Do I need to type in all the patients' details or demographics?
No, if you can get your data into a
suitable file format e.g. CSV format from another computer system or
spreadsheet, we can load the data into the product for a small charge.
Some customers have taken an incremental approach and loaded the system
over a number of weeks by hiring additional clerical effort to type in
the data and then checking the data entered thoroughly.
It is often a good idea to start
small with a few patients to find the best way to use Dawn RH for your
organisation. The full patient group could be added incrementally over
a period of time in this way, alternatively we could load the data as
suggested above once the best configuration of the system for your own
particular way of operating has been found. If you would like to trial
Dawn RH we can give you access to a Dawn RH system on the internet.
How long does it take to type in a NEW patient in the system so
that I can start to record the patientís treatment etc? Also, can the
system be automatically updated with changes in the patientís
This will vary depending on the
amount of data and history you need. Once the system is initially
primed with all the drugs, diagnosis, protocols etc, besides typing in
demographics e.g. address date of birth etc, it is a matter of picking
from drop down lists in the system, and so it normally it takes
between five and ten minutes per patient.
If your patient is first registered
in your central patient record system, we can add the patientís
demographics to DAWN RH using HL7 messages sent from the central
system. The messages, at present, need to be initiated from the
central system. In the near future we will have the capability to
request the addition or update from the central system.
On an ongoing basis DAWN RH can
receive updated or changed information through these messages.
Do I need to type in all the lab test results on an ongoing
No, we can provide an electronic
transfer interface to your laboratory system that will prime DAWN RH
software at set frequencies e.g. on authorisation of the results in
the lab system or every 10 minutes. The frequency depends on what the
lab system can do in this area.
The main issue is the identification
of the patients on the laboratory system so the results will be
consistently sent to DAWN RH automatically. This means that either
each request has to be marked up for the attention of the Rheumatology
Department or the patients' record on the lab system needs to carry a
marker which the lab system can use to routinely send down the results
for this patient.
Can we put in our own protocols or pathways for each drug e.g.
Test Frequencies, Action Limits for Scans or Trends in Results?
Yes, detailed schedules and limits
can be set. You can set limits and test intervals for each specific
patient or for a group of patients in a particular category.
Can I override the protocol for a specific patient at any time?
Can GPs (Primary Care Physicians) and other Healthcare
Professionals access their own patientís information, so they can, for
example, sign prescriptions?
Yes. The system can be set up so each
user can only see the set of patients allocated to them. The system
was designed as a shared care system where all healthcare
professionals associated with a patient can view or update the
patientís information. Some users can be given read only access. The
system can be set up on your own Intranet.
How easy is it to follow up non-attendees or Ďno showsí?
The system has a list facility where
you can quickly show a list of patients in various states e.g. not
attended once, twice etc. You can then quickly issue a preset letter
or email to send to all the patients shown in the list. The system
comes with as set of standard letters. For a charge, you can have your
own letter wording and layout created. It is best to detail all your
letters and outputs during your evaluation so we can give you a fixed
cost for this work.
The system counts the number of non
attendances so that you issue differently worded letters depending on
the number of non attendances.
Can the DAWN RH send activity or workload (e.g. visit records)
information to the patient administration system or central electronic
medical record system?
Yes. We can send what are called HL7
messages with the appropriate information to any system that can
How can I identify patients on a certain drug that have not had
a reduction in disease activity of a set amount?
Disease activity measures or other
outcome measures can be calculated using our questionnaire module or
they can just be recorded in the system.
The scores can have limits set just
like lab results and so you can readily find patients that have
reached their target in a set time.
DAWN RH has a list view capability
where you can see a list of patients not meeting the criteria set. If
you click on a patient in the list you are then presented with
the patientís detailed record. When you close this panel or screen you are
returned to the list again.
How do you carry out implementation, training and provide on-going support?
We appoint a 4S DAWN project leader
who will liaise with your project leader on a day to day basis. It
is important for the projectís success that you have a good leader who
knows how you operate and is confident with IT and computers.
We have a detailed implementation
checklist and schedule which we will use to agree with you the
programme or schedule of work and who is going to do what and when.
In terms of training we prefer to
train the trainers so that you develop an in house capability.
Training can be completed in several ways Ė internet sessions, use of
training videos and our detailed e-book manual. We can also arrange on
site and off site face to face training for a charge. We can also
provide access to a system on the internet so that you can work with
the system before your own system is installed.
It is advisable to buy a few extra licences
to establish a Test or Training system in house. This facilitates
training initially but helps with new staff joining later. Further
when we issue upgrades you really need to test them out in your
environment to ensure that everything will work in your environment
and so this system can be used.
We aim to provide responsive support.
If your system is down we will make every immediate effort to help get
you back on line. Remember the ultimate recovery process is to have
good backups of your system. You need to establish a solid process of
doing backups and checking them.
Many support calls are of the non
urgent state and usually handled by email or phone. We close about 70
Ė 80% calls within the day of the call. Some need further
investigation and work by us and you before a satisfactory solution
can be found.
How long does
it take to learn and routinely use the system?
For the normal users a few hours
basic training is usually sufficient. You need to have to be
reasonably computer literate.
For system managers usually one to
one and half days is required. Please bear in mind we are available to
help at anytime through our support service.
The routine operation is facilitated
by the use of lists. Using these lists you can quickly find patients
in different states e.g. those with out of line results. Then working
down the list you can review each patient in a matter of a few minutes
Does the system create letters and log that they have been
The system contains a number of set
letters that can be used. You can have new ones added or existing ones
modified for a charge. It is best to detail all your letter and
outputs during your evaluation so we can give you a fixed cost for
The system does log that a letter has
been generated but obviously canít record that it has actually been
sent. Emails and faxes can also be logged.
Can the system print into a care record booklet?
Yes, we can format information into
your booklet depending on the layout for a charge. It is best to
detail all your letter and outputs during your evaluation so we can
give you a fixed cost for this work.
How can the
secretaries create letters from Dictaphone messages?
The message can be typed into a notes
field for that patientís record and then merged into a standard letter
If a dictation can be saved as a file
e.g. a .wav file on a computer, the files can be attached to the
patientís record in Dawn RH
Can I get a list of patients with out of line test results or
Yes, the List View functionality
allows easy access to a list of patients that can be selected for
example by clinician, diagnosis, and results. DAWN RH can report
against outer and inner range limits as well as report the % change
over the last one to five results.
How can I be sure that we donít miss an abnormal result?
Firstly the system needs to be
thoroughly tested with your data, your alert limit configuration and
in your environment. On critical test review a second check such as %
change on the test is recommended. DAWN RH has a global in built %
change check which can be a third line of defence. It is advised that
independent manual checks should be undertaken on a sample of results
If you make any changes to your set
up at all, a thorough test should be carried out of the system before
What happens if the system stops working because of a hardware
fault or software or database problem?
No system is 100% available or
totally fault free. You need have a contingency plan to continue the
management of your patients if the system is down. One suggestion is
the production of a printed work list of the patientís expected next
day with the key information needed.
We have multiple treatment centres Ė can this system handle
The system designed to work over an
Intranet. If your centres are connected by a fast intranet there
should be no problem.
Can I send data from DAWN RH to other systems such a National
or other systems?
If the receiving system can accept
standard HL7 messages there should be no issue. It is also possible to
export data from the system standard CSV or Excel file format.
Can I do
statistics and reports?
Yes, there is a standard SQL report
writer on board. If you are not an SQL expert we can produce a report
for a charge. It is also possible to export data from the system
standard CSV or Excel file format. In turn this can be imported into
another analysis system. We use a package called Tableau which can be
connected to DAWN RH directly for reporting and graphing. See
What Disease, Medication or Treatment classification or coding
system does your product use?
You can use most systems such as ICD9
or 10 or your own system. At the outset you can define these in DAWN
What happens if only some of the Test Results are received by
the system for some reason e.g. delayed?
Using the List views functionality
you can create a list of patients with incomplete test results. You
can review the patient to see if it is acceptable to proceed to the
next stage of the treatment e.g. another test set in six weeks. You
can then close this visit record by recording your reason.
What happens to
my workload when I am on leave or on a training session?
DAWN RH has a full diary scheduling
package whereby you schedule in your absences and rearrange the clinic
Can I refer patients to other
healthcare professionals readily within the system?
Yes you can readily place the patient
on a review list, say for the physicians for comment or a decision. The
physician records the necessary action or comment and then places the
patient back on your list.
Where does the name DAWN come
DAWN is a trade
mark of our company. In our context it represents a new beginning in
information technology where users can readily configure their own
systems without needing to wait for days or weeks to have their IT
expert do the work. Either the customer can do it themselves depending
on their confidence level or by phoning our support service for help
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