CAT Scheduled Collections User Guide v2-0-3

CAT Scheduled Collections User Guide v2-0-3
PCS CLINICAL AUDIT TOOL®
Scheduled Collections User Guide
Version 2.0.3
PCS Clinical Audit Tool® Scheduled Collections User Guide
Version 1.5
PCS Clinical Audit Tool® Scheduled Collections User Guide
Version 2.0.3
Company Contacts
Sydney (Head Office)
Pen Computer Systems
Document Contact
Contact:
Project Officer
Level 6, The Barrington
10-14 Smith St
PARRAMATTA NSW 2150
Phone: +61 2 9635 8955
Fax:
+61 2 9635 8966
Email:
[email protected]
Web:
www.pencs.com.au
Christine Chidgey
Phone:
+61 3 9866 8477
Email:
[email protected]
Melbourne Office
Pen Computer Systems
Level 5
434 St Kilda Rd
MELBOURNE VIC 3004
Phone: +61 3 9866 8477
Fax:
+61 3 9866 5699
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Version 1.5
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Version 2.0.3
Document Control
Version
Date
Modified By
Description
0-1
15-07-2009
Christine Chidgey
Initial creation of document
0-2
30-07-2009
Pamela Scicluna
Review & minor edits
0-3
30-07-2009
Christine Chidgey
Updates for release
0-4
04-08-2009
Christine Chidgey
Add further information about scheduler
configuration
0-5
17-09-2009
Christine Chidgey
Update .Net requirements which were in
error
Add troubleshooting section
0-6
24-11-2009
Christine Chidgey
Updates for changes to installation process
0-7
25-11-2009
Pamela Scicluna
Review & minor edits
0-8
30-11-2009
Christine Chidgey
Update error in .NET requirements
0-9
15-02-2010
Christine Chidgey
Updates for functionality which ensures the
scheduler options are only available if the
user has configured the scheduler
preferences correctly.
Add a reference to the CHIP User Manual
under the Scheduler Tasks section.
Add installation checklist.
1-0
23-02-2010
Pamela Scicluna
Review & acceptance for release
1-1
24-02-2010
Pamela Scicluna
Accepted minors edits suggested by the
RACGP
1-2
24-02-2010
Christine Chidgey
Updates following PCS Support review.
Include section for uninstall of scheduler.
Updates for removal of test collection and
collection configuration checks.
1-3
13-07-2010
Christine Chidgey
Minor updates following RACGP review
1-4
17-12-2010
Pamela Scicluna
Renaming of ‘Oxygen’ to ‘CHIP’
1-5
09-08/2011
Christine Chidgey
Add Communicare compatibility
1-5
14-02-2012
Matthias Merzenich
Added Windows password policy details
1-6
21-06-2012
Christine Chidgey
Updates for scheduler changes
2-0
29-10-2012
Christine Chidgey
Added Login Screen – scheduler now needs
a licenced account to be able to install
2-0-2
07-11-2012
Christine Chidgey
Updates to checklist
Update Notifications screen
2-0-3
26 November 2012
26-11-2012
Christine Chidgey
Final version following review
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PCS Clinical Audit Tool® Scheduled Collections User Guide
PCS Clinical Audit Tool® Scheduled Collections User Guide
Version 1.5
Version 2.0.3
Contents
1
INTRODUCTION ......................................................................................................................................................5
1.1
1.2
1.3
1.4
1.5
1.6
2
SYSTEM REQUIREMENTS ........................................................................................................................................8
2.1
2.2
2.3
2.4
3
WHO SHOULD SETUP THE SCHEDULER ........................................................................................................................... 9
PREREQUISITES ........................................................................................................................................................ 10
PCS SCHEDULER SERVICE INSTALLATION ....................................................................................................................... 11
CONFIGURING THE CAT SCHEDULER ....................................................................................................................16
4.1
4.2
4.3
4.4
5
MICROSOFT .NET FRAMEWORK ................................................................................................................................... 8
WINDOWS ACCOUNT CONFIGURATION .......................................................................................................................... 8
CLINICAL DESKTOP SYSTEM COMPATIBILITY..................................................................................................................... 8
PCS CLINICAL AUDIT TOOL® ........................................................................................................................................ 8
INSTALLATION ........................................................................................................................................................9
3.1
3.2
3.3
4
PCS CLINICAL AUDIT TOOL® (CAT)............................................................................................................................... 5
PCS SCHEDULER ........................................................................................................................................................ 5
CAT SCHEDULED COLLECTIONS USER GUIDE ................................................................................................................... 6
RELEVANT DOCUMENTS .............................................................................................................................................. 6
INTENDED AUDIENCE .................................................................................................................................................. 6
GLOSSARY OF TERMS .................................................................................................................................................. 7
CAT SCHEDULER PREFERENCES................................................................................................................................... 17
CAT SCHEDULER MENU OPTIONS ............................................................................................................................... 18
CONFIGURING A SCHEDULED COLLECTION & NOTIFICATIONS ............................................................................................ 19
SCHEDULER HISTORY ................................................................................................................................................ 23
TROUBLESHOOTING .............................................................................................................................................25
5.1
5.2
5.3
CHECK THE SCHEDULER SERVICE IS RUNNING ................................................................................................................. 25
INSTALLING NEW VERSIONS OF THE SCHEDULER.............................................................................................................. 25
UNINSTALLING THE SCHEDULER .................................................................................................................................. 26
6
SCHEDULER INSTALLATION CHECKLIST .................................................................................................................27
7
CREATE SCHEDULED TASK TO CHECK FOR CAT UPDATES (NON XP MACHINES) ..................................................29
8
CREATE SCHEDULED TASK TO CHECK FOR CAT UPDATES (XP MACHINES) ...........................................................33
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1 Introduction
1.1 PCS Clinical Audit Tool® (CAT)
The PCS Clinical Audit Tool® (CAT) analyses clinical information from GP Clinical Desktop Systems. It translates
data into real statistical and graphical information that is easy to understand and action. This allows
practitioners to assess and improve the quality and completeness of patient information. The benefit to the
practice is to assist with its ongoing accreditation and provide opportunities to grow practice income. The
emphasis of the tool is to help practice staff to take specific action to improve patient coverage in chronic
disease management and prevention.
Other benefits of CAT are many and include:

targeting patients with particular needs

targeting patients with specific health risk profiles

improved compliance with statistical data collections

extracting data to meet the needs of others

meeting reporting requirements
Statistics that are required for the Australian Primary Care Collaboratives (APCC) program and the DoHA
Future Directions Key Performance Indicators for Divisions are a by-product of the use of the system.
1.2 PCS Scheduler
The PCS Scheduler provides the practice with the ability to setup CAT scheduled data collections. To use the
CAT Scheduled Collections functionality you need to ensure you have installed the PCS Scheduler Service. This
is an additional installation to CAT. This service is only required to be installed on one practice PC. We
recommend to install the scheduler on your server or a PC that is never turned off to ensure that scheduled
data collection after hours will take place as planned. You can check if the scheduler has been installed
through Windows Add/Remove Programs.
Scheduled data collections can be configured to run in a variety of ways including:

At regular intervals e.g. monthly
This will ensure that collections are done without a practice staff member having to remember to
physically open CAT and hit the ‘Collect’ button. Regular collects are important if the practice wants to:

o
measure improvement in outcomes or
o
provide Divisions with data for reporting purposes.
Overnight
This will ensure practices with large datasets, where the collect process can be quite lengthy, can
collect data overnight and have it available for analysis when needed.
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In order for a scheduled collection to run, the PC with the schedule installed must be switched on.
However, the user may be logged out at the time the collection is scheduled. If the PC is off when a
collection is due to run it will not run at the scheduled time but will be triggered to run as soon as the
PC is next switched on.
Behind the Scenes
Once a scheduled collection has been setup, the PCS Scheduler Service will detect that a change has been
made to the schedule and action accordingly. The PCS Scheduler Service, by default, will check for schedule
changes every 10 minutes. When it is time to action the scheduled collect, the PCS Scheduler Service executes
CAT in silent mode to perform the automatic collection.
1.3 CAT Scheduled Collections User Guide
The purpose of this document is to provide instructions on how to install and use the CAT Scheduler. It should
be used as a supplementary guide to the main user guide: ‘PCS Clinical Audit Tool – User Guide’. Some user
instructions in this guide assume a general understanding of how to use CAT. References will be made to the
main user guide where necessary.
1.4 Relevant Documents
‘PCS Clinical Audit Tool – User Guide’
This User Guide provides instructions on how to install and use the functionality provided by the CAT. It should
be available as a prerequisite to this guide and will be referred to throughout this guide where necessary.
This guide is available from http://help.pencs.com.au/cat.htm.
1.5 Intended Audience
This document has been prepared for CAT users.
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1.6 Glossary of Terms

Term

Definition
APCC
Australian Primary Care Collaboratives
CAT
PCS Clinical Audit Tool®; developed by PCS
CHIP
Clinical Health Improvement Portal (Data Aggregation and
Reporting System administered by the RACGP)
Clinical Desktop System
A general term used for the computer program used by a
clinician to record patient clinical information
DoHA
Department of Health & Ageing
PCS
Pen Computer Systems Pty Ltd
RACGP
Royal Australian College of General Practitioners
Table 1: Glossary of terms used in this document
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2 SYSTEM REQUIREMENTS
The Scheduler requires at a minimum the System Requirements outlined in the main CAT User Guide - ‘PCS
Clinical Audit Tool – User Guide’.
NOTE: The Scheduler is only required to be installed on one practice PC.
It must be installed under a Windows Account with Administrator rights and, because it uses Windows
Services, the account must NOT enforce password change.
2.1 Microsoft .NET Framework
The Scheduler requires the Microsoft .NET Framework version 2.0 or later.
2.2 Windows Account Configuration
The scheduler must be installed under a Windows Account with Administrator rights and, because it uses
Windows Services, the account must NOT enforce password change.
If a Windows Password Policy is in place that forces all users to change their password periodically you will
need to use or setup a ‘service’ account that is exempt from this rule. The scheduler service needs to use the
windows password to run and if it is changed after installation the scheduler service won’t be able to start. This
‘service’ account will also need to have CAT installed with at least one successful collection performed.
2.3 Clinical Desktop System Compatibility
The Scheduler is compatible with the following clinical desktop systems:

Medical Director Versions 2 and 3

Best Practice

ZedMed

Communicare

MedTech32
Note for Genie, practiX and Medinet Users: The data collections for these clinical systems are performed
from within the clinical system software and hence cannot be called by the CAT Scheduler.
2.4 PCS Clinical Audit Tool®
The Scheduler (v2.0.3) requires a minimum of the PCS Clinical Audit Tool® version 3.4.
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3 INSTALLATION
The Scheduler requires the following installations:
1.
PCS Clinical Audit Tool® (minimum v3.4)
2.
PCS Scheduler Service (v2.0.3) (separate installation)
NOTE: The Scheduler Service is only required to be installed on one practice PC.
The PCS Scheduler Service will be made available to all CAT users (by request) but it is provided as a separate
installation. The reasons for this approach are:
1.
The scheduler will not be required by all users.
In a practice environment it is likely that scheduled collections will only be setup on one users PC to
avoid multiple collections running at the same time.
2.
The scheduler will require higher permissions than the standard CAT to install and run. It must be
installed under a Windows Account with Administrator rights and, because it uses Windows Services,
the account must NOT enforce password change
3.
The scheduler needs to be configured to suit the needs of a variety of different situations (practices,
research, Division testing) and hence needs separate user instructions and support to ensure it is setup
correctly.
3.1 Who Should Setup the Scheduler
CAT can be installed on multiple PCs in a practice and each installation functions independently. This means
that it is possible for the scheduler to be setup multiple times. Different installations don’t know about each
other and can’t alert that a schedule exists elsewhere.
Clearly it will not be practical for multiple users in a practice to each be setting up their own schedule. There
needs to be clear communication to the users that the scheduler should be setup on only one PC and they
need to decide which one that should be.
One solution is to set it up on the server which has the database, under the Administrator account, but this will
depend on the practice’s IT policy.
Information will be distributed to practices via their Division to help them decide the best way to setup the
scheduler.
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3.2 Prerequisites

Windows Account Configuration
If a Windows Password Policy is in place that forces all users to change their password periodically you
will need to use or setup a ‘service’ account that is exempt from this rule. Scheduler needs to use the
windows password to run and if it is changed after installation schedule won’t be able to function. This
‘service’ account will also need to have CAT installed and at least one successful collection performed.

PCS Clinical Audit Tool®
The PCS Clinical Audit Tool® must be installed on the PC/account running the scheduler and a
successful collection must have been run on this PC/account prior to installation.
Please refer to main CAT User Guide - ‘PCS Clinical Audit Tool – User Guide’.
Communicare users: The Communicare CAT extractor allows you to select one or more locations.
Ensure all locations required are selected on the Scheduler PC under the profile that will be logged
in when the scheduler runs. (These preferences are stored in an .ini file in the Communicare profiles
folder of the user logged in.)

Email Notifications
If you wish to receive email notifications advising the outcome of your scheduled tasks (success or
failure) you will be required to enter the mail server credentials (mail server name, username and
password) when you configure the scheduled collections. Your System Administrator will be able to
provide these details.
NOTE 1: If your mail server does not require a username and password these fields may be left blank.
NOTE 2: These can be entered later if you do not have them available at the time of installation.
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3.3 PCS Scheduler Service Installation
Please ensure that CAT is closed before beginning the installation.
Installation of the Scheduler service requires administrative privileges.
1.
The scheduler is provided as a zip file. Using Microsoft Internet Explorer, go to the installation URL
provided to you by PCS. Contact the PCS Help Desk on 1800 762 993 if you have not been provided
with these details.
2.
At the ‘File Download’ screen click Save. Save the zip file to a location of your choice.
3.
Browse to the location where you have saved the file and unzip the file. The unzipped folder location
must be local to the PC you are using and should not be the Desktop.
4.
From the unzipped folder double click the file StartSchedulerInstall.exe
5.
At the Scheduler Login screen enter your username and password (Figure 3.4A). Click Ok.
Figure 3.4A: Scheduler Login screen
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6.
7.
8.
9.
Version 1.5
Version 2.0.3
Check that all the scheduler prerequisites have been met (Figure 3.4B)
Tick the checkbox to confirm the configuration is complete
The ‘Continue’ button will become active
Click Continue
Note: if CAT is not configured correctly you will receive an alert telling you what needs to be fixed. For
example:
o The GP clinical system may not have been selected in CAT
o An extract may not have been completed
You will need to login to CAT and fix the alerts before installing the Scheduler.
Figure 3.4B: Scheduler installation checklist
10.
Enter your account credentials and click Continue
Figure 3.4C: Account credentials dialogue box
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11. The Scheduler Setup Wizard will start. Click Next (Figure 3.4D)
Figure 3.4D: Scheduler Setup Start screen
12. Accept the default installation folder and click Next (Figure 3.4E)
Figure 3.4E: Scheduler Setup Installation Folder
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13. Click Next to confirm the installation (Figure 3.4F)
Figure 3.4F: Scheduler Setup Confirmation
14. The installation will start and a progress bar will be displayed (Figure 3.4G)
Figure 3.4G: Scheduler Setup installation progress
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15. You will be prompted when the installation has completed (Figure 3.4H).
16. Click Close
Figure 3.4H: Scheduler Setup installation complete
The Scheduler Service will be installed by default to:
C:\Program Files\Pen Computer Systems\PCS Scheduler Service
On 64bit Windows systems it will be installed to:
C:\Program Files (x86)\Pen Computer Systems\PCS Scheduler Service
You will need this folder pathway when you configure the scheduler preferences.
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If you need to reinstall the scheduler or install a new version you will need to first uninstall your
existing version. Refer to the section ‘Uninstalling the Scheduler’ for the steps you should follow.
Configuring the CAT Scheduler
The CAT Scheduler is available as a menu option from the CAT top level menu (Figure 4A). This menu
option will only be available if the Scheduler is installed and the CAT Scheduler preferences have been
configured.
Figure 4A: CAT Scheduler menu option
The Scheduler menu option allows you to:

Update existing Scheduler tasks

Add new collection tasks (a maximum of 6 tasks are allowed)

View the history log of tasks that have run
Figure 4B: CAT Scheduler menu sub options
To configure the CAT Scheduler you will need to:

Update the CAT Scheduler Preferences screen if required

Set up CAT Scheduled Tasks (configuring the collection schedule and notifications)
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3.4 CAT Scheduler Preferences
The CAT scheduler preferences allow users to set the working folder. This folder is where CAT can update
scheduled tasks and retrieve the scheduler history. It is monitored by the ‘PCS Scheduler Service’ so that
scheduled tasks are run when required.
CAT will automatically look for the default folder ‘C:\Program Files\Pen Computer Systems\PCS
Scheduler Service’. If this folder is found and the preferences working folder is empty CAT will prepopulate the preference. If you are working on a 64bit system the folder will be called C:\Program Files
(x86)\Pen Computer Systems\PCS Scheduler Service
If you do not have the Scheduler as a CAT menu option you will need to configure the CAT Scheduler
Preferences screen (Figure 4.1A):
1.
Open CAT
2.
Click the Edit > Preferences menu
3.
From the Clinical Audit Preferences dialog choose the Scheduler tab (Figure 4.1A)
Note: If the Scheduler tab is not visible (due to your window size) a right arrow key will be available to
scroll across. Alternatively, you can widen the window.
Figure 4.1A: Scheduler Preferences tab
4.
5.
Set the Scheduler Working Folder:
Click the Browse button and browse to the ‘C:\Program Files\Pen Computer Systems\PCS
Scheduler Service’ folder. If you are working on a 64bit system the folder will be called C:\Program
Files (x86)\Pen Computer Systems\PCS Scheduler Service If neither folder is available then the
scheduler service has not been installed on this PC.
Click OK
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3.5 CAT Scheduler Menu Options
The Scheduler will appear as a menu option on the Clinical Audit toolbar (Figure 4.2A) once the preferences
have been configured. This menu has the following options:

Scheduled Tasks – allows you to update existing Scheduled Collections
Notes:
The status of existing tasks (enabled/disabled) will be displayed
Two preconfigured tasks will be available for end of year reporting requirements. The
practice can update these tasks and choose whether to enable them.
Add New Collection – allows you to add a new collection schedule
History – allows you to view the Scheduler History
o
o


Figure 4.2A: Scheduler menu options
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3.6 Configuring a Scheduled Collection & Notifications
1.
From the Clinical Audit Toolbar, choose Scheduler > Scheduled Tasks > Add New Collection.
The Schedule dialog will open (Figure 4.3A). It provides two tabs:
 Configuration – this tab allows you to configure a Scheduled Collection
 Notifications – this tab allows you set the notification options that should occur in the event
of a collection Success, Warning or Failure
Figure 4.3A: Scheduled Collection tab options
The Configuration tab provides the following information and options:
 Schedule Name – a free text field allowing you to give your schedule a meaningful name
 Status – the status allows you to set the Scheduler to Enabled or Disabled
 State – provides information about the Last Run and Next Due
NOTE: The first time you open the scheduler ‘Last Run’ will be set to ‘Never’ and ‘Next Due’ will be set
according to the default pattern.
 Time – allows you to set the scheduled time of collection
 Pattern – allows you to set the scheduled time of collection by selecting one of the following options:
 Daily – allows you to select the recurrence, e.g. daily, every second day
 Weekly – allows you to select the day of the week for the scheduled collection
 Monthly – allows you to select the date of the month for the scheduled collection
 Yearly – allows you to select the month(s) for the scheduled collection. This option can be used for
quarterly collections, i.e. select every third month
 Range – allows you to set the start and end date range of collection
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2.
3.
4.
5.
Version 1.5
Version 2.0.3
On the Configuration tab (Figure 4.3B) provide a Schedule Name for your scheduled collection eg. in
this example ‘Monthly Collection’
Set the Status = Enabled
Choose the Pattern you require for your regular collection. Further options will be displayed
according to your selection. In this example for a monthly collection, select the day(s) of the month.
Set the start and end options
Figure 4.3B: Scheduled Collection Configuration tab
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6.
Version 1.5
Version 2.0.3
Click the Notifications tab (Figure 4.3C)
This tab allows you to set the email notification options that should occur in the event of a collection
Success, Warning or Failure.
7.
Enter the email address you want a notification to be sent to
Click the Add button for the appropriate list: Success, Warning or Failure
8.
9.
10.
11.
Enter the SMTP Server Settings
Click Test to send a test email and confirm settings are correct
Click OK
Your new schedule will be saved and will appear in the Scheduled Tasks list. You can make changes
to the schedule by selecting it from this list.
Figure 4.3C: Scheduler Notifications tab
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If users have configured email notifications, an email will be sent. An example is as follows:
PCS Scheduler Service Automated email
Name
: CAT Scheduled Collect
Last run : 23/04/2008 12:26:39 PM (365 days ago)
Outcome-------------------------------Result
: Success
Started
Completed
Total Run Time
: 23/04/2009 4:12:56 PM
: 23/04/2009 4:13:03 PM
: 7.753 seconds
Details-------------------------------None
---------------------------------------
3.6.1.1
Disabling the Scheduled Collection
Setting the Status to Disabled will update the ‘Next Due Run’ to ‘Disabled’ and the rest of the
information on the Configuration (and Notification) tab will be greyed out (Figure 4.3.1.1A). The
information will be retained and become available again if you later update the Status to ‘Enabled’.
Figure 4.3.1.1A: Disabling the Scheduler
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3.7 Scheduler History
The Scheduler history allows you to review when your scheduled tasks were run and whether they completed
successfully.
1.
From the Clinical Audit Toolbar, choose Scheduler > History (Figure 4.4A)
Figure 4.4A: Scheduler History menu option
2.
The Schedule History screen will open (Figure 4.4B)
Figure 4.4B: Scheduler History screen
The Scheduler History screen will provide you with the following details about each scheduled task:
 Date – the date/time the task was initiated
 Type – the Scheduled Task Name that was run
 Result – success or failure
 If the result is failure, check the Message field for more information about why the task failed.
 Started – the date/time the task started
 Completed – the date/time the task completed
 Run Time – the time the task had taken to run
 Message – information about the task. This will include:
o the date/time the task was scheduled to run – this may be earlier than the initiated
date/time if, for example, the PC was switched off at the scheduled time
o an error message if the collection failed
NOTE: the error message may refer you to the Clinical Audit Tool log for further
information. The log is available from the Clinical Audit toolbar Help > View Log menu
option (Figure 4.4C). The Log file will open in Notepad and you will need to scroll to the
bottom of the file to see information about the most recent data collection.
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Figure 4.4C: CAT View Log option
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4 Troubleshooting
4.1 Check the Scheduler Service is running
To check the scheduler service is running:
1. Open Control Panel
2. Click on Administrative Tools
3. Click on Services
4. Find PCS Scheduler Service in the list
5. Check the Status is set to Started
If this is not the status:
6. Highlight the service
7. Click the link to Start the service
Reasons why the service may have stopped or not been started:
The windows account password has changed – to update the account details on the service:
1. Right-click the service
2. Choose Properties
3. Click the Log On tab
4. Update the password
The service should now be able to be started
4.2 Installing new versions of the Scheduler
To install a new version of the Scheduler you will need to first uninstall your existing version.
Refer to the section ‘Uninstalling the Scheduler’ for the steps you should follow.
Note that installing a new version of the Scheduler will not change your existing Scheduler
configuration settings or your Scheduler history log.
26 November 2012
PAGE 25 of 35
PCS Clinical Audit Tool® Scheduled Collections User Guide
PCS Clinical Audit Tool® Scheduled Collections User Guide
Version 1.5
Version 2.0.3
4.3 Uninstalling the Scheduler
1.
Uninstall using the Windows Add/Remove Programs facility (Vista Programs and Features)





2.
Open the Control Panel
Open Add/Remove Programs
Locate ‘PCS Scheduler Service’ in the list
Click on the ‘PCS Scheduler Service’ entry
Click the ‘Remove’ button (Vista ‘Uninstall’ option)
If the service is still in the Administrative Tools > Services list
 Stop the service
 From the command line type
sc delete PenSchedulerService
26 November 2012
PAGE 26 of 35
Scheduler Installation Checklist
Version 2.0.2
5 Scheduler Installation Checklist
Task
Description
Scheduler
Account
Requirements



Completed
Has Administrator rights
Does NOT enforce password change
Has CAT installed, configured and with a completed collection

CAT minimum version 3.4

Communicare users: The Communicare CAT extractor allows you to
select one or more locations. Ensure all locations required are
selected on the Scheduler PC under the profile that will be logged
in when the scheduler runs.
Create scheduled
task to check for
CAT updates
Follow instructions provided in the next sections (separate instructions for non
XP and XP machines)
Is scheduler
already installed?
 Yes
DO NOTHING if scheduler has been working correctly to date

No
Install new version 2-0-3
 Make sure the .exe is saved to a local drive (not the desktop)
CAT
Configuration
LOGIN TO CAT AFTER SCHEDULER HAS BEEN INSTALLED
This will ensure that scheduler is configured under the correct account
MD and BP
preferences
Go to preferences tab and set new option ‘Extract Archived and Deceased
Patients’ to ‘Yes’
Scheduler already
setup?
If the practice has already had the scheduler installed and configured you will
need to check the scheduled times already set up do not create duplicate times
with the new schedules to be configured.
(It is unlikely as practices have only been able to configure one schedule to
date).
PAGE 27 of 35
Scheduler Installation Checklist
Configure
Scheduler


Version 2.0.2
th
st
The 30 June and 31 December collections required for NKPI reporting are
preconfigured but not enabled
Select each of these collection options
o Set the status to ‘Enabled’
o The collection time is preconfigured to 11pm – confirm the time
with the practice as 11pm may interfere with their end of financial
year processing
o Update the collection time
o Click ‘OK’ to save
o The scheduled tasks will now show as Enabled from the menu
Configure
Notifications

Notifications are set up via the second tab of the scheduled task
o You will need the mail server credentials
Test Scheduler for
new installations

Schedule a collection to run straight away and ensure this completes and
notification is sent to the nominated email address.

You can use Windows Task Manager to check the scheduler is running
In the ‘Processes’ tab check the following is running:
o
Medical Director and Best practice
–
ClinicalAudit.exe (1 instance if CAT is not running, 2
instances if CAT is running

o
Zedmed – PenDataExtract.exe
o
Communicare – ccCATExport.exe
Once the collection has completed:
PAGE 28 of 35
o
The Scheduler History will display an entry
o
The new extract will appear when the extracts panel is refreshed
Scheduler Installation Checklist
Version 2.0.2
6 Create scheduled task to check for CAT updates (non XP machines)
Task
Description
Open Administrative Tasks >
Task Scheduler
Select Action > Create Task
General tab
Enter
> Name = Update CAT
> Description = Check for
CAT updates
PAGE 29 of 35
Scheduler Installation Checklist
Triggers tab
Create a new trigger
The task to
Run ‘On a schedule’
> Daily at a time to suit the
practice
> Enabled ticked
Click OK
Triggers tab will show task
details
PAGE 30 of 35
Version 2.0.2
Scheduler Installation Checklist
Actions tab
Create a new action
Action to
‘Start a program’
> Program
Browse to Internet Explorer
(C:\Program Files\Internet
Explorer\iexplore.exe)
> Arguments
Paste in the link to the
clinical audit .application file
Click OK
Actions tab will show
program details
PAGE 31 of 35
Version 2.0.2
Arguments:
http://install.pencs.com.au/clickonce/clinicalaudit/ClinicalAudit.application
Scheduler Installation Checklist
Click OK
You will be prompted to
enter your password to save
the task
The task will be saved and be
listed under Windows tasks.
PAGE 32 of 35
Version 2.0.2
Scheduler Installation Checklist
Version 2.0.2
7 Create scheduled task to check for CAT updates (XP machines)
Task
Description
Open Control Panel >
Schedule Tasks
Right-click in pane
Select New > Scheduled
Task
Rename the new task =
Update CAT
Right-click the task and
select Properties
PAGE 33 of 35
Scheduler Installation Checklist
Task tab
Version 2.0.2
Arguments:
http://install.pencs.com.au/clickonce/clinicalaudit/ClinicalAudit.application
Run:
Browse to Internet Explorer
(C:\Program Files\Internet
Explorer\iexplore.exe)
Run (Arguments)
Paste in the link to the
clinical audit .application file
The Run field will contain the
string
"C:\Program Files\Internet
Explorer\iexplore.exe"
http://www.pencs.com.au/cli
ckonce/clinicalaudit/clinicala
udit.application
> Enabled ticked
PAGE 34 of 35
Scheduler Installation Checklist
Schedule tab
Set the schedule task to
> Daily at a time to suit the
practice
Click OK
You will be prompted to
enter your password to save
the task
The task will be saved and be
saved under Scheduled
tasks.
PAGE 35 of 35
Version 2.0.2
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