Contents


Welcome to Varian ARIA for iPad Viewing Schedules Changing Settings
Getting Started Viewing Tasks Troubleshooting
Moving Around ARIA for iPad Viewing Patient Charts Security Considerations
Viewing Images Legal Information

Welcome to Varian ARIA® for iPad®


This document is a quick guide that will help you get started with ARIA® for iPad®'s technology and features. It will tell you what information ARIA for iPad displays and how to navigate through the application.

Support: To submit ideas for improvement and find up-to-date information, visit my.varian.com.


Getting Started


Obtaining ARIA for iPad from the Apple Store

ARIA for iPad is available directly on the iPad through the App Store.

Occasional updates to ARIA for iPad will be made available through the App Store. Your existing settings and any cached data will be preserved in the update process.

Discovering your ARIA server location

There are three parameters needed to connect ARIA for iPad to your ARIA server. To discover these, use an ARIA client workstation to launch the ARIA Platform Portal.

  1. Open the Windows menu to the Varian Tools folder and select Platform Portal. Your web browser will open the Platform Portal web page.

    OSP

  2. Look at the address bar. Record this URL to use in the next section, for example "http://hostname:xxxxx".
  3. From the URL, record the host name (between the "http://" and the colon).
  4. Also record the HTTP port (the number after the colon, for example: 55000).
  5. Click the Platform Services link on the left side.
  6. Click the Sign In link in the upper right corner.
  7. Look at the address bar. Record the HTTPS port (the number after the colon, for example: 55001).

Confirming wireless access to the ARIA server

To confirm wireless access to the ARIA server:

  1. Open Safari on your iPad.
  2. In the address bar, enter the same URL as recorded from the Platform Portal previously, for example “http://hostname:xxxxx”.
  3. Verify that the Platform Portal web page appears.

    Platform Server

If Safari cannot open the Platform Portal, check with your organizationís system administrator to troubleshoot your network connection.

Launching ARIA for iPad

Launch ARIA for iPad:

Note

Note: If you have already entered the Demo Mode, tap the Sign Out button Sign Out in the top left corner of the screen.

  1. On the iPad Home Screen, tap the ARIA for iPad icon.
  2. In the Server Settings box, enter the Host Name, HTTP Port, and HTTPS Port as previously recorded.
  3. Tap Save and Continue.

To log in:

  1. On the Welcome to ARIA screen, type your Username and Password.
  2. Tap the Sign In button.

To log out: Tap the Sign Out Sign Out button in the top left corner of the screen.

Best Practices and Helpful Tips:

Check for updated information: You should check for updated schedule, task, and patient information from the ARIA server from time to time. ARIA for iPad displays the time of the last update of the current view in the top right corner of the screen.

To check for updated information: Tap the Update button in the top right corner of the screen.

Check periodically for updated schedule, task, and patient information from the ARIA server. ARIA for iPad displays the time of the last update of the current view in the top right corner of the screen. The app refreshes itself when entering a view if the data has been stale for more than 5 minutes.

To view the Help: Tap the question mark Question mark button at the top of the screen.

Keeping patient data secure: Refer to the Security Considerations section for more information.

Getting Help: Refer to the Troubleshooting section for common issues and resolutions.

 

Moving Around ARIA for iPad


ARIA for iPad has three views that display clinical information:

The Links page contains links to websites that contain additional information.

To view any page: Tap one of the following buttons at the top of the screen:

To go to a patient's chart from any page:

In ARIA for iPad, whenever you see a patient's name or photo, you can tap the photo to get a pop-up summary of that patient's information. You can then go to his or her detailed chart.

  1. Tap a patient's photo.
  2. In the pop-up, tap the photo.

To close a pop-up: Tap outside the pop-up.

 

 

Viewing Schedules


In Schedule view, you can see your own schedule and the schedules of other doctors and machines. View schedules by:

To view schedules: Tap the Schedule button at the top of the screen.

The red dotted line on the schedule indicates the current time.

To see more information on any event displayed on the schedule: Tap the event. A pop-up displays details on the patient, primary physician, diagnosis, alerts, dosage, and other information.

To close a pop-up: Tap outside the pop-up.

Day View

Day view displays the schedule for the current day by default.

To switch to Day view: Tap the Day button at the top of the screen.

To see another day: Drag left or right on the list of dates at the bottom of the screen, then tap a date to view it. Tapping the arrows takes you back or forward one day.

To see another month: Tap the month name next to left arrow to move back to that month. Tap the month name next to right arrow to move forward to that month.

To return to the current day: Tap the Today button at the bottom of the screen.

Week View

Week view displays the schedule for a work week (Monday to Friday). By default, Week view displays the schedule for the current week.

To switch to Week view: Tap the Week button at the top of the screen.

To see another week: Drag left or right on the list of weeks at the bottom of the screen, or tap a week to view it. Tapping the arrows or moves you back or forward one week, and adjusts the list at the bottom of the screen.

To return to the current week: Tap the Today button at the bottom of the screen.

To switch to Day view: Tap the Day button.

Displaying the Schedules for Other Doctors and Machines

You can look at schedules for other doctors you work with and the machines you often use.

  1. Tap the name of the doctor or machine displayed in the top left corner of the screen.
  2. Do one of the following:
    • In the Schedules For list, if you see the doctor or machine whose schedule you want, tap the name. Swipe up and down to see all available entries in the list.
    • If you don't see the doctor or machine in the Schedules For list, tap Show All Resources, then tap the name.
      Show all Resources defaults to the All tab view. Alternatively, you can select Doctors or Machines views.

Adding a doctor or machine to the Schedules for list:

  1. Tap the name of the doctor or machine displayed in the top left corner of the screen.
  2. Tap the Show All Resources button.
  3. Tap the light grey checkmark icon to the right of the name of the doctor or machine whose schedule you want to see.

The checkmark will turn dark indicating the resource will appear on the Schedules For list. For example, if you select/deselect a doctor from the resource list, this doctor will appear/disappear from the resource list in the Schedules For view.

You can scroll through the Resources page by dragging up and down the page.

To view a list of doctors, machines, or a combined list: Tap the Doctors, Machines, or All button at the top of the screen.

Note

Note: If the "Patient Data Security" setting is enabled in the ARIA Security settings, you will only be able to see the schedules for doctors and machines in your assigned departments.


 

 

Viewing Tasks


Tasks view displays a to-do list with information for each task, such as status, due date, estimated duration, patient information, and task notes.

To view tasks: Tap the Tasks button at the top of the screen.

To view tasks for another staff member:

  1. In Tasks view, first tap your name in the top left corner of the screen.
    This opens the your resource list of names.
  2. If the resource name you want is displayed, tap it. Swipe up and down to see all available entries in the list.
  3. If you don't see the desired resource name in this frequently-used list, tap Show All Resources... (refer to the Displaying the Tasks for Other Doctors and Resources section below).
Note

Note: If the "Patient Data Security" setting is enabled in the ARIA Security settings, you will only be able to see the tasks for the staff in your assigned departments.


To sort tasks:

  1. In Tasks view, tap the Sort button in the top right corner of the screen.
  2. Tap one of the following Sort Tasks By buttons:
    • Ascending/Descending
    • Due Date & Time
    • Priority
    • Patient Name

To see more information on any task displayed on the schedule: Tap the icon or drag down on the task with two fingers.

To open the patient's chart from the expanded task: Tap the patient's picture. Then tap the patient's picture in the pop-up.

Displaying the Tasks For Other Doctors and Staff


You can look at tasks for other doctors and staff you work with.

  1. Tap the name of the doctor or staff member displayed at the top left corner of the screen.
  2. Do one of the following:
    • In the Tasks For list, if you see the doctor or staff member whose schedule you want, tap the name. Swipe up and down to see all available entries in the list.
    • If you don't see the doctor or staff member in the Tasks For list, tap Show All Resources, then tap the name.
      Show all Resources defaults to the All tab view. Alternatively, you can select Doctors or Staff views.

Adding a doctor or staff member to the Tasks For list:

  1. Tap the name of the doctor or staff member displayed in the top left corner of the screen.
  2. Tap the Show All Resources button.
  3. Tap the light grey checkmark icon to the right of the name of the doctor or staff member whose tasks you want to see.

The checkmark will turn dark indicating the resource will appear on the Tasks For list. For example, if you select/deselect a doctor from the resource list, this doctor will appear/disappear from the resource list in the Tasks For view.

You can scroll through the Resources page by dragging up and down the page.

To view a list of doctors, staff members, or a combined list: Tap the Doctors, Staff, or All button at the top of the screen.

Note

Note: If the "Patient Data Security" setting is enabled in the ARIA Security settings, you will only be able to see the schedules for doctors and staff members in your assigned departments.

 

 

Viewing Patient Charts


When there are open patient charts, the Patients button displays a red circle that shows the number of open patient charts.

To view an overview of information for all patients:

  1. Tap the Patients Patients button button at the top of the screen.
  2. Do one of the following:
    • If there are no open charts, you go directly to the list of today's patients.
    • If there are open charts, the Open Patients list appears. Tap the View All Patients button at the bottom of the list.

To view a specific patient's chart:

  1. Tap the Patients Patient's button button at the top of the screen.
  2. Do one of the following:
    • If there are no open charts, you go directly to the list of today's patients. Tap any patient to go to his or her chart.
    • If there are open charts, the Open Patients list appears. If the chart of the patient you want to see is open, tap the patient's name.

To change patient view:

To search for a specific patient's chart:

  1. In Patients view, in the Search box, type the patient's:
    • First name
    • Last name
    • ID
  2. Tap the Search button (you can just type in the first few characters of the patient's name or ID).
Note

Note: Search is not available when viewing cached data in the Offline mode or the Demo mode.

To close patient charts:

  1. Tap the Patients button at the top of the screen.
  2. Do one of the following:
    • To close one chart, swipe the patient name and tap the Close button that appears.
    • To close all open charts, tap the Close All button.

Patient charts

A patient chart displays basic information for that patient. On the right side of the screen, you can see tabs that will take you to more detailed information on the patient's:

Summary

This page displays the patient's:

The patient summary is the default view when opening a patient chart.

To return to the patient summary: Tap the Summary tab at the right of the screen.

Demographics

On this page, you will see the patient's:

To see patient demographics: Tap the Demographics tab at the right of the screen.

If the patient has multiple insurers, a series of dots appears at the bottom of the Insurance information area. Drag left or right to scroll through the insurers.

Vitals and History

On this page, you can see the patient's:

To see the patient's history: Tap the Vitals & History tab at the right of the screen.

The vital signs area, displayed alphabetically, displays measurements of the patient's vital signs.

The Radiotherapy Timeline

The Radiation Therapy Timeline is on the Radiotherapy tab, under the patient's summary information. If a date doesn't appear in the timeline, it means no therapy occurred on, or is scheduled for, that day.

To see the Radiotherapy Timeline:

  1. Tap the Radiotherapy tab at the right of the screen.
  2. If there is more than one course of radiotherapy, tap the Radiotherapy box, then tap a course to select it.

To scroll through the timeline: Drag left or right across the timeline.

The Course grid shows Prescriptions, Treatments, Images, and Trends per the available dates. A dot Dotin a cell indicates more details are available.

To see details about a certain date in the timeline:

  1. Tap the date.
  2. Drag to scroll through the details of the date.

To switch between radiotherapy courses: Tap the Radiotherapy box, then tap a course to select it.

Journal

The Journal page displays notes from ARIA Patient Manager, and lets you add new notes.

To see notes related to treatment:

Adding a Journal Note:

  1. Tap the Journal tab on the right.
    The Journal screen opens. At the top is a bar labeled Add note.
  2. Tap the plus icon plus icon to add a note.
    The Add Note bar expands to show a new journal note entry window and a summary of all previous journal notes.
  3. Tap the note entry window and begin typing your new note.
  4. Once the note is created, tap one of the following buttons:
    • Approve
    • Save as Pending
    • Discard

After tapping the:

  • Approve button, the Add Note bar collapses, showing the new note text with the status of “approved.” By pressing the Approve button, the note is sent to the server and the screen is refreshed.
  • Save as Pending button, the Add Note bar collapses, showing the new note text with the status “pending approval.” By pressing the Save as Pending button, the note is sent to the server and the screen is refreshed.
  • Discard button, all new note text is erased and the note summary screen appears.
Note

Notes: While entering a new Note, if you try to leave to go to another screen in the ARIA for iPad app, you are given an alert notice, indicating that your note is not saved to ARIA, and you are asked to do one of the following:

  • Approve
  • Save as Pending
  • Discard
  • Cancel
    Canceling returns you to the Add Note entry window.

Attempting to Approve or Save as Pending an empty note will cause an error, ďEnter data before saving.Ē

In the event that you are interrupted while entering a new note and cannot save or discard the note, you will find a Note Waiting icon note waiting is appended to the patient icon in the Open Patients List. This icon indicates that the patient’s Journal has an incomplete note which has not been synchronized with the ARIA server. You can open the patient’s Journal and complete the note as described above.


 

Viewing Images


ARIA for iPad lets you see images such as portal and CBCT images. Images are associated with the dates they were taken.

To see an image associated with a certain date in the timeline:

  1. In a patient's chart, tap the Radiotherapy tab.
  2. In the Radiotherapy table, tap a date.
  3. Note

    Note: A dot Dotin the Imaging row in the Radiotherapy table indicates that there is an image associated with a date.

  4. Drag to scroll down.
  5. Tap the View Images button.
  6. Tap the Images button in the top left corner, then tap the image you want to view.

To go back to the Radiotherapy page: Tap the Back button in the top left corner.

To display more information about the image: Tap the Info button in the top right corner.

Adjusting the image

You can use the following tools to make parts of the image clearer:

Zoom lets you make the image larger or smaller. Levels lets you adjust the image to display different densities (bones, soft tissue, firm tissue, organs, etc.).

To zoom in or out:

Pinch the image in and out.

To view an image with the Paired Image tool:

Open a paired image, the lock feature is on by default. Tap the lock icon lock to move/view/zoom either of the images individually.

Viewing a CBCT set using the Slider tool:

When a patient's CBCT image is loaded, use the Slider tool at the bottom of the screen to review the images.

In this mode, a single tap of the image hides the slider. You can then zoom the image to use the full screen.

To view Window/Level adjustments for an image:

  1. With an image open, tap the Window/Levels button.
    One adjustment appears, Window, appearing horizontally at the top of the screen.
  2. To adjust the window level, drag along the horizontal line that appears with one finger to change its brightness and contrast.
  3. To adjust the window size and pan, pinch and release on the image to change its size, move your two fingers to pan.
  4. Tap the Auto button for auto leveling.
  5. Tap the Info button for image details.

To exit the Window/Levels mode, tap the Window/Levels button once again. Once outside of the Window/Levels mode, you can pan and zoom the image as before.

To view the contours and annotations for an image: With an image open, tap the Overlays button .

To hide the contours and annotations for an image: With an image open, tap the Contours button again.

To switch between views of a paired image: With a paired image open, disable the action lock and tap the image you want to select (selection is indicated by highlighting the border around the image view).

 

 

Changing Settings


All of the configuration settings used by ARIA for iPad are managed in the Settings app. Use the settings to configure the server connection and default login information, the default view when the app starts, and how cached data is managed. A demonstration mode can be enabled to try the full functionality of ARIA for iPad without connecting to an ARIA server. Additionally, the version in use is displayed here.

To change the user name:

  1. On the iPad Home screen, tap the Settings icon.
  2. In the Apps section, tap the ARIA icon.
  3. Tap the User Name box.
  4. Type a new user name.

To enable the demonstration mode:

Note

Note: When ARIA for iPad is first installed and the Host Name is undefined, skip steps 1-3.

  1. On the iPad Home screen, tap the Settings icon.
  2. In the Apps section, tap the ARIA icon.
  3. In the Server Settings area, switch Demo Mode to ON.
  4. The next time ARIA for iPad is run, the Server Settings screen will appear. Tap Use Demo Mode.
  5. To exit demonstration mode, tap Sign Out within ARIA for iPad.
Note

Note: After successfully signing in using your ARIA login on the server, the Demo Mode switch will automatically revert to OFF.


To change server settings:

  1. On the iPad Home screen, tap the Settings icon.
  2. In the Apps section, tap the ARIA icon.
  3. In the Server Settings area, tap Host Name, HTTP Port, or HTTPS Port and make your changes.

If a new host setting (including name or port) is invalid, the app presents a settings screen and displays an error message indicating that the new host is unreachable.

If a new server is reachable, the app presents a log in view, and deletes the cache from the previous server.

To change the page to which ARIA for iPad opens:

  1. On the iPad Home screen, tap the Settings icon.
  2. In the Apps section, tap the ARIA icon.
  3. In the Application Settings area, tap Default View, then tap the view or page you want ARIA for iPad to start on.

Once the setting is changed, it will be applied after the next log in.

To identify the version of ARIA for iPad:

  1. On the iPad Home screen, tap the Settings icon.
  2. In the Apps section, tap the ARIA icon.
  3. In the Application Settings box, the Version number is displayed.

To change cache settings:

  1. On the iPad Home screen, tap the Settings icon.
  2. In the Apps section, tap the ARIA icon.
  3. In the Caching area, turn SmartCache on 3G networks on or off.
  4. Tap SmartCache time frame, then tap the time frame for the SmartCache.
  5. Turn Clean cache on logout on or off.
Note

Note: SmartCache caches additional information than what is currently on screen to improve performance; when “SmartCache on 3G Networks” is enabled, more cellular data may be used while on the cellular network; when disabled, total cellular data usage may be lowered.


Note

Note: SmartCache time frame indicates the days ahead of the current date that SmartCache will collect data in the background. A higher number of days cached may improve performance when reviewing information in the immediate future, but will use more cellular data.


To enable/disable the image viewer watermark:

  1. On the iPad Home screen, tap the Settings icon.
  2. In the Apps section, tap the ARIA icon.
  3. In the Application Settings area, turn Show Image Watermark on or off.

 

Troubleshooting


For full functionality, ARIA for iPad requires a valid ARIA version 11 license and a network connection to your ARIA version 11 server via Wi-Fi or cellular network. Please consult your organization's systems administrator for network connectivity questions or issues.

Checking your ARIA license:

If you see "The server is not configured with a valid mobile license," please consult with your ARIA system administrator to verify the "MobileApp" license is installed and has not expired.

ARIA for iPad connection status:

Depending on the connection status, ARIA for iPad displays one of the following icons in the top right corner of the screen:

If the problem persists, contact your organization's system administrator.

To confirm ARIA for iPad connectivity:

Login issues:

To update the login password: Your account password cannot be changed using ARIA for iPad. However, if your account password has recently been changed, it may be necessary to log out from the current session on ARIA for iPad. Tap the Sign Out Sign Out button in the upper-left corner. Enter your new password on the Welcome screen.

To update the login name: If your account name has changed or the spelling was entered incorrectly, the User Name setting must be updated in the Settings app. Refer to the instruction To change your default user name in the Changing Settings section.

To return to your ARIA login after using Demo Mode: Tap the Sign Out Sign Out button to end the Demo Mode. After successfully signing in using your ARIA login on the server, the Demo Mode switch will automatically revert to OFF.

Display issues:

Landscape orientation: ARIA for iPad does not support a landscape orientation except when viewing images, and may not support iPad cases that are designed primarily for landscape use.

To terminate the ARIA for iPad app:

If it is necessary to terminate the ARIA for iPad app:

Note

Note: The ARIA for iPad app will also be terminated when powering off the iPad (hold the power button, then swipe the red switch).


When contacting Varian for Support: If these troubleshooting steps do not resolve your issue, or if an error condition should occur, you can use the iPadís screen capture utility to document the issue. Press the iPadís Home Home button button and Power button simultaneously, and the display will be captured to the iPadís Camera Roll in the Photos app.

The captured display will be available to e-mail or transfer to a desktop.

Caution logo

Caution: Any such captures from ARIA for iPad are not secure and should be deleted from the Photos app as soon as possible. Refer to the Security Considerations section for more information.

 

 

Security Considerations


Caution logo

Caution: You are responsible for locking your device with a passcode to ensure encryption of data, and to prevent unauthorized access.


Here are a few important considerations:

Caution logo

Caution: Immediately remove screen captures with confidential data: Whenever the display is captured by the screenshot function built into every iPad, that image is put into the Photo appís Camera Roll where it is not encrypted.


Additionally, images in the Camera Roll can be shown in the iPadís Picture Frame function. This means the images can be viewed on a locked iPad without knowing the passcode. Therefore, any images with confidential patient data captured from ARIA for iPad should only be used for troubleshooting purposes and deleted as soon as possible.

 

Legal information


Abstract

ARIA® for iPad® Online Help (P/N P1001010-01) is a quick guide that will help you get started with ARIA for iPad's technology and features. It will tell you what information ARIA for iPad displays and how to navigate through the application.

Manufacturers and European Authorized Representative

Manufacturers

European Authorized Representative

Varian Medical Systems, Inc.
3100 Hansen Way
Palo Alto, CA 04304-1030
USA

Varian Medical Systems, UK Ltd.
Gatwick Road, Crawley
West Sussex RH10 9RG
United Kingdom


Notice

Information in this user guide is subject to change without notice and does not represent a commitment on the part of Varian Medical Systems. Varian Medical Systems is not liable for errors contained in this user guide or for incidental or consequential damages in connection with furnishing or use of this material.

This document contains proprietary information protected by copyright. No part of this document may be reproduced, translated, or transmitted without the express written permission of Varian Medical Systems, Inc.

FDA 21 CFR 820 Quality System Regulations (CGMPs)

Varian Medical Systems, Oncology Systems products are designed and manufactured in accordance with the requirements specified within this federal regulation.

ISO 13485

Varian Medical Systems, Oncology Systems products are designed and manufactured in accordance with the requirements specified within the ISO 13485 quality standard.

CE

Varian Medical Systems, Oncology Systems products meet the requirements of Council Directive MDD 93/42/EEC.

EU Reach SVHC Disclosure

The link to the current EU REACH SVHC disclosure statement is http://www.varian.com/us/corporate/legal/reach.html.

HIPAA

Varianís products and services are specifically designed to include features that help our customers comply with the Health Insurance Portability and Accountability Act of 1996 (HIPAA). The software application uses a secure login process, requiring a user name and password, that supports role-based access. Users are assigned to groups, each with certain access rights, which may include the ability to edit and add data or may limit access to data. When a user adds or modifies data within the database, a record is made that includes which data were changed, the user ID, and the date and time the changes were made. This establishes an audit trail that can be examined by authorized system administrators.

Trademarks

ARIAģ oncology information system and the Varian Medical Systems logo are registered trademarks of Varian Medical Systems, Inc.

All other trademarks or registered trademarks are the property of their respective owners.

© 2013 Varian Medical Systems, Inc.

All rights reserved.

Copyright © 2006-13 Varian Medical Systems. All rights reserved.