National EDT Meeting

Tues 29th July 2014

Chris McMail

Agenda
Welcome and Introductions
EDT Overview
Deployment Status
Document Volumes
Sharing Agreements
Current Hub Version
Source Connectors Types and Configuration
Voice Technologies James McPherson
Roadmap
Change Requests
Document Rejections
EDT Lite
EDT Capture
EDT Mailroom David Marsden
Bi-directional Hub
Folder Monitor
Hub Monitoring
End Point Maintenance
AOB

EDT Overview

Hub Process
Inbound API is presented as a Web Service. All
documents are added to the Hub using the API through
either direct or indirect methods.
Direct to the Web Service (system to system interface)
Hub Document Capture Interface
ITK Adaptor - for systems who can produce an ITK 2 compliant Clinical
correspondence
The API requires conformance to a set of minimum metadata, which includes the
document itself.

Recommended Specs
DocMan Hub
Server Windows 2008 R2 or Higher
Dual core/Quad core processor
8-16GB of RAM
Three 100-500GB Hard drives (One for the websites and operating system, one for the database and one for the
backups and archives)
Back up facility (DLT/SAN etc)
DocMan TIFF
Single Xeon Processor
4GB RAM
50GB hard drive
Backup facility (DLT/SAN etc.)
Windows 2008 R2
Microsoft Word 2007+
Foxit PDF Reader
IE7 or Above

Hub Process
Hub Web Service API
A public Inbound Web Service Based API to support incoming Docman Hub Documents posted within a XML message
structure known as the Docman Hub Message specification (EDT WSAPI).
All incoming documents are passed into EDT via this API. The API is presented as a synchronous web service over HTTPS
(HTTP in non-live environments).
The API uses the Microsoft .Net platform
There is no direct access to the Docman Hub infrastructure other than through this API. Sending applications may use the
API to check on the current status of posted documents in order to find out if they have been collected or rejected by the
receiving practice.
Security
It is mandatory that customers use SSL to encrypt all inbound and out bound connections to the Hub. This is achieved
through applying an SSL certificate. The customer is responsible for network security and the provision of an appropriate
SSL certificate.
Role based access to EDT Console provides controlled access to the features and functions within the EDT Console. The
access Log provides an audit trail of who has logged into the EDT Console and when.
User security allows the operator to specify minimum password length, expiry time and required complexity.
Delivering to GP Practices
A Private Outbound Web Service is utuilised to allow outgoing doucments to be collected securely by Endpoints Via
EDT or EDT Connect Lite.

DEPLOYMENT STATUS
All Mainland Boards Implemented
NHS Shetland in 5th August
W.Isles/Orkney In Discussion
Golden Jubilee Installed
No end points will need sharing agreement.

Document Volumes
Hub
NHS Ayrshire
and Arran
Health Board
NHS Borders
Tayside NHS
Trust
NHS Dumfries
and Galloway
Health Board
NHS Fife
NHS Forth
Valley
NHS Grampian
NHS Highland
Health Board
NHS
Lanarkshire

Jan

Feb

Mar

Apr

41,268

40,707

41,070

39,518

12

20

May

Jun

44,784 29,965

Jul

Aug

Sep

Oct

Nov

Dec

Total

237,312

1
20
162,91
171,849 164,419 151,737 153,572
165,998
4

53

970,489

35,485

40,589

12,949

29,328

28,516 28,271

175,138

33,605

31,218

33,123

33,017

39,156 39,974

210,093

5,474

5,309

6,201

6,020

6,625

32,687

13,695

21,664

2,044

13,139

16,528 16,768

83,838

30,974

28,207

28,724

31,017

32,350 44,360

195,632

67,498

66,284

67,661

71,080

80,482 77,135

430,140

NHS Lothian

88,626

244,912 32,919

134,741

149,43
155,903
2

806,533

NHS Greater
Glasgow and
Clyde Health
Board

164,934 153,875 150,177 152,426

169,82
163,999
1

955,232

3,058

Sharing Agreements
Process
Discovery Service
Firewalls
Relayed Documents
Responsibility
Support
Responsibility for (User) Rejections is originating hub.

Hub Versions
Docman Hub

Hub Versions
EDT Hub Versions

Health Board

Version

Ayrshire & Arran

800.810.4948

Borders

80.0.810.15370

Dumfries & Galloway

80.0.800.17666

Fife

800.810.4948

Forth Valley

800.810.4948

Glasgow

800.810.4948

Grampian

800.810.4798

Highlands

800.810.4798

Lanarkshire

800.810.4948

Lothian

800.810.4757

Tayside

80.0.800.17666

CURRENT VERSION
800810
Document list - A Column has been added to display the sending organisation.
Relayed Documents A Column has been added to display the destination hub.
Tiff Conversion Tiff Conversion can be switched on or off for documents remotely added to the hub.
Document Source Screen - Fix applied to resolve the tiff conversion setting to display incorrectly.
End point Activity Screen Fix applied to resolve an issue affecting the date filters.
Change Password Fix applied for when a password is changed, it displays the Log in Screen and not the
site.
Users receiving documents are now able to reject delivered documents via the details screen.
Users must select a reason for rejection from the drop down list before clicking the reject button.

Now Available
800850

Detailed Reporting

800850
Enhancements to END Point list to display additional
fields.
Email Address, Date last collected and export facility

800850
Additional fields to document source list.
Alert Email Address and Total Docs

And Export facility

Changes to Document List

800850

Contributor, Rejected Count, Show Archive Checkbox.

Ability to resend or delete waiting or rejected documents
by checkbox

800850
Tooltips added to End Point and Source Activity Screens

800850
Ability to search on Patient ID, Chi number or Patient
Name

800850
Additional Data on Main Menu

800850
Ability to add a comment when resending

800850
Updateable Notes Field

Next Release - 80875

Relayed Documents
An addition has been made to the Relayed Documents table to now record the
local document ID. The document is now stored on the originating Hub.

Next Release - 800875

Relayed Documents
A new document status of Relayed has now been included. Additional Last
checked column. This shows when the remote document was last checked by
the maintenance service. If >24hours it will display a warning.

Next Release - 800875

Relayed Documents
Relayed Document Status is highlighted in colours to make it consistent to main
document list screen.
Green - Dcument waiting
Grey - On old
Red - Rejected
Orange - Conversion pending
Black Delivered/Deleted
Blue - Processed

Next Release - 800875

Relayed Documents
Ability to add a comment when resending a document.

Next Release - 800875

Web Admin Console
New search checkbox for Relayed documents

Next Release - 800875

Enhanced User Interface.
Activity panel shows cleared view of originating stats versus relayed stats.

Next Release - 800875

Maintenance Service
The maintenance service now has an extra process, set by default to 1 minute
but this value can be modified by admin to assist load balancing. This loops
through the documents in the Relayed Documents table and asynchronously
retrieves the status and any rejection information from the remote web service
and updates the local Relayed Documents

Document Sources
A document source is where the document originates.
Document sources can be added to the hub which are
then given a unique ID.
Document sources can be made inactive at anytime

LIVE EXAMPLES

Active Document sources currently used in GG&C.

LIVE EXAMPLES

Active Document sources in Fife

LIVE EXAMPLES

Active and inactive document sources in Fife.

SOURCE CONNECTORS
Trakcare
Tayside Referral Management
Boss (Ensemble)
Winvoice
Adastra
Sci Store
MiDIS
Plumbtree
Tayside EDD
Lab Results
Folder Monitor

Connector Issues
800850 will provide better reporting
Inefficient Connectors

Voice Technologies
James McPherson
Voice Technologies

Product Roadmap
v9.1
Sep 2014
DB migration
Increased
Performance
Enhanced
Scalability

v9.2
Mar 2015
National
Hub/endpoint
directory
Option print
fulfilment
New delivery
options
Scope TBC

Future
TBC
New input
methods
New endpoint
types
Your ideas!

Version 800900 (v9.1)

Migration from MySql 3.5 to MySql5 (database)
Better recovery tools, fully transactional and future proof.
Built-in options for Resilience and Replication.

Porting Tool
Safe transfer of data and documents when migrating from old veriosn to new platform.

Hub Data Optimisation

Reindexing tools for the database to increase response times.

Upgrade >net framework to 4.5

Underlying infrastructure

Migrate Documents from Database to new file store

Reduce database size, increase repsonse times for database, reduce time to recall data through
management console.

Change Requests

Document Rejections
User Rejections currently disabled in most Board Areas
(but not all!!)

EDT Connect Lite

Designed for non-DocMan sites.
Hospital Departments, Consultants, Ophthalmic, Dental, Hospice, Pharmacy.

Configure end points on Hub

Sits in Windows system tray
Scheduled collection times
Collected documents placed in Local EDT Inbox.
Documents can be rejected back to Hub
Full audit logs
No Licence charges

EDT Connect Lite

EDT Connect Lite

EDT Connect Document

Organiser

EDT CAPTURE
Virtual Print Drive
Designed for lite touch or legacy systems
DocMan or Non-DocMan sites (Capture from within
DocMan)
No Software Licence Costs
Full End to End Auditability

EDT CAPTURE

EDT MAILROOM

David Marsden
NHS Greater Glasgow & Clyde

More Hub
Folder Monitor
Bi-Directional Hub
Additional Metadata
DepartmentName will map to the department
i.e.Biochemistry/Haematology
ReportCode will map to the folder in DocMan i.e. Labs

End Point Maintenance

Useful Links
PCTI EDT Server API Specification - http://www.pctisolutions.co.uk/resources/xml/EDT_Server_API.pdf
PCTI EDT Document Type Definition (DTD) - http://www.pctisolutions.co.uk/resources/xml/ReportMsg_EDT_03.zip
Sample Message containing an HTML document payload - http://
www.pctisolutions.co.uk/resources/xml/edts_sample_htm_edt03.xml
Sample Message containing a binary encoded TIFF document payload - http://
www.pctisolutions.co.uk/resources/xml/edts_sample_enctif_edt03.xml
PCTI EDT Message Specification - http://www.pctisolutions.co.uk/resources/xml/EDT_MEssage_Specification.pdf
EDT Test Harness Application - http://www.pctisolutions.co.uk/resources/xml/EDTH_TestHarness.zip
A fully functioning test interface is available - http://www,pctisolutions.co.uk/EDTWebservice/EDTWebService.asmx
Service Description of .net based web service - http://www.pctisolutions.co.uk/EDTWebService/EDTWebservice.asmx?WSDL

DocMan Metatags

Hub Monitoring
Lothian Hub Alert (24hr no collection calls only
logged in Afternoon)

Console Checks
Is Webservice Running (Y/N)
Status of Hub Console (Green / Yellow / Red)

Possible Action

Raise call and fix

Raise Priority 1 call and fix

22/04/20
14
AM

PM

Y
Green

Y
Green

Documents Waiting

7855

2917

Documents On Hold

Documents Rejected

Documents Rejected By Conversion

0
0
3290

0
5
1175

586317

587092

129

129

12

12

Dcouments Rejected By Receiver

Documents Rejected By System
Documents Pending Conversion
Total Document Count

Active End Points

Active Document Sources

Report to HB - Raise call

Raise call and fix

Hub Monitoring
24 Hour No Collection

23/07/2014

24/07/2014

PM
7017
9 Craigmiller Mg
7098
2 Craiglockhart Mg
Slateford Mp

PM
70215 Riverside Practice
70610 Liberton Mg

Ferniehill Surgery

70997 Morningside Mp
Cromwell Harbour Practice,
70164 Dunbar HC

Newland Mp

78077 St Triduana's MP

Sutherland House Surgery

77286 West Calder Medical Practice

7078
5 St Triduana's Mp

70785

West Calder Mp

78147

Edin Homeless Practice

70963

Deans & Eiliburn Mp

78325

AOB