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0 AvaSys® Administrative
Client Manual

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 Copyright © 2017 AvaSure, LLC. All rights reserved.

No part of this publication may be reproduced, distributed, or transmitted in any form or by any means, including
photocopying, recording, or other electronic or mechanical methods, without the prior written permission of the
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 TABLE OF CONTENTS

Introduction to the AvaSys Administrator Client . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Data Collection: Patient Wizard. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Administrative Access Logging In. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Dashboard. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Dashboard Definitions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Dashboard. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Data Export. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Data Export Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Data Export Definitions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Sample Data Export with Definitions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Tips & Tricks for Data Sorting & Filtering. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Authentication. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Web User Authentication. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Patient Admission Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Other Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

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 Introduction to the AvaSys® Administrator Client

AvaSys Data Logging from the Administrator Client is comprised of two features; Dashboard and Data Export.

The initial screen when opening the Administrative Client Program allows the user to select the hospital(s) and care
unit(s) to be viewed.

The purpose of the dashboard is to provide real-time feedback on all AvaSys monitoring units currently in use on
patients within the organization. The dashboard guides day-to-day clinical decision- making to optimize patient safety
and sitter reduction. The location, admission-time and name of all AvaSys Monitoring Units (AMUs) currently in use is
provided. The interventions by AvaSys Monitor Staff over the past 24 hours are also shown in the far right columns.

The purpose of the Data Export is to provide valuable trended data on program usage and staff performance over a
customizable timeframe. It offers nursing leadership the ability to investigate events, analyze response times, monitor
staff performance and report total hours of patient monitoring. Data is saved for a rolling year.

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 Data Collection: Patient Wizard
Patient Admission/Discharge Wizard: Accurate data for the Dashboard and the Export Data is reliant on consistent use
of the Patient Admission and Discharge Wizards. The Wizard guides the monitor staff through the admit/discharge
procedure. A time stamp is created for admit and discharge based on the completion of the Wizard.

ADMISSION WIZARD

DISCHARGE WIZARD

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 Administrative Access – Logging In

There are two tiers of administrator access. The basic administrator log-in allows access only to the Client Dashboard.
The advanced administrator log-in allows access to both the Client Dashboard and the Data Export. The customer will
determine which individuals will be added to each of these user groups.

In order to safeguard protected health information, the AvaSys Administrator Client requires a User Name and
Password to Login. To access the admin client, administrators must use one of the hospital’s computers and will use
active directory credentials provided by the hospital or health system.

• Type in the URL address to access the Login screen.

• Enter the Username and Password and click on “Login.”
• Once you click on “Login”the screen will appear to the
default as shown on the next page.

The Dashboard display is the default screen when opening the Administrative Client Program. The Dashboard will
only list and show data on AvaSys Monitor Units (AMUs) that are currently in use and will not show AMUs after
patients have been discontinued (for dashboard definitions, see page 7).

The information is shown in real time. In order to give administrators a clear picture of those patients’ current status,
intervention data (Stat Alarms and Verbal Events) is only reported for the most recent 24-hour period. Information
prior to that 24-hour period can be accessed in Data Export.

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 Dashboard Definitions

Term Definition
AMU Name Specific name/# attached to each AvaSys Room Unit.
Room# The patient room number input by monitor staff into the Admission Wizard.
Admission date/time Date and military time monitor staff completed the Admission Wizard. This
represents admission to the AvaSys Client for video monitoring, not admission to
the hospital.
Time since admission Time in days and hours since monitor staff completed the Admission Wizard
for that patient. It is tracking in real time and therefore will always be current.

This represents the length-of-stay (LOS) on telemonitoring, not LOS for

the entire hospital stay.
Reasons(s) for Monitor Indications for monitoring. This is included in a dropdown menu of the
Admission Wizard. Monitor staff will select all indications that are appropriate
and then select the primary indication. The primary indication appears in blue,
while all other indications appear in black. When sorting this column, it will be
based on the primary indication.
# Stat Alarms The number of times monitor staff activated the Stat Alarm for that patient
during the timeframe of the dashboard. The default dashboard timeframe will
be the last 24 hours.

*This is not the number of Stat Alarms since the patient has been admitted.
That information can be found in the data export files.
# Verbal Events The number of times monitor staff activated the talk button for that patient during
the timeframe of the dashboard. The default dashboard timeframe will be the last
24 hours.

*This is not the number of Verbal Events since the patient has been admitted.
That information can be found in the data export files.

Note: This will track any and every time the “talk” button is used. Although
not a precise representation of all verbal redirections, it will be valuable for
patient-to- patient comparisons as well as monitor staff performance.

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 Dashboard
Once the administrator signs into the Administrative Client, the first screen will be the Hospital and Care Unit selection
screen. The purpose of the selection screen is to allow the user to view only the patient information from those
Hospital(s) and Care Unit(s) for which they are responsible. Prior to viewing the current dashboard, the administrator
must make a selection of Hospital(s) and Care Unit(s). When the desired Hospital(s) and Care Unit(s) are selected, the
Dashboard will automatically display the ARUs currently in use and those currently available.

The administrator has the option to select single Hospitals/Care Units, or to select All Hospitals/Care Units. It is
possible to select multiple Hospitals/Care Units by selecting all and then deselecting Hospitals/ Care Units as needed
using the “x” button.

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SELECTED HOSPITAL/CARE UNIT FIELD
The Hospital(s) and Care Units(s) will be displayed at the top of the dashboard view allowing the user to deselect at
any time. If only a single hospital has been selected, but “all” Care Units have been selected, all Care Units from all
Hospitals will appear at the top of the dashboard; however, no events or patient information from those units will
populate the dashboard itself.

SORTING THE DASHBOARD

The “Care Unit” column is a new feature of the dashboard which allows sorting by Care Unit. “Hospital” is not a
column that appears in the dashboard. The administrator will be able to sort by AMU name or Care Unit in order to
organize the dashboard for viewing. The “TeleSitters Available” table is sorted by AMU Name. For this reason, it is
important to deliberately name the AMUs during set-up in a way that indicates to which hospital they belong.

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 Data Export Process
The Data Export function is accessible to those with advanced administrator access. Each action performed by a
monitor staff using the software will be captured and available to export into an Excel format to be used for review
and analysis. These files can be sorted and filtered to provide valuable trended data on program usage and staff
performance. It provides the ability to investigate events, analyze response times, evaluate monitor staff performance
and analyze overall data on system utilization. The Data Export is accessed from the same URL as the Client
Dashboard.

1. Select “Export Data” from the upper left corner.

2. Select the hospital(s) and care unit(s) you would like to see data from.
3. Select an export date range. There is an option to de-select “Data Fields.” Narrowing the date range and data
fields to only those of interest will create a more streamlined, easier to manage export file.
4. In order to remove any protected health information from the export, deselect “Notes, Side Notes, Patient
Preferred Language and Patient Gender.” It is important to make sure to do this prior to exporting data outside of
the organization.
5. Select “Export Events.”
This will create a CSV file, which can be saved as an Excel file for more detailed analysis.

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 Data Export Definitions

Term Definition
Description and event duration See table on next page

Device name Unique identifier for AvaSys Monitoring Unit

Station name Unique identifier for Client Monitoring Station

User name Monitor staff logged in

Notes Screen notes viewed in patient viewing panel

Side notes Notes viewed on the side panel

Patient preferred language Selected language

Voice Selected voice gender for pre-recorded messages

Patient gender Patient gender

Reason(s) for monitoring/discharge Reason(s) for monitoring corresponds to rows with an

admission event. Reason for discharge corresponds to
rows with a discharge event.

Patient admission time Time stamp based on completion of the Admission

Wizard.

Patient discharge time Time stamp based on completion of the Discharge Wizard.

Note: When an AMU has been unplugged for less than the preset
time limit, usually 20 minutes, and is plugged back in, all the
patient information that was previously entered will reappear on
the screen. If the unit has been unplugged longer that the preset
time, all the patient notes will disappear. They will need to be re-
entered through the Patient Administration Wizard if observation
is to continue with that same patient. If you will not continue
to observe that patient on that AMU and all of the notes have
disappeared due to unplugging, you will still need to go through
the Patient Discharge Wizard process to make that AMU available
for future use on another patient.
ID/Event ID/Device ID/Station ID Unique identifiers for technical support staff. Recommend
de-selecting these data points, or hiding them.

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 Sample Data Export with Definitions
Event Description (in alpha order)
Announcement Intervention
Announcement language
change
Audio Privacy: Disabled
Audio Privacy: Enabled
AvaSys Unit Connect
New Observer Login
Patient added to AvaSys
Patient discharged from AvaSys
Patient extended notes changed
Patient Out of Room
Patient Out of Room: Destination
Stat Alarm Activation intervention
Stat Alarm Deactivation interven-
tion
Verbal Intervention
Video Privacy: Disabled
Video Privacy: Enabled
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Definition of Event Records Duration of
Event
Any of the pre-recorded prompts played in any
gender or language
Language change
Audio privacy feature turned off X
Audio privacy feature turned on
AvaSys unit connects to wireless network X
New monitor staff logs in
Patient admission
Patient discharge X
Side panel notes edited after admission
Electronic post-it note placed over the panel to X
indicate the patient is expected to be out of
the room
Records the destination if selected
Stat alarm feature turned on
Stat alarm feature turned off when monitor staff X
visualizes responders in the patient room
Any time the Talk button is used X
Electronic privacy curtain turned off X
Electronic privacy curtain turned on
 Tips & Tricks for Data Sorting & Filtering

HOW TO CALCULATE HOURS, MINUTES AND SECONDS OF EVENTS.

For hours, in the first cell create a formula that copies the duration time from the adjacent column and multiplies by
24. “=C2*24” drag the cursor down the column for auto calculation of the entire column.

• For minutes the formula is “=C2*24*60”

• For seconds the formula is “=C2*24*60*60”

HOW TO CALCULATE TOTAL HOURS OF MONITORING TIME

1. Copy the “Description” and “Duration” columns onto a new worksheet.

2. Sort Description by A-Z.
3. Select both columns, select “Data” tab “Outline” menu “SubTotal” function.

4. Select “Description” “Sum” and “Event

Duration” as illustrated to the right.

5. In order to see a sum of each event description,

select the second box on the upper left side of
the sheet.

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HOW TO CALCULATE A COUNT OF MONITOR STAFF INTERVENTIONS

1. Copy the “Time Stamp” and “Description” columns onto a new worksheet.
2. Sort Description by A-Z.
3. Select both columns, select “Data” tab “Outline” menu “SubTotal” function.

4. Select “Description” “Count” and

“Description” as illustrated to the right.

5. In order to see a count of each event

description, select the second box on the
upper left side of the sheet.

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 Settings: Authentication
The Settings menu allows you to set specific settings
for the dashboard and associated data. This menu
consists of Authentication, Patient Admission Wizard,
Event Logging, Stat Alarm, and Timeouts Settings.
AvaSys Support and Deployment Technicians are
available to assist with setting changes.

There are two main authentication areas where

the dashboard administrator can edit settings,
these are Observer authentication and Web User
authentication.

Observer Authentication Settings control the

Authentication Mode. This allows the Monitor Staff
to be authenticated against a domain or against the
local machines user account.

OBSERVER GROUP
If this list is empty, an Observer of any group can
login to the AvaSys Monitoring Software. Otherwise,
the Observer must be part of one of the following
groups.

VIEW EDITOR GROUPS

Members of this group will be allowed to make
changes to shared views in the AvaSys Monitoring
Software.

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 Settings: Web User Authentication

AUTHENTICATION MODE
Domain Users are authenticated against the AvaSys
server’s domain.
Machine Users are authenticated against the AvaSys
server’s local user accounts.

CONFIGURE GROUPS
Users of these groups have permissions to change
AvaSys System Settings.

DASHBOARD GROUPS
Users of these groups have permissions to view the
live AvaSys Dashboard.

EXPORT GROUPS
Users of these groups have permissions to export
AvaSys Event Data.

*Remember to Click Save Changes, if changes were made.

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 Settings: Patient Admission Wizard

The Patient Admission Wizard Settings control which patient information will be displayed and captured in the Patient
Admission Wizard within the software.

ADD HOSPITAL
The Add Hospital section allows the administrator to create single or multiple sites. These newly created hospitals will
display in the patient admission wizard for the observer to select from. This feature is especially beneficial when there
is a single monitor station observing patients from multiple hospital sites.

ADD A CARE UNIT

The Add a Care Unit section allows the administrator to create single or multiple care units. The administrator has the
freedom to create the units based on unit type or unit name. These newly created Care Units will display in the patient
admission wizard for the observer to select from. Nurse managers can sort and filter the data to oversee their own
unit or make unit-to-unit comparisons.

Note: If the information in the configured fields below is unchecked it will not be an available option in the Admission Wizard and
this Data will not be collected.

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 Settings: Event Logging, Stat Alarm &
Connection Timeouts

SETTINGS > EVENT LOGGING

Select the desired level of event logging.
• None: Nothing is logged.
• Basic: Important events are logged

SETTINGS > STAT ALARM

What is the Stat Alarm? The Stat Alarm is a feature
that Monitor Staff can activate in any of the rooms
they are monitoring. This enables anyone within
audible range of the alarm to act quickly. When the
Monitor Staff activates a Stat Alarm, they will be given
a countdown before it is activated in the room. This
gives the Monitor Staff the opportunity to cancel it if
accidentally clicked.

The Stat Alarm Countdown Time may be changed to

suit your facility preferences, as well as the ability to
turn the Stat Alarm ON or OFF.

SETTINGS > CONNECTION TIMEOUTS

• AMU Connection Timeout: When the AMU is
disconnected for this period of time the Patient
Information that was displayed in the Title Bar will
disappear.
• Server Connection Timeout: When the Client is
unable to communicate with the server for this
Period of time, the Monitor Staff will receive a
disconnect alert.

Note: When an AMU has been unplugged for less than the preset time limit, usually 20
minutes, and is plugged back in, all the patient information that was previously entered
will reappear on the screen. If the unit has been unplugged longer that the preset time,
all the patient notes will disappear. They will need to be re-entered through the Patient
Administration Wizard if observation is to continue with that same patient. If you will not
continue to observe that patient on that AMU and all of the notes have disappeared due to
unplugging, you will still need to go through the Patient Discharge Wizard process to make
that AMU available for future use on another patient.

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®
12.2016