the form you wish to retrieve.
5. Complete form, sign if required, and then click Submit.
Note: Once a form has
been submitted to the
organization’s form
database it can never
be edited.
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SIMON Module
Completed Forms
The Reports section allows the user to access completed forms held in the organization’s form database to view,
email or print. Forms, once completed in the database, can never be edited.
Review Submitted Forms
1. From the Reports menu click Review Submitted Forms.
2. Enter date range, or leave blank for all submitted forms.
3. You may sort by name or form to narrow down the search further (click arrows as demonstrated in image).
4. Click on form you wish to view.
Note: Some versions of Internet Explorer have a pop-blocker that may prevent SIMON Web Forms from displaying
the page when attempting to Print or View a form. Simply adjust the pop-up settings as shown.
Note: Print page only displays the users answers on lengthy questions where a multitude of possible responses may
be selected.
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User Guide
Edit SWF
It is highly recommended that you call Parklane
Support before using this function.
When SIMON Web Forms are used to submit
data, there are two possible scenarios:
•
The data is to be imported by SIMON
•
The data remains within SIMON Web
Forms (ie: is not mapped/linked to
SIMON).
There are two possible reasons when you may
wish to use the Edit SWF function:
•
Data which should have been imported by SIMON but has remained in SIMON Web Forms due to various
problems (ie: linking errors, system failures such as time outs or power failures)
•
You need to delete a submitted Web Form which is either not linked to SIMON or is linked to SIMON but
still has the “To be processed” status in the SIMON Status column.
NOTE: Once a Web Form has been imported by SIMON the status will show as “Updated”. At this point these
forms can NO longer be deleted/edited using the Edit SWF function.
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SIMON Module
The Edit SWF function is found in the Review Submitted Forms area of SIMON Web Forms. In the example above,
there are 5 SIMON Web Forms which can either be deleted or edited. As mentioned previously, all of the records
with the status of “Updated” are now locked and not available for editing/deleting.
Step 1 - Select whether you are going to Edit a submission,
Delete a submission or Undelete a submission.
Step 2 - Select which Template ID you need to Edit/Delete.
NOTE : The Editor will only provide you with a list of
Template ID’s which are available for Editing/Deleting
1
2
3
Step 3 - Select the question which you wish to edit. In this
case Response ID #309 is showing a status of “Program not
Found in SWF”. This type of problem could be created by a
Program not being successfully linked in SIMON to the SIMON
Web Form which was submitted.
4
NOTE: In order to successfully Edit any errors which have
been created because of a linking/mapping problem between
SIMON and SIMON Web Forms, the issue must be first fixed
in SIMON, usually by de-linking and re-linking the Program to
the appropriate SIMON Web Form template.
Step 4 - Select the Response ID which you wish to Edit. You
may select more than one ID, if required.
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User Guide
Step 5 - Select the appropriate answer from the list provided.
Step 6 – Either select Save & Continue (if you have more Web
Forms that need editing) or Save & Exit which returns you to
Review submitted forms panel.
the
5
6
You will now get a message that your submission(s) have been edited. At this point results will be automatically
refreshed.
In the example given above, before doing the Edit a submission was completed, ID#309 was showing a status of
“Program not found in SWF”.
After the Edit a submission was completed, ID#309 is now showing a status of “To be processed”. At this point, you
can now go to the SIMON module and run the SIMON Web Form Import.
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SIMON Module
Reports
SIMON Web Forms not only makes information collection simple, but also makes it easy to work with the data you
have collected.
Exporting results
The user may export the data collected on
the form into an Excel spreadsheet. This
gives the user the ability to further analyze
the collected data.
1. Under Reports select Export data
into Excel
2.
Select the form you wish to export
3. Enter date range of data you wish
to export
4. Click Generate tab separated file.
Once generated, click Open when prompted or Save.
Historical Export will process all records originating from old forms that were previously used in the application.
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User Guide
Signature Pads and ID Scanning
Should you wish to make use of SIMON Web Forms’ Signature Pad and ID Scanning capabilities, this section will
outline the current compatible hardware. For any additional questions or potential updates to the hardware
section, call Parklane or email: [email protected].
Purchasing Equipment
Depending upon the equipment you choose to utilize, we have provided a list of products that are compatible with
your new system.
Signature Pads
Topaz Systems has two models of signature pads: SignatureGem™ and SigLite™. For more information on their
individual features, visit: http://www.topazsystems.com/
The signature pad is available in different sizes and can be ordered with or without an LCD screen. These signature pads
operate over USB HID.
1x5 Signature Pads
SigLite™ 1x5 (No LCD) T-S261-HSB-R
SigLite™ 1x5 (LCD) T-S460-HSB-R
SigLite™ 1x5 (LCD Backlit) T-LBK460-HSB-R
Rugged 1x5 Signature Pads
SigGem™ 1x5 (LCD) T-L462-HSB-R
SigGem™ 1x5 (LCD w. Backlit) T-LBK462-HSB-R
4x3 Signature Pads
SigLite™ 4x3 (LCD) T-LBK750-BHSB-R
SigGem™ 4x3 (LCD) T-LBK755SE-BHSB-R
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SIMON Module
Larger Signature Pads
There are a number of larger USB signature pads available as well – see http://www.topazsystems.com for a
complete list.
Card Swipe
We are currently configured to the MagTek SureSwipe™ and MagTek Mini™ Card Readers. It is recommended the model
supports 3-track scanning. We use the Devices through a USB Keyboard interface as it doesn’t require any additional
drivers or browser configuration to operate. The SureSwipe™ allows the card to be swiped facing either direction,
whereas the Mini has a smaller desktop footprint. For more information visit: http://www.magtek.com/
The recommended Part Numbers are:
Magtek Mini™: 21040108
Magtek SureSwipe™: 21040145
Proximity Card Readers
Parklane is programmed to use the RFIdeas pcProx Enroll™ readers for
proximity cards. Like the card swipe, these devices also operate natively
through USB Keyboard emulation, so no special configuration or drivers are
required.
Match up the RFIdeas pcProx Enroll™ reader with your access control
hardware – as seen in the Part Numbers section in the below link.
For more information visit:
http://www.rfideas.com/products/pcprox_readers/pcprox_enroll/
Installing Signature Pads
Once you purchase your signature pad, ensure you have installed all up to date drivers on the computers you will
be using. Follow all other manufacturer’s directions.
When the drivers are installed and the signature pad has been plugged in, SIMON Web Forms will automatically
recognize the pad and you will be able to capture signatures.
Note: You must indicate on your template that it requires a signature in order for SIMON to capture.
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User Guide
Installing Proximity/Swipe Scanners
Once you have purchased your scanner, follow the manufacturer’s instructions for installation.
In order to retrieve data from your Personal Data Module in your Parklane System, you must first import into
Parklane your badge IDs with corresponding personal IDs (i.e. employee ID or SIN).
For instructions on this import:
GoTo > Personal Data > Options > Import Badge or Card Numbers > View Record Definition
Once complete, ensure you set your Default Search Method to Scan ID Badge
Self Reporting Infectious
Illness / Web Form
The Self Reporting Infectious Illness / Web Form allows Parklane customers and their remote users to report an
infectious illness via the Internet or intranet. For the remote user, the process is quick and simple; click on a link
from the company’s corporate website or on an icon placed on a desktop, enter their name and birth date and then
complete the Self Reporting Infectious Illness/Web Form which is presented. The remote user is given the
opportunity to quickly complete the details of the illness including details such as cough, sore throat, etc.
This section of the SIMON guide contains details on the set up procedure required prior to using the Self Reporting
Infectious Illness / Web Form, completing the Form and also an overview of the Technical Information required for
the Form.
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SIMON Module
Set Up Required For The Self Reporting Infectious Illness/Web Form
Before employees are able to access their personal record via
the Self Reporting Infectious Illness/Web Form, you must first
complete several steps. The steps include: turning on the Self
Reporting Infectious Illness/Web Form capability and building
your extension files.
To turn on or initialize the Self Reporting Infectious Illness option, access your Parklane system as you normally
would. When you are presented with the log-in panel, leave the User ID empty and type /SERII in the Password
field:
This will produce the Parklane Code panel:
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User Guide
To ensure strict security measures for our customers performing critical functions found within all Parklane
Systems modules, Parklane changes their security/password code on a daily basis. To obtain the current code of
the day, please call Parklane Systems’ Support department.
Enter the code provided and you will move forward to a Note panel, reminding you that your Self Report of
Infectious Illness option is now active.
Click on “OK” and you will now see the normal Parklane log-in panel. Sign in using the User Id and Password which
has been previously assigned to you and the Main Menu panel will appear:
At this point enter “Shift +F1” and
this will take you to your System
Utilities panel:
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SIMON Module
Select General and then Build Extension Files:
This process is designed to build internal files within your Parklane system which will enable communication
between the Web Form and the SIMON Module. It is recommended that this process be completed by an
administrator of the Parklane system as there are two issues which need to be considered. Firstly, all users MUST
be out of Parklane while this process is being run. Secondly, this process could take a considerable amount of time,
up to an hour, but fortunately is only required to be run once.
Selecting Yes will start the process and present you with a progress panel:
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User Guide
Once the process is complete you will be presented with this message:
You can now proceed to the third and final step for setting up the Self Reporting Infectious Illness / Web Form
process. From the Main Menu of Parklane Systems, select “SIMON”.
From the Main Menu of SIMON, choose “Options, Screening, Self Reporting Options”.
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SIMON Module
The following few screens are where you will enter the verbiage that will appear on the panels as your employees
sign on from the web. The first table will have the department where employees report to after an absence or
illness. You can also enter instructions or comments that will appear at the top of each page. The field limit here is
1,000 characters. The third field location is for your question regarding the employee’s last vaccine. (To view a
sample of a completed panel skip forward to the next chapter in this guide entitled “Completing the Self Reporting
Infectious Illness/Web Form”.
The following screen contains the acknowledgements that employees will have to agree to before they can proceed
with the on-line process.
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User Guide
The following screen contains the symptoms that you want to track on the on-line process. Many different
symptoms can be added to this table, but only those you wish to display on the final panel need to be checked off
in the second column.
The following screen contains the Return to Work Criteria, and will appear on a panel with a yes/no option for the
employee to choose.
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SIMON Module
This screen contains the Return to Work Disclaimer which include comments and also verbiage which must be
acknowledged by the employee.
You have now completed the set-up process for the Self Reporting Infectious Illness / Web Form.
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User Guide
Completing the Self Reporting Infectious Illness/Web Form
To access the Self Reporting Infectious Illness/Web Form, the remote user either clicks on a link from the
company’s corporate website or on an icon placed on a desktop and they will be presented with the Log On panel.
To log on to the Self Report of Infectious Illness site the user simply types in their First and Last name and their
birth date (DD/MM/YYYY) and clicks on “Continue>>” Search button. If the employee is in the SIMON data base the
following panel will appear.
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SIMON Module
If for any reason the employee is not found, or the name has been incorrectly entered the employee will see the
following error message:
When the employee’s correct name appears and is selected, they must now complete the consent process before
they can proceed. The input on this consent panel was entered previously when you built the tables.
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User Guide
The employee will now either agree to proceed, or decline. A decline vote will produce the following Warning
message and the application will be closed.
A positive response from the employee to the consent procedure will produce the following screen, to which the
employee can choose to either report symptoms, or apply for a return to work.
Selection of the first option “I am reporting symptoms of a possibly infectious nature” will generate a panel with
the options which had been checked off in the previously built table.
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SIMON Module
As each question is answered in a positive ‘yes’ selection, a further panel of information is displayed to allow for
more detail about each symptom.
Any irregularities to the employees answers will produce a warning message:
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User Guide
If the employee had chosen the “I am returning to work after a possibly infectious condition” option:
The system will display the following panel for employee completion:
A ‘YES’ to any of the above Return To Work criteria will result in a warning and the users browser will be closed.
Depending upon the answers to the above questions, the system will steer the employee to the proper
Communicable Disease Symptom Report for further analysis.
Page 80
SIMON Module
If the employee successfully answers all the questions, they will see a ‘Submission Complete’ screen which can be
printed if desired.
If the employee is not successful with all their answers to the questions, they will see a ‘Warning’ screen and asked
to correct any omissions.
The employee has now completed the submission process for the Self Reporting Infectious Illness / Web Form.
Page 81.
User Guide
Technical Information For Self Reporting Infectious Illness/Web Form
The Parklane web application is compatible with APACHE and IIS HTTP servers. The application was built on (and
requires) PHP to be installed on the web server for server side processing. The web application has a small
footprint, consisting of approximately 10 pages. The web application communicates to the Parklane software
through ODBC, using Relativity (an ODBC interface to the Parklane application). The connection settings for the web
application are found in the file settings.php and cannot be accessed from the client.
The web service can run on both Windows and Linux platforms (see requirements below). The Parklane Application
and web server can reside on the same or separate servers. If separate servers are used, a TCP port needs to be
accessible between both servers for Relativity to communicate. No data files related to the application reside on
the web server, unless the web service resides on the same machine as the Parklane Server.
Relativity
HTTP / HTTPS
Web
Server
Parklane
Server
Parklane Server
Web Server
Relativity
(TCP)
Parklane
App.
Relativity
(Server)
System Requirements (September 2013)
Windows Platform
Page 82
•
Windows 2003 / 2008
•
IIS 5,6 or Apache 2.0.0
•
PHP 5.0.0 or greater
•
Relativity Windows Client
Client
HTTP
ODBC
Relativity
(Client)
PHP
IIS / Apache
SIMON Module
Linux (Unix) Platform
•
Any recent Linux distribution (tested on OpenSUSE 11.0)
•
Apache 2.0.0 or greater
•
PHP 5.0 or greater
•
PHP-ODBC Extensions Installed
•
Unix-ODBC 2.1 or Greater
•
Relativity Linux Client
For the Linux Platform, all components (except for the Relativity client) are included with most distributions.
The Linux Relativity Client provides Unix-ODBC, however it is preferred that Unix-ODBC is installed as part of the
distribution for a more recent version.
Page 83.
Index
A
Access rights · 44
Action Emails · 22
Adding
A Key User · 43
A New Group · 43
System Administrator · 42
P
Protocols Given Elsewhere · 36
R
Recall · 10
F
S
Facility Identification · 26
Getting Started · 7
Group Options · 44
Security
Editing a user · 45
Self Reporting Infectious Illness / Web Form · 68
Completing · 76
Set Up · 69
Technical Information · 82
I
T
Index · 84
Table of Contents · 3
Template Designer · 46
Adding a Form · 46
G
N
Non Staff · 28
U
User Accounts · 44
O
Options · 21
V
Version/Release · 7
PARKLANE SYSTEMS
10-521 Nottinghill Road
London, ON N6K 4L4
Canada
519.657.3386
[email protected]
Access the Parklane web site for more details about Parklane products
www.parklanesys.com