Tacera Nurse Station v3.5 User Guide2

TaceraNurse Stationv3.5User’s Guide July 17, 2014Austco Communication Systems Pty Ltd40 O'Malley St, Osborne Park, Western Australia 6017Phone: +61 8 9244 4499Fax: +61 8 9244 4727Web: www.austco.com

© Copyright Austco Communication Systems 2014All rights reserved.Reproduction, adaptation, or translation without prior written permission is prohibited, except as allowed underthe copyright laws.WarrantyThe information contained in this document is subject to change without notice.Austco Communication Systems makes no warranty of any kind with regard to this material, including, but notlimited to, the implied warranties of merchantability and fitness for a particular purpose.Austco Communication Systems shall not be liable for errors contained herein or for incidental or consequentialdamages in connection with the furnishing, performance or use of this material.Doc Version v3.5

ContentsChapter 1 Preface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3Chapter 2 General Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Features and Benefits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 About This Guide. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Installation and Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 IP Addresses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Tacera Functionality . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 What’s New in Tacera 3.5 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 New Menu Bar look . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Telephony . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Handset IP-NSHS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Use of third-party handsets . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Click to call enhancements. . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Speed Dial . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Public Address . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Mute nurse call chime on the application interface . . . . . . . . . 13 Profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Intercoms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Loss of Server Connection Chime . . . . . . . . . . . . . . . . . . . . . . 13 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 Navigating the Tacera Window . . . . . . . . . . . . . . . . . . . . . . . . . 15 User Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 Login. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 Viewing Active Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 Answering an Audio Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 Map . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 Filters. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 Viewing Call Filters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 Adding New Call Filters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 Activating Call Filters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 Communications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27 Sending Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27 Viewing Sent Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 Calling a Contact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30 Calling an Intercom . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 Dialling a Telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 Working with IP-NSHS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 Public Announcement. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 Roster . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35 Defining Rosters. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35 Adding Shifts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36Austco Communications July 17, 2014 1

Contents Tacera Setting Up Manual Swing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 Forwarding Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 Cancelling Forwarded Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . 40 Call Assignment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 Defining Call Assignments . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 Viewing the Call Assignments Summary . . . . . . . . . . . . . . . . . 42 Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44 Generating Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45 Selecting a Date/Time Filter . . . . . . . . . . . . . . . . . . . . . . . . . . . 46 Selecting a Duration Filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 Selecting a Priority Filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48 Selecting a Location Filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49 Print/Save Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50 Chapter 3 Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52 Device Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54 Viewing the Devices Configuration. . . . . . . . . . . . . . . . . . . . . . 54 Adding New Devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55 Contacts Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58 Viewing the Contacts Configuration . . . . . . . . . . . . . . . . . . . . . 58 Creating Contacts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59 Assigning Contacts to a Group. . . . . . . . . . . . . . . . . . . . . . . . . 60 Speed Dial and PA Configuration . . . . . . . . . . . . . . . . . . . . . . . . . 61 Display Assignment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62 Preset Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64 Viewing Preset Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64 Creating New Preset Messages. . . . . . . . . . . . . . . . . . . . . . . . 65 Profiles Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66 Adding a Profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66 Editing a Profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67 Applying a Profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67 Removing a Profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67 Connection Parameters. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68 Lost Connection Configuration . . . . . . . . . . . . . . . . . . . . . . . . . 68 Date/Time Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70 Location Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71 Telephone Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72 Hands Free / Notification Settings . . . . . . . . . . . . . . . . . . . . . . 72 Handset Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73 Language Selection. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74 Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75 Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 772 July 17, 2014 Contents

PREFACE 1 Part of Austco Communications’ Integrated IP Solution, Tacera combines a robust alarm call and communication system, whilst providing staff with flexible messaging, call assignment, and call filtering capabilities. Powerful management reports allow managers to make more informed decisions about staff allocation and minimise risk to patient safety with detailed alarm information. Warning This is a class A product. In a domestic environment this product may cause radio interference in which case the user may be required to take adequate measures.Austco July 17, 2014 3

General Overview Tacera General Overview Tacera is a comprehensive nurse call and health care communication system that is designed to offer the best possible integrated hospital solutions that meet the requirements of nurses, patients, management, and administrators. The system facilitates patient calls, staff calls, emergency calls and many more. Apart from being yet another call system, Tacera enables the hospital staff to recognise the exact nature of the call, to view a map that indicates the point of origin of active calls, and assists with flexible call assignment, rostering, and messaging. The system has a simple touch screen user interface that allows nurses to efficiently perform multiple functions without much stress and effort. Figure 1-1 Tacera window Navigation BarCall ActiveFilters CallsPane CallsRecent ScreenCallsPane Status Bar4 July 17, 2014 Chapter 1: Preface

User’s Guide Features and Benefits Features and Benefits Tacera can be easily integrated with multiple systems existing onsite, such as Cisco/SpectraLink telephony, DALI (Digital Addressable Lighting Interface), EchoStream wireless pendants and many more. The system provides: • active alarm/call notification to remote corridor annunciators, other networked PCs, pagers and/or wireless (DECT) telephone handsets dynamically assignable by staff • touch screen compatible interface that is easy for staff to understand and use • a colour graphical site map plus text active alarm/call display with easy and dynamic call filtering • a message centre to send text paging messages to staff (devices such as pagers, telephones, badges) and public announcement features • easy staff rostering and the ability to create new shifts • flexible call assignment for wards, rooms or even beds per staff for multiple priorities and notification levels • powerful management reports to analyse site information for more efficient decision making in staff allocation and resources • a settings panel for senior members of staff and administrators to access higher level features and functions • auto full screen feature that acts as a huge call display panel, which displays the active callsAustco July 17, 2014 5

About This Guide Tacera About This Guide This guide is intended for staff using Tacera's Graphical User Interface (GUI) on a nurse station and the administrators who have access to high level tasks. It provides a detailed overview of the application, its many features and functions. Since this system is entirely configurable (i.e. call types, room numbers, etc.) to meet your site needs, all display screens shown in this guide are examples only. Your system configuration may be different to information demonstrated in this guide.6 July 17, 2014 Chapter 1: Preface

User’s Guide Installation and Configuration Installation and Configuration Installation of software, callpoints, controlling electronics, as well as connection to computer ports and the site LAN, must be performed by a qualified technician trained by Austco Communication Systems. Most of the configuration for Tacera is performed by a trained technician and includes: • setting up the geographical model of the site, including a graphical map that can be displayed on the nurse station screen • defining the types and characteristics of all callpoints, annunciators, telephones, pagers, as well as messages for them • creating users and assigning access to the application See the Tacera Configuration Guide for details. The components of the Tacera nurse call system itself are covered in other manuals and the information is not duplicated here. Please refer to: • Tacera Configuration Guide • User Reference Sheets for Equipment To access Tacera: Each staff member who has access to Tacera is issued a user name and password. The permissions for each end user are set up in IP Connect Site Configuration, see the Tacera Installation Guide. 1 Double-click the Tacera icon to launch the application. The Tacera splash screen appears. Figure 1-2 The Tacera splash screen 2 If this is the first time you connect to the IP Connect Server, click Choose Server. The Server Address dialog-box appears. Figure 1-3 The Server Address dialog-boxAustco July 17, 2014 7

Installation and Configuration Tacera 3 Type the ServerIP Address in the field to connect to the server. The server address is either that which is on the corporate LAN (i.e. 192.xxx.xxx.xxx) or on a dedicated nurse call LAN (i.e. 10.xxx.xxx.xxx). 4 You may set Password restriction to change the Server IP Address. See “Connection Parameters” on page 68 to set up password protection. Warning The server connection information is provided by the administrator and the fields in the Server IP Address dialog-box are set up by the installers. Unless you have sufficient rights to install the Tacera GUI, do not alter any information that you see in the Server IP Address dialog-box. Entering incorrect information in the ServerIP Address dialog-box might break the connection. Setting up of Password may help with restricting unauthorised users from changing the Server IP Address. Note Since the information in Tacera is entirely dependent on the rights and permissions defined by the administrator, it is normal to only see an empty Calls screen when viewing the main window. If calls are active, they are displayed in the Calls screen.8 July 17, 2014 Chapter 1: Preface

User’s Guide IP Addresses IP Addresses Tacera communicates on an Ethernet LAN dedicated to the nurse call system. It is installed on a machine running Windows XP PRO-SP3 or Windows 7.0. Warning The Nurse Station must have an IP Address that should not be within the nurse call LAN. 1 Select Start>Settings>Control Panel. The windows Control Panel opens. 2 Double-click on Network and Dial-up Connections, then select Local Area Connection. The Local Area Connection Status window opens. 3 Click Properties to open the properties window. Figure 1-4 The Local Area Connection Properties windowAustco July 17, 2014 9

IP Addresses Tacera 4 Select the Internet Protocol and click Properties. The TCP/IP window appears. Figure 1-5 The TCP/IP window Leave the DNS server address field empty. 5 In the General tab, enter the following IP address options: • IP address: xxxxxxxxx • Subnet Mask: xxxxxxxxx Note 10.1.1.250 is the default IP address of the IP Connect Server and should not be used as an IP Address for the Tacera Client PC. 6 Click OK to apply your changes and exit the window. Close all previous windows. Caution Automatic JAVA updates on the Windows PC can have an impact on Tacera as it is based on JAVA.10 July 17, 2014 Chapter 1: Preface

TACERA 2FUNCTIONALITY For nurses, every day interaction with Tacera consists primarily of viewing alarm calls displayed on the main panel and communicating with patients where audio is available.Austco July 17, 2014 11

What’s New in Tacera 3.5 Tacera What’s New in Tacera 3.5 Nurse Station New Menu Bar look • To improve space, menu buttons are changed from rectangular with text on the sides to more square with text underneath. • more buttons in title bar • new title bar buttons for frequently accessed features See Figure 2-1 on page 14. Telephony • major upgrade to telephony component based on a newer telephony library • telephony is now in a floating window • accessible from main title bar menu • simple hide/show • opens automatically on click to call See Figure 2-17 on page 32. Handset IP-NSHS • auto-configures as handset when detected - overwrites any current setting. • dynamic based on USB connect/disconnect See Figure 2-18 on page 33. Use of third-party handsets • other handsets can be used but must manually be configured in settings • on hook/ off hook functions not available with third-party handsets so must hang-up by button-click • only when there is no handset, hands free is offered Click to call enhancements • auto-cancel nurse call, if configured • clicking another nurse call’s click-to-call button disconnects the current call and connects new call Speed Dial • speed dial numbers added to the telephony dialog-box • configuration defines speed dial and centrally stored, so shared with all Nurse Station applications on the same Floor Controller • selecting speed dial disconnects any current call and then dials the speed dial number See Figure 3-7 on page 61.12 July 17, 2014 Chapter 2: Tacera Functionality

User’s Guide What’s New in Tacera 3.5Austco Public Address • PA is based on telephony but has a separate menu in the application interface. • Selecting PA disconnects any current call and then executes the public announcement. • PA is blocking means no other telephony function can be used when PA is on. • requires handset (doesn’t work when in hands-free mode) • connects to all intercoms in the addressed group • starts with a short announcement tone Mute nurse call chime on the application interface • staff can mute the nurse call chime • auto unmutes after a pre-configured time • higher priority calls always unmute • configuration defines if call type is muted or not See MUTE on page 15. Profiles • Profiles define what is visible when configuring the user interface. It defines sets of locations, contacts (staff), displays, mobile devices and speed dials/PA that are visible on the user interface. • Profiles are centrally stored and appear on each application. • You can select either one from a set of profiles or no profile. See “Profiles Configuration” on page 66. Intercoms • list view is offered, in addition to tree view • all columns in the flat view are sortable See “Calling an Intercom” on page 31. Loss of Server Connection Chime • The application plays a chime if connection to server is lost. • Chime can be silenced. • Chime song can be configured. See “Connection Parameters” on page 68. Multiple instances of the Tacera application Running multiple instances of the Tacera Nurse Station application is blocked by default. This behaviour can be configured to allow the user to run multiple instances of the application. Other 3.5 Features • preserves screen position between restarts • rich set of sound files • can dial Cisco or SpectraLink phones from telephony July 17, 2014 13

Overview Tacera Overview The Tacera window provides nurses with different features and viewing options depending on the level of access. Figure 2-1 The Tacera window mute/ public unmute announcement telephone Recent Calls pane Calls screen14 July 17, 2014 Chapter 2: Tacera Functionality

User’s Guide Overview Navigating the Tacera Window There are eight menu items in total, of which four are displayed at a time. Use the navigation buttons to view all the menu items. Navigation • CALLS - displays the list of active calls. See “Calls” on page 19. Buttons • MAP - displays a view of the site map. See “Map” on page 23. • FILTERS - displays the list of available filters. See “Filters” on page 24. • COMMS (Communications) - displays the list of available contacts for messaging. You can send text messages to contacts, connect with an intercom, and view message history. See “Communications” on page 27. • ROSTER - created rosters and shifts are available for quick staff assignment. See “Roster” on page 35. • CALL ASSIGNMENT- assign staff to locations by call priority and notification level. See “Click Yes. The calls are returned to the original staff member. The device to which the calls are forwarded rings and notifies staff that call forwarding is cancelled.” on page 40. • REPORTS - displays the reporting options. See “Reports” on page 44. • SETTINGS - provides access to the administrative features. See “Settings” on page 51. Additional actions can be performed using the following menu buttons: • MUTE - helps you mute and unmute those calls that are configured to be mutable. Refer to Tacera Configuration Guide for more details. MUTE is applicable only to the call that is on top of the list. If the call on top is not mutable while the calls below it are, the MUTE button remains disabled.There are three scenarios in which the chime sounds again after mute: • mute has timed out • a muted call is cancelled and a call below moves to the top • a high priority call arrives on top of a muted call • PA - helps you make public announcements. See “Public Announcement” on page 34. • PHONE - helps you with initiating and answering audio calls. See “Answering an Audio Call” on page 19. Note The level of access defines what view and screens you can work with. If you do not have the correct permissions, contact your administrator. Tip On screens that have a Keyboard button, clicking it brings up an on- screen keyboard. This is particularly helpful when you use a touch- screen monitor.Austco July 17, 2014 15

Overview Tacera User Menu 1 Click . The user menu items appears. Figure 2-2 The user menu 2 You may access the user menu for the following functions: • LOGIN - allows users to login with their username and password. See “Login” on page 16. • FULL SCREEN- expands the Tacera screen to full screen mode. See “Full Screen” on page 16. • RECENT CALLS- displays the list of recent calls in the nurse call system. See “Recent Calls” on page 18. • Exit - closes the Tacera screen Note In IP Connect Site Configuration, if it is configured that the user cannot exit Tacera, clicking Exit does not allow you to close the application. In such a case, you need to login as a user with valid permission to exit Tacera. Login 1 From the user menu list, click LOGIN, if you are not already logged in. The Login dialog-box appears. Figure 2-3 The Login dialog-box Note The User Name and Password are provided by the administrator and define the level of access. 2 Login with your User Name and Password. The Tacera main window appears. See “What’s New in Tacera 3.5” on page 12.16 July 17, 2014 Chapter 2: Tacera Functionality

User’s Guide Overview Full Screen 1 From the user menu list, click Full Screen. 2 The Tacera window expands to fit the full size of the monitor. The active calls are displayed. If there are no active calls, the system clock displays on the full screen. If you don’t want the system clock to appear, you can disable the appearance of the clock at the time of configuration. Note Full screen mode is automatically activated after a time out period (usually 30 seconds, which is configurable), if there is no activity. Activity is defined as interaction with the user interface. You can customise the time out period at the time of configuration. 3 Press Esc on your keyboard or mouse-click to resume.Austco July 17, 2014 17

Overview Tacera Recent Calls From the user menu list, click Recent Calls. The Recent Calls dialog-box appears, with the list of recent calls in the Tacera nurse call system. The Duration tracks the time between the call being made and cancelled. Figure 2-4 The Recent Calls dialog-box Cancelled calls are displayed in the Recent Calls pane. A history of recent calls is listed. You can customise the list that appears in the Recent Calls pane and the Recent Calls window, at the time of configuration. Here are two ways the recent calls are displayed: a by number, for example, when you set it to display last ten calls, the most recent ten calls are displayed, regardless of time b by time, for example, when you set it to display cancelled calls in the last one hour, the calls that are cancelled in the past hour are displayed18 July 17, 2014 Chapter 2: Tacera Functionality

User’s Guide Calls l Calls Active calls are listed in the Calls screen. Active calls are listed by priority level (Call Type) and duration. Calls can be displayed on several nurse stations and can either display all calls or only calls filtered from a particular area. Viewing Active Calls Clicking the CALLS menu displays all active calls, their types, location, the date and time the call came in, and the duration. The Duration displays the time since the call is made. Calls are usually cancelled at the point of origin. For audio sites, the click to call function is enabled. Calls activated from rooms with an intercom are identified with a green call button and are available for an audio session. Note For audio sessions, the Tacera Nurse Station (IP-TSNS) has a handset (IP-NSHS) attached with the console. If you are running the Tacera Nurse Station software in an ordinary computer, make sure that you have audio in and audio out devices available. To view the active calls: 1 Use the navigation buttons on the Tacera window, to navigate through the menu items. 2 Click Calls. The active calls list appears. Figure 2-5 The active calls list Calls are displayed by priority level, highest at the top. Colours, tones and whether the alarm is flashing or not depend on your configuration. You may connect a voice call to a bed-side intercom, if your system supports audio. See “Answering an Audio Call” on page 19. If using Call Filters, you can view filtered calls by selecting a filter. Filters are defined on the Filter screen. See “Filters” on page 24. If the Call Filters pane is hidden, click on the right arrow (>) to open the panel. All filters are listed. Answering an Audio Call To answer an alarm call from a room or bed with an intercom:Austco July 17, 2014 19

Calls TaceraClick to Call 1 On the Calls screen, the Click to Call icon identifies the call alarm asicon coming from a room or bed with an intercom. Tip 2 Click . The Telephone dialog-box appears and the audio call to If you are talking via the Tacera the intercom connects so that a two-way conversation can take place. Nurse Station Handset (IP- 3 You speak and the patient may answer from the patient bed. NSHS), replacing the handset on the 4 To end the audio session, click . hook, disconnects the call. Figure 2-6 Telephone dialog-box When you click ‘ the Click to Call option available with calls from locations with intercoms, the Telephone dialog-box pops-up and you can speak and hear from the call location. If there is an incoming call from some other nurse station, telephone or webdevices, the Telephone dialog-box appears and you click to answer the call. Alternatively, if you are using the Austco IP-NSHS, picking up the handset auto-answers this type of call.20 July 17, 2014 Chapter 2: Tacera Functionality

User’s Guide CallsAustco To answer an audio call: 1 On the Telephone dialog-box that pops up, click . 2 To end the audio session, click . View details of a Maintenance Call Critical hardware issues in the network would trigger a maintenance call. Detailed information and issue-severity would be displayed on the Tacera Nurse Station and the IP-CCT Event Viewer screen. Note Tacera Nurse Station interface version 2.6.1 and above supports the maintenance call feature. Maintenance calls are activated under the following conditions: • Time server is disconnected. • IP-CCT disconnected from the server • AN-PD1 displays disconnected from the server • IP-CCT's core voltage is out of normal range (normal: 1.6V~2.0V). • IP-CCT 's IO voltage is out of normal range (normal: 2.7V~3.6V). • IP-CCT 's battery voltage is out of normal range (normal: 2.8V~3.3V). • The voltage of the IP-CCT 's ethernet switch voltage is out of normal range (normal: 1.6V~2.0V). • IPnet bus voltage is out of normal range (normal: 24V~30V). • IPnet bus current is out of normal range (normal: 0A~1.4A). • The working temperature of IP-CCT's printed circuit board is out of normal range (normal: 0°C ~ 70°C). • Devices on the IPnet are missing due to disconnection, hardware failure or strong EMC or ESD interference. When maintenance issue is resolved, the maintenance call clears from the Calls screen automatically. Caution Maintenance calls are not allowed to be remote cancelled. To view the details of a maintenance call: 1 On the Help menu, click Maintenance Requests. The Maintenance Calls dialog-box appears. 2 Detailed information including location, device CPID address, call type and model, state (active/inactive), start time, end time and duration of the maintenance call is displayed. 3 To sort the information by column, click the column header. Note To display IP-CCT generated maintenance calls, call types have to be configured in Site Configuration. See Tacera Configuration Guide for more details. Suppress a Maintenance Call Maintenance calls can be suppressed to hide calls from the Calls screen. Details of the suppressed calls can be found in the Maintenance Calls dialog-box. To suppress a maintenance call: July 17, 2014 21

Calls Tacera 1 Hover your mouse over the maintenance call record, left- click to highlight the record. 2 Hold on the left-click until an option-list appears. Release the hold on the mouse click. 3 Click Hide Call. The maintenance call hides. The details of the suppressed call appear in the Recent Calls pane. You can also view the suppressed call in Help > Maintenance Requests. Figure 2-7 Active Calls - Option list22 July 17, 2014 Chapter 2: Tacera Functionality

User’s Guide Map Map The map is a simple geographical representation of the site. When a call activates, the point of origin of the call highlights on the map in the configured colour of the call type. To view the map: 1 On the Tacera window, use to navigate through the menu items. 2 Click MAP. The map screen appears with the site/area map. Figure 2-8 The Map screen 3 Active calls display on the map in their associated priority colours. If two calls are active from the same area, then only the highest priority call is shown on the map. Caution Active calls are subject to Call Filtering. To select a different filter, see “Viewing Active Calls” on page 19.Austco July 17, 2014 23

Filters Tacera Filters The Call Filters feature displays calls from pre-defined locations and priorities. Examples of Call Filters could be: • All Site - calls from all locations, all priorities. • West Wing - only calls from the west wing, all priorities. • Emergency Ward - only calls from the emergency rooms, all priorities. • Nurse Presence - all site, only nurse presence calls. When no filter is active, Tacera shows all active calls from the main connected server. These default calls are defined during the site configuration by your Austco Installation team. For more information, please contact your administrator. Once a call filter is created, it gets listed in the Call Filters pane on the Calls screen. Filters cannot be modified on the Calls screen and only users with access to the FILTERS section can edit the filters. See “Activating Call Filters” on page 26. Viewing Call Filters 1 On the Tacera window, use to navigate through the menu items. 2 Click FILTERS. The Available Filters screen appears with the Existing Filters listed. Figure 2-9 The Filter screen 3 To add new filters, see “Adding New Call Filters” below. 4 To edit a filter: a Select the filter from the list and click Edit Filter. The Filter Management dialog-box appears. b Make appropriate changes and click OK.24 July 17, 2014 Chapter 2: Tacera Functionality

User’s Guide Filters 5 To delete a filter: a Select the filter from the list and click Delete Filter. A confirmation message appears. b Click Yes. The filter is removed from the list. Warning This action may not be undone. The filter is permanently deleted. Tip Adding New Call Filters You may re-order your filters by 1 On the FILTERS screen, click Add Filter. The Filter Management dragging a filter up dialog-box appears. or down the list. Figure 2-10 The Filter Management dialog-box Tip 2 On the Filter Settings section, select the areas and the priorities When you click on needed. Examples of filters are as follows: a level (EAST, • For all calls from all locations, simply click on the top level. ROOM 1), all calls • To define only high priority calls for the East Wing, click on the under that level are priority levels (Staff Assist, Emergency, and Code Blue) under the selected (shaded in East Wing location (Figure 2-10). blue). When you • To be notified of Exit bed calls for Room 1 only, click on Out of click on a call Bed Call under Room 1. priority of a level, you only select the 3 Type a Name for the filter in the field. Be sure to keep this name short call for that level. and clear as this identifies the filter in the Calls screen. Tip 4 To add a schedule for the filter: The filter applies to a Ensure the Is Scheduled? check box is selected. all locations under the selected b Select the week days for which the filter applies. location. For example, selecting c Select a Start Time using the Hour and Minute lists. East Ward applies the same rules to all the rooms defined under it, unless the rooms are specifically modified.Austco July 17, 2014 25

Filters Tacera Tip d Repeat for the End Time. You may also type a time in the fields Note using the 24h When a filter expires, all calls from the connected server are format. received. If another filter is scheduled, it is applied automatically without any intervention from the users. 5 Click OK. The filter is listed in the Existing Filters list. Activating Call Filters Call filters can be activated either manually or by schedule. Only one filter can be active at any given time. Here are three scenarios on activating a call filter at a given time: • A scheduled filter is automatically activated during the set time. A scheduled filter, when automatically active, is indicated with . A passive filter is indicated with . • To enforce a filter when a scheduled filter is already active, click on the filter that you want to activate and hold for a few seconds. The filter turns active and is indicated with , while the scheduled filter is de-activated. • To manually activate a filter, click on the filter and hold for a few seconds. A manually activated filter is indicated with .26 July 17, 2014 Chapter 2: Tacera Functionality

User’s Guide Communications Communications Alarm calls are automatically sent to devices such as pagers, intercoms or DECT/wireless telephones. These notifications are set up in the Site Configuration, see Tacera Configuration Guide for details. Call Assignments offer a flexible way to assign which staff receive which notification of calls, depending on the location of the call, the call type and the level of notification. Contacts and the devices associated with them are pre-defined in the Settings menu. Staff may send a message to a Contact at any time by simply typing a message in the message field provided. Previously sent messages are maintained in a log available in the Msg History. The Intercoms section allows you to call nurse stations, telephones, wireless devices or room intercoms, using the Telephone pop-up (Figure 2-17). Sending Messages 1 On the Tacera window, use to navigate through the menu items. 2 Click COMMS. The Messages screen appears. All available contacts are listed. Click Available Contacts to sort the list. Figure 2-11 The Communications screen Note Tacera automatically translates the text message to voice using a text-to-speech engine when sending a message to a device that only supports audio. 3 Select a name in the list or click on multiple contacts to send a message to more than one person. Note Contacts are defined in the Contacts Configuration under Settings. See “Contacts Configuration” on page 58.Austco July 17, 2014 27

Communications Tacera 4 On the message-box, type in the message to be communicated. Figure 2-12 The Message panel Tip If you are using a touch screen monitor, you may click Keyboard to bring up the on- screen keyboard. 5 You may select a pre-defined message from Preset Messages. The message is added to the message field. Note Preset messages are defined in Settings. See “Preset Messages” on page 64. 6 You may edit the message or type a new message. Caution Only users who have permission can broadcast messages. Send Now and Send Later are greyed out for users without permission. This may be configured in the User Policies section of Site Configuration. See Tacera Configuration Guide for more details. 7 Click Send Now. The message is sent to all selected contacts. Alternatively, you may send a message at a later time. Alternative Step i Click Send Later. ii On the Send Later dialog-box, select the sending time and date. Figure 2-13 The Send later dialog-box28 July 17, 2014 Chapter 2: Tacera Functionality

User’s Guide Communications Viewing Sent Messages 1 Click COMMS. The Messages screen appears. 2 Click the Msg History tab on the left. The Message History screen appears. Figure 2-14 The Message History screen 3 The number of messages kept in the history is displayed. To change this number, type in a new number and click Update. 4 The available Sent Messages are listed by Sent Date. To sort the messages by column, click the column header.Austco July 17, 2014 29

Communications Tacera Calling a Contact 1 Click COMMS. The Messages screen appears. 2 Click the Contacts tab on the left. The Contacts screen appears. Figure 2-15 The contacts screen 3 All available contacts are listed. Click to expand the list of contacts and associated call devices. 4 Select a call device that you like to contact. The green Call button is enabled. 5 Click Call to initiate the audio session. The Telephone (Figure 2-17) dialog-box appears and the call connection is established. Note If the contact selected does not have an audio device (for example a pager), the audio session would not be established.30 July 17, 2014 Chapter 2: Tacera Functionality

User’s Guide Communications Calling an Intercom 1 Click COMMS. The Messages screen appears. 2 Click the Intercoms tab on the left. The Intercoms screen appears.You can see two views: • Tree View: hierarchical view. Keep expanding the nodes until you see the associated intercom. • Flat View: a list of locations with corresponding contact names and intercom extensions. Figure 2-16 The intercoms screen Tree View Flat View Tip 3 All available intercoms are listed. Click to expand the list of Each of the intercoms. columns in the Flat View are sortable. 4 Select an intercom that you like to call. The green Call button is Click the column enabled. header to sort.Austco July 17, 2014 31

Communications Tacera 5 Click to initiate the audio session. The Telephone (Figure 2- 17) dialog-box appears and the call connection is established. Dialling a Telephone 1 Click COMMS. The Messages screen appears. 2 Click the Keypad tab on the left. The Telephone screen appears. Figure 2-17 The Telephone dialog-box Status Bar speed dial listActive (ready to use)Registration Failed status messageAuthentication Failed end call key hold/unhold(invalid extension) show/hide Speed DialRegistering (SIP serverbecomes unavailable ornetwork problem) switch between handset/handsfree modes Number to Dial call/answer key mute/unmute show/hide keypad Exit 3 Use the keypad or external keyboard to enter the extension number to dial in Number to Dial. 4 To delete the numbers in Number to Dial, click . 5 Click to initiate the audio session.To disconnect a call, click32 July 17, 2014 Chapter 2: Tacera Functionality

User’s Guide Communications Working with IP-NSHS IP-NSHS is the USB VoIP telephone handset for the Tacera Nurse Station console. You can separately use it with other PCs that run the Tacera software application. Figure 2-18 IP-NSHS attached to IP-TSNSThe blue light illuminateswhenever you pick thehandset off the hook. Handset settings are configured in Settings > Telephone Settings. See “Telephone Settings” on page 72. You may find the following information on IP-NSHS behaviour useful: If both hands free and handset are configured for use and a call arrives, you can either click the green button or pick up the handset to answer the call. While talking via hands-free, if you pick up the handset the communication is transferred to the handset. While talking via handset, if you click the handsfree/handset mode indicator, then the communication becomes hands-free. In this case, make sure you don’t replace the handset on the hook because replacing the handset on the hook disconnects the call.Austco July 17, 2014 33

Communications Tacera Public Announcement To make a public announcement: 1 Click the PA menu button. 2 On the PUBLIC ADDRESS pop-up, a list of PA groups are displayed. For information about how to add the PA groups, see “Speed Dial and PA Configuration” on page 61. Figure 2-19 PA screen PA groups 3 Click a PA group. Make the announcement. Figure 2-20 PA in progress pop up 4 Click Close to end the PA call.34 July 17, 2014 Chapter 2: Tacera Functionality

User’s Guide Roster Roster The Roster panel lists all created shifts and all available staff. A simple click assigns the staff to the Roster. Click to define the start and end time of the shift, add new or edit existing shifts. These shifts are then listed in the Roster. The list of On Duty contacts defines who is available for messaging, notifications and for call forwarding. The current shift is defined by the shift days and hours; it automatically switches to the next time at the pre-defined shift time. Defining Rosters 1 On the Tacera window, use to navigate through the menu items. 2 Click Roster. The Roster screen appears. Figure 2-21 The Roster screen Manual Swing Tip 3 All available shifts, swing details and the associated contacts are If the selected cell displayed. Click Staff Name to sort the list. is already ON, it toggles to off. The 4 To assign a staff member to a shift, click the shift cell for that staff. A cell is left blank blue ON cell appears. after saving. 5 Staff need to be assigned on a shift before they can be allocated in Call Assignment. 6 To remove a staff member from an assigned roster, click the ON cell for the staff; a blue cell appears.Austco July 17, 2014 35

Roster TaceraNote 7 Click Save. The selected shifts are displayed in green. A blue cell means that the roster is not Adding Shifts yet saved. The green cells are By default, a 24 hour shift exists. At least one shift must be defined for persisted items that rostering. are already saved to the server. 1 On the Roster screen, click . The Shift Details screen appears. Figure 2-22 The Shifts screen 2 Click Add. The New Shift Properties dialog-box appears. Figure 2-23 The New Shift Properties dialog-box 3 Enter the Shift Name. This name must be unique. 4 Click OK. The new shift is selected in the ShiftDetails list. 5 Select the days for which you need to define a roster by clicking . This is a toggle between selected and de-selected. By default, the complete 24 hour period per day is selected.36 July 17, 2014 Chapter 2: Tacera Functionality

User’s Guide Roster 6 Click on the time-line to edit the shift hours. The Shift Details window appears. Figure 2-24 The Shift Configuration dialog-box 7 Select the days you wish to define by clicking << to move them to the Selected Day(s) list. Hold the Shift or Ctrl keys to select multiple days. You can also drag and drop between the Selected Day(s) and Available Day(s). 8 By default, the 24 hour time period is selected. To define a time period: a Click Selected Time. The Time Period(s) section is enabled. b Click New Time. The Roster Time Period dialog-box appears. Figure 2-25 The Roster Time Period dialog-box c Select the Start Time and End Time for the shift. d Click OK. The selection is applied to the Rosters screen. The green line indicates the shift period. You may create additional time periods. 9 Click OK to exit the Shift Configuration dialog-box.Austco July 17, 2014 37

Roster Tacera 10 To edit an existing time period: a Return to the Shift Details screen, select the shift and click Edit Time. b Modify it as needed. c To delete a shift, select it and click Delete Time. 11 Click Save Timeline to save the shift hours. Setting Up Manual Swing As the swing hours change from shift to shift, you may require to set these hours manually and change the contact/display assignments accordingly. Tacera allows users to set up manual swing. In cases where time based shift definitions are not used in Tacera or there is need for an override of time based shift, then manual swing may be used. For example, you have Nurse A and Nurse B looking after Ward A and Ward B respectively, during day shift. When the shift changes or Nurse B is not available, you may want Nurse A to look after both Ward A and Ward B. Tacera allows you to make such arrangement so that Nurse A receives the notifications of Ward B as well. To set up manual swing: . 1 On the Roster screen, click Figure 2-26 Setting up manual swing Tip 2 Enter Swing Name and Swing Group. The Swing Group is a Clicking Clear common name that you assign for a group of locations that the swing empties the fields. is applicable to. E.g., Swing Names: W1W2 merged, W1W2 To delete a swing, separate, both can have the Swing Group W1W2. highlight the one you want to delete Caution and click Delete. In No matter how many swings you have in a Swing Group, you can case you are using activate only one at a time. a touch-screen user-interface, click Keyboard for keyboard assistance. 3 Click Save. You may either assign contacts or assign displays to the created swings. • To assign contacts to the swing, click . On the Roster screen, you may see the created swings for which you may assign contacts. See Figure 2-21. Follow the steps in “Defining Rosters”.38 July 17, 2014 Chapter 2: Tacera Functionality

User’s Guide Roster • To assign displays to the swing, go to Settings > Display Assignment. You may see the created swings listed in the Shifts section. Follow the steps 2 - 9 in “Display Assignment” on page 62. Forwarding Messages During a shift, staff can forward their calls to another staff member in case they are unable to take calls. This usually occurs during breaks, and is easily turned on and off in Tacera. 1 On the Roster screen, click . 2 Select the name of the staff member for which the call messages need be forwarded from the Contacts list and click Forward. The Forward Details screen appears. Figure 2-27 The Forward Messages dialog-box 3 Select the contact(s) from the List of Available Contacts that has to receive the forwarded calls. 4 Define the Forwarding Expiry Time by selecting a date and time. 5 Click OK. A green arrow is added to the contact icon to indicate that all calls are being forwarded. The device to which the calls have been forwarded rings and notifies staff of the call forwarding. The Forward button is replaced by the Edit Fwd. and Undo Fwd. buttons.Austco July 17, 2014 39

Roster Tacera Cancelling Forwarded Calls 1 From the Contacts list, select a contact with a Forwarded status. Figure 2-28 Forwarded Calls 2 Click Undo Fwd. A confirmation message appears. 3 Click Yes. The calls are returned to the original staff member. The device to which the calls are forwarded rings and notifies staff that call forwarding is cancelled.40 July 17, 2014 Chapter 2: Tacera Functionality

User’s Guide Call Assignment Call Assignment The Call Assignment screen allows staff to define and modify Call Assignments. This ensures that staff are only notified of calls assigned to them. Although these assignments are usually pre-defined, they can be changed as needed. For example, if a staff member is unavailable or must be replaced, it is easy to quickly assign a different staff member to their rooms. Defining Call Assignments 1 On the Tacera window, use to navigate through the menu items. 2 Click Call Assignment. The Call Assignment screen appears. Figure 2-29 The Call Assignment screen 3 You may set the location tree to be collapsed or expanded, by default. You do this configuration in the ipconnect.properties file. If collapsed, select a location from the site list by expanding the parent nodes. If you wish to view the graphical site map instead, click Map. Note Selecting a Ward automatically assigns all the rooms below it. If you wish, you may select a room or several rooms to define a different assignment (i.e. a different notification level to a more senior staff member for rooms with higher risk patients). 4 Select a staff member from the Contacts list. Click the Contacts header to sort the list. Caution Contacts need to be assigned on a shift (Roster) before they can be allocated in Call Assignment.Austco July 17, 2014 41

Call Assignment Tacera 5 Add call types for which this Contact should be notified. Click the Priorities in the list. They toggle on or off. 6 Select the levels of Notifications that applies. Notification levels are pre-defined in IP Connect Site Configuration. Click Save All. A confirmation message appears. 7 Click OK to overwrite the existing call assignments. Contacts with call assignments are displayed with . 8 To remove Call Assignments, select the contact from the list and click Remove All. You can also remove all call assignments from a location by clicking . Note In the site list, the location that already has a call assignment is identified with . If you click a location with , the contact assigned to the location becomes identified with . If you click on the assigned contact, the corresponding Priorities and Notifications are highlighted. While the contact is still selected, if you click on an unassigned contact, you see that the Priorities and Notifications remain highlighted. At this point, if you click , the highlighted Priorities and Notifications are assigned to both the contacts. The same applies to locations. For a specific location, if there are two contacts with different Priorities and Notifications assigned, clicking both the contacts, followed by , combines the Priorities and Notifications, and assigns the combined parameters to both the contacts. Viewing the Call Assignments Summary 1 On the Call Assignments screen, click Summary. The Location Call Assignments section appears. Figure 2-30 The Location Call Assignments section 2 Sort the lists by clicking on the column headers. 3 You may print the Assignment list by clicking Print. The Print dialog- box appears. 4 Define your print options and click Print.42 July 17, 2014 Chapter 2: Tacera Functionality

Reports Tacera Reports Tacera reports are a powerful tool for site management as they can be used to analyse call alarm information. Having immediate access to site event data allows managers to see any problems as they arise, be informed of potential issues (i.e. times where call durations are exceptionally high) and receive information that is required to make better resource decisions. Reports can also be used in cases where there is a legal requirement for a date-stamped record of activity. The following table lists the available reports and the type of information generated by each type. Table 2-1 Report Details Data Included Report Call History Lists all alarm calls for the site: • Date/Time the call was initiated and cleared • Location • Priority • Call Type • Duration Message History Lists all message notifications sent to devices: Site Activity • Message Type • Source • Device • Device ID • Device Contact • Message Content • Date/Time the call was initiated Provides a graphical report of: • No of Calls/Alarm Date for a defined period (line graph) • No of Calls/Call Type (bar chart) • No of Calls/Duration (bar chart)44 July 17, 2014 Chapter 2: Tacera Functionality

User’s Guide Reports Generating Reports to 1 On the Tacera window, use the navigation buttons navigate through the menu items. 2 Click Reports. The Reports screen appears. Figure 2-31 The Reports screen 3 Select the Report Type. The reports and the data they produce are detailed in Table 2-1 above. 4 Select the Sorting Option from the list. 5 Define the Report Filter Options: a Select a Call Type from the list. In some reports, this field is locked. b Select a Date/Time filter, see “Selecting a Date/Time Filter” on page 46. c Select a Priority filter, see “Selecting a Priority Filter” on page 48. d Select a Duration filter, see “Selecting a Duration Filter” on page 47. e Select a Location filter, see “Selecting a Location Filter” on page 49. The following table lists the available filters for each report type.Austco July 17, 2014 45

Reports Tacera Table 2-2 Filters by Report Type Report Filters Available Call History • Sorting Option • Call Type • Date/Time • Priority • Duration • Location Message History • Date/Time Site Activity • Date/Time 6 Click Preview. The report is generated in the Report Viewer dialog- box. See “Print/Save Reports” on page 50 for details. Note The Report Progress window indicates that the report is being generated. The time this takes depends on the size of your database. 7 You can either print the report or export it. See “Print/Save Reports” on page 50. Selecting a Date/Time Filter 1 On the Filter Options section, select a Date/Time range by clicking the Filter button. The Date/Time Filter Settings window appears. Figure 2-32 Date/Time Filter Settings window 2 Click the arrow to open the calendar and select the Start Date. 3 Repeat for the End Date.46 July 17, 2014 Chapter 2: Tacera Functionality

User’s Guide Reports 4 You may also select a time range, click the Select Time button. The Time Period Selection window appears. Figure 2-33 The Time Period Selection window 5 Use the arrows to select a Start and End Time, then click OK. The selected time filter is added to the time fields. 6 Click OK to close the window. The filter is defined in the text field. Selecting a Duration Filter 1 On the Filter Options section, select a Duration filter by clicking the Filter button. The Duration Filter Settings window appears Figure 2-34 The Duration Filter Settings window 2 Select a Filter Criteria from the list. 3 Type the time length in the Hour and Minute fields. For example, all calls longer or equal to 5 minutes would be as displayed in Figure 2-34. 4 Click OK to close the window. The filter is defined in the text field.Austco July 17, 2014 47

Reports Tacera Selecting a Priority Filter 1 On the Filter Options section, select a Priority filter by clicking the Filter button. The Priority Filter Settings window appears. Figure 2-35 The Priority Filter Settings window 2 The List of Priorities displays all existing priorities and their values. Select a Priority and click OK. The filter is defined in the text field.48 July 17, 2014 Chapter 2: Tacera Functionality

User’s Guide Reports Selecting a Location Filter 1 On the Filter Options section, select a Location filter by clicking the Filter button. The Location Filter Settings window appears. Figure 2-36 The Location Filter Settings dialog-box 2 Select the area you wish to filter using the Location Options. The number of drop-down lists available depends on the levels of your structure. Note To select all areas in a level, leave the filter as (level). Example, select (WING) in the drop down list of the Wing level to filter for all wing areas in that building. 3 Click List to view the areas selected. 4 Click OK to close the window. The filter is defined in the text field. Caution The time taken for report generation might be longer than expected, even if it is a small report that you requested. The delay is because the server is busy serving real-time activities, handling calls, and audio sessions.Austco July 17, 2014 49