OCS Gateway User Manual
I
OCS®-Gateway
User Guide
Outcome Concept Systems, Inc.
1818 East Mercer Street
Seattle, WA 98112
866.641.8324 • FAX 206.720.6018
www.ocsys.com
This manual was published in Microsoft Word™. The screen shots were created
using Snagit
.
All other product names mentioned are trademarked or copyrighted by their
respective manufacturers.
© 2002-2006 OCS, Inc.
Printed in USA
TABLE OF CONTENTS
Getting Started ....................................................................................Chapter 1
Overview ........................................................................................................ 1-1
Hardware and Software Requirements ....................................................... 1-2
Installation of OCS-Gateway ........................................................................ 1-3
OCS-CAST............................................................................................Chapter 2
Logging into OCS-CAST................................................................................. 2-1
Adding Agencies and Branches ................................................................. 2-3
Removing Agencies and Branches ................................................................ 2-7
Set Benchmark Password ................................................................................. 2-8
Set Descriptor ..................................................................................................... 2-9
Database Surrogates ..................................................................................... 2-10
Edit Existing Surrogate Database .................................................................. 2-10
Add New Database Surrogate...................................................................... 2-12
File/Folder Surrogates...................................................................................... 2-14
Edit Existing Surrogate File/Folder.................................................................. 2-15
Add New File/Folder Surrogate ..................................................................... 2-16
Admin Lockout Schedule............................................................................... 2-20
Archive Configuration..................................................................................... 2-22
Set Up User Profiles - Copy User ..................................................................... 2-23
Changing User Profile Passwords................................................................... 2-29
Create New User ............................................................................................. 2-30
Remove User Profiles ....................................................................................... 2-30
View Reports .................................................................................................... 2-32
OCS-Gateway.....................................................................................Chapter 3
Logging into OCS-Gateway ............................................................................ 3-1
Applications ...................................................................................................... 3-1
Utilities.................................................................................................................. 3-2
OCS-DIT and OCS-VISIT..................................................................................... 3-4
OCS-Benchmark Submission Tool (OCS-BMST) .............................................. 3-4
OCS-Database Management Tool (OCS-DBMT).......................................... 3-7
Key Utility............................................................................................................. 3-7
Database Conversion..................................................................................... 3-12
Benchmark Business Intelligence Reporter (OCS-BBI Reporter) .....Chapter 4
Overview............................................................................................................. 4-1
Benefits ............................................................................................................... 4-1
Internal versus External Benchmarking........................................................... 4-1
Deadlines for Submitting Quarterly Data ....................................................... 4-2
Accessing OCS-BBI Reporter Online .............................................................. 4-2
JCAHO Reports ........................................................................................ 4-4
OASIS Reports................................................................................................... 4-5
Online Benchmarking Graphs ........................................................................ 4-7
Chapter 1
Getting Started
Overview
OCS-Gateway streamlines the use of OCS products, serving as a single place to
access and manage the security of all OCS applications.
OCS-Gateway comes with the following utilities:
OCS-CAST: (OCS-Common Application Security Tool) Allows for the
creation and management of user accounts and the setup of agency
information. This should be accessed only by the System Administrator or
designated technical support personnel.
OCS-DIT: (OCS-Data Import Tool) Allows agencies to collect OASIS data in
MIS or point-of-care software and import the data into an OCS-OASIS
database for desktop and benchmark reporting.
OCS-VISIT: (OCS-Visit Import and Statistical Information Tool) Allows
agencies to import visit utilization data from electronic claims files into the
OCS-OASIS database for desktop and benchmark reporting. Accepts
both NSF 6.0 and 837 electronic file formats.
OCS-BMST: (OCS-Benchmark Submission Tool) Extracts, encrypts, and zips
appropriate data for quarterly benchmark submittals. The zipped file is
uploaded through the OCS website’s HIPAA-compliant Web Uploader.
OCS-DBMT: (OCS-Database Management Tool) Includes the archive,
backup/restore database, key utility, and database conversion tools.
Only the key utility and database conversion tool apply to SQL Server
databases. The SQL Server Database Administrator (DBA) must manage
database maintenance functionality (archiving, backup/restore, etc.) for
SQL Server through the SQL Server application.
OCS-Gateway is the centralized launch-point for all OCS applications.
Applications such as OCS-OASIS and OCS-EPIC are installed on top of OCSGateway. Unlike before, you will double-click one icon to access any OCS
application.
Please have your System Administrator or designated technical support
personnel review the following information to properly setup OCS-Gateway on
each workstation and/or network. If you need assistance or have questions or
concerns, please contact OCS Client Services at 866.641.8324.
2006 OCS, Inc. Page 1-1
Getting Started
Hardware and Software Requirements
Hardware
• Pentium 1.5 GHz or better
• 256 MB RAM minimum (higher recommended)
• 24X CD-ROM
• 40 GB EIDE 7200 RPM hard drive
• Integrated Intel 10/100MB NIC
• 56 Kbps modem (Broadband internet such as cable or DSL
recommended)
Software
• Microsoft Windows 2000 Professional SP4, Windows 2000 Server SP4,
Windows 2003 Server SP1, or Windows XP Professional SP2
• Microsoft SQL Server 7 or 2000; required for using with a SQL Server
database
• Microsoft Access97, 2000, 2002, or 2003 recommended for Access
database users
Note: If multiple users use the same Microsoft Access database, all
must use the same version and service pack of Microsoft Access
and MS Jet
• Microsoft Internet Explorer 6.0 or higher
Software installed or updated by the OCS-Gateway installation
• Crystal Reports version 8.5
• MS Jet 4.0 SP6
• MDAC 2.7 SP1 Microsoft Data Access Components (MDAC)
• Microsoft.NET 2.0 Framework
Software Consideration
OCS uses Crystal Reports version 8.5 for many reporting functions. If you have
other applications installed on the same computer that will be used for OCS
applications, and those other programs use an earlier or later version of Crystal
Reports, installing OCS-Gateway may cause a problem with those reports or
may cause problems with OCS-Gateway.
2006 OCS, Inc. Page 1-2
Getting Started
Installation of OCS-Gateway
Please refer to the Standard Installation Guide provided by OCS Client Services.
For more information, please call 866.641.8324 or email tech@ocsys.com
2006 OCS, Inc. Page 1-3
Chapter 2
OCS-CAST
OCS-CAST (Common Application Security Tool) is the security module that
controls access to all OCS products, including automatic access to online
benchmarking. It is very robust, allowing very specific levels of access to
individual applications, agencies and branches where appropriate. At the
same time, it includes features that simplify the process for setting up multiple
users.
Special Note: Before getting started in OCS-CAST, first install all OCS
applications.
To get started with any OCS application, you need to first set up users,
agencies, and if applicable, branches in OCS-Gateway. To do this, the Systems
Administrator or designated technical support personnel will need to go into
OCS-CAST.
Launch OCS-Gateway through the shortcut created on the desktop or by
going into Start|Programs|OCS|OCSGateway
Important Note: To log into OCS-Gateway initially, use the default
User ID and Password: masteradmin (password is case sensitive).
For security reasons, please be sure to change the masteradmin
password from “masteradmin” to something more secure. Follow
the instructions laid out in the “Change User Profile Passwords”
section below. Be sure not to forget or lose this new password.
Click on the Utilities tab in the main OCS-Gateway interface. To access the
Common Application Security Tool, double click OCS-CAST or highlight it and
click [Go!]
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OCS-CAST
To configure the application, click [Configuration]
Interesting Note: OCS-Gateway shows the application version
number and the name of the logged in user in the bottom lefthand corner.
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Adding Agencies and Branches
Start by entering your agency information. Click [Add Agency]
OCS-CAST
Enter your six-digit Agency ID (Medicare Provider Number / OASIS M0010)
When you hit [OK] the next pop-up screen will ask to confirm your six-digit
Agency ID entry:
The next pop-up screen will ask you to enter the Agency Name for that Agency
ID (M0010). This name will appear on OCS desktop reports (in OCS-OASIS
Reporting and OCS-EPIC).
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OCS-CAST
You may want to specify the city or state if you have multiple agencies with
similar names that will be added to the list. Hit [OK]
Under Create (P)arent Branch or (N)o Branch heading, select the correct radio
button P or N. This Branch ID (M0016) is assigned by CMS. This will automatically
add the parent branch for you in OCS-CAST.
If you have entered users into OCS-CAST and wish to add a new Agency ID and
have all users with access to this new Agency ID, select Activate New Agency
If you have not added any users yet, you can choose not to select any of the
options. Make your selection and click [Continue]
You will be prompted to enter and confirm the password your agency was
assigned by OCS.
2006 OCS, Inc. Page 2-4
OCS-CAST
Note: This is the Organization ID and Password used to log onto
your OCS-BBI Online Reports.
The Agency ID will have branches of Other and Blank. As of January 1, 2004, all
agencies are required by CMS to start using branch identifiers in M0016. "Other"
and "Blank" is to take care of those assessments/episodes with other (nonstandard Branch IDs) or blank (that is, no an empty value) in the M0016 field.
Note: Please contact OCS Client Services if you want to update all
Other and Blank Branch ID’s (M0016’s) in your database to your
current CMS assigned Branch ID’s.
If the agency has any branches, you can enter all of your branch information
under the main Agency ID.
Highlight the agency provider number and select [Add Branch]
You will be prompted to enter the Branch ID (M0016) assigned by CMS.
2006 OCS, Inc. Page 2-5
OCS-CAST
Special Note: The first seven digits will pre-populate for you, based
on the Agency ID (M0010) that you entered earlier. Add the last
three digits of your Branch ID and click [OK]
When you hit [OK] another pop-up screen appears, asking you to enter your
Branch Name.
Be specific so that when you look up the Branch ID, you will recognize who they
are right away. Each of the branches will be listed under the Agency ID you
specified.
If you have entered users into OCS-CAST and wish to add this new Branch ID
and have all users have access to this new Branch ID, select Activate New
Branch
Note: In this case, MASTERADMIN is also a user
If you have not added any users yet, you can choose not to select this option.
Make your selection and click [Continue]
The newly entered Branch ID will appear under the specified Agency ID.
2006 OCS, Inc. Page 2-6
OCS-CAST
Special Note: If you do not enter a Branch ID in the proper format,
you will get the following pop-up screen:
Removing Agencies and Branches
At any point, you can remove any Agency or Branches that were entered
inadvertently or you no longer want to include.
To remove just a specific branch, select the branch you wish to remove, and
click [Remove Branch]
To remove the Agency ID and all Branches associated with the Agency ID,
select the agency you wish to remove, and click [Remove Agency]
2006 OCS, Inc. Page 2-7
OCS-CAST
After clicking the button, the following pop-up screen will appear:
[Remove Agency]
confirmation screen
[Remove Branch]
confirmation screen
Click [Yes] to delete or [No] to cancel out of this function.
Set Benchmark Password
If you need to update the online benchmarking password for an agency, first
select the Agency ID you wish to update and select [Set BM Password]
The Set Benchmark Password window will appear. You will notice that the
password field has been cleared.
2006 OCS, Inc. Page 2-8
OCS-CAST
Enter the correct or updated password here and hit [Accept] If you clicked on
the Set Password button in error, click on [Cancel] and the old password will be
saved.
Note: OCS assigns and manages online benchmarking passwords.
You cannot use this function to set your own password. If you need
to change your OCS-BBI password, please contact OCS Client
Services.
Set Descriptor
If you wish to change the way the Agency or Branch Name appears on screen,
you can select the Agency or Branch ID and select [Set Descriptor]
An Edit Agency/Branch Descriptor window will appear.
It will contain the current name assigned to the selected Agency ID or Branch
ID. Make any changes here and click [Accept] If you wish to exit without
making any changes, click [Cancel]
Note: Modifying the descriptor for the Agency ID does not
automatically modify the descriptor for the Branch ID. You must
select the Branch ID(s) separately and make appropriate
modifications here.
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OCS-CAST
Database Surrogates
Database surrogates allow your System Administrator or designated technical
support personnel to select the shared location of a database for all users to
access. If the database is ever moved to a different location, it is only
necessary to modify the surrogate path, rather than the specific database path
for each user. The change to the surrogate will ‘cascade’ to all users.
OCS-CAST comes with these surrogate databases created. They are currently
pointed to the local blank copy of the database in the root folder: C:\Program
Files\OCS
• OCS-OASIS database (ocsoasis.mdb) • OCS-EPIC Norms (ocsnorms.mdb)
• OCS-EPIC Project (ocsepic.mdb)
To change the location of the surrogate databases or create a new surrogate
database, click [Database Surrogates]
To edit the existing database surrogate, select the database you wish to
update and click [Edit]
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OCS-CAST
On the Edit Database Surrogate screen, click [Browse] to specify the location of
the database.
Click [Browse] again to select the database location. Here you have to select if
the database is a Microsoft Access database or a SQL Server Database. If you
choose to browse to a SQL database, it will ask you for a server name and
location, as well as to authenticate yourself as a user.
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OCS-CAST
Important Note: If the database is on a network drive, OCS highly
recommends that you specify the UNC (universal naming
convention) path of the database vs. the mapped path. For
example, instead of F:\OCS\ocsoasis.mdb it would be \\<server
name>\OCS\ocsoasis.mdb
Click [Test Connection] to ensure you have selected and entered the correct
information to access the database. Click [Update/Exit] to proceed.
If you were able to connect to the database successfully, click [Update/Exit].
Followed by [Save] on the Edit Database Surrogate screen.
To enter a new database surrogate, click [Add New]
Enter the name (description) of the database – this is what you will see when
you select the surrogate database for each user and for each application.
Descriptions must be unique and are not case sensitive.
2006 OCS, Inc. Page 2-12
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