Admin Portal

1

Login Page

As a back-end system admin, I want to login to the system, so that I can manage the OpenRehab back-end system.

Additional Improvements

• Added an "About the App" area that global admin users can customize

• A language selection option is added in the login page to allow the users to change the systems

• Added a show/hide password button

2

Password Recovery Page

As a back-end system admin, I want to be able recover my password in case I forgot it.

Additional Improvements

• Created customized email templates for languages English, Vietnamese, French, Arabic and Spanish
  

  • There is no back-end interface to add/edit these templates and any additional language templates needs to be requested before it can be added to the system

3

User Roles and Permission

As the site admin I want to define different user roles and permission so that I can set the what can and cannot be done by back-end system admins

Notes

• User roles/groups were created for the following:

  • global admins

  • country admins

  • clinic admins

  • therapists

  • patients

• The permissions are detailed in the user manuals

4

User Profile Page

As a back-end admin, I want to view and edit my profile so that I can manage my own information.

Notes

• When user clicks on "User Profile" under user menu, they can immediately edit their profile and update it

5

Change Password

As a back-end admin, I want to edit my password so that I can update my password and keep it secured

Notes

• Password pattern

  • minimum 8 characters

  • at least 1 uppercase letter

  • at least 1 lowercase letter

  • at least 1 number

  • at least 1 special characters

  • cannot use old password

6

Logout

As a back-end admin I want to be able to logout of the system

Notes

• Clicking the Logout button logs out the user and returns to the login screen

7

Admin Management

As a global admin I want to access to the Global, and Country Admin list so that I can manage their accounts

As a country admin I want to access to the Clinic Admin list so that I can manage their accounts

Notes

• Data table columns (in order)

  • Global Admin: Last Name, First Name, Email, Status, Last Login, Actions

  • Country Admin: Last Name, First Name, Email, Country, Status, Last Login, Actions

  • Clinic Admin: Last Name, First Name, Email, Country, Clinic, Status, Last Login, Actions

• Data table default sorting: Status > Last Name > First Name

• Action button

  • Activate/Deactivate - toggles the users status (active/inactive)

  • Edit Info - when clicked opens the admin user update information pop-up

  • Delete - deletes the admin user

  • Resend activation email - for users that has not clicked on their activation email, the admin can click on this button to resend the email containing the link

Additional Improvements

• Adding the Resend activation email button

• Changed the default items to display to 50 items and can be incremented by 50 until 200 items

8

Admin Creation

As a back-end admin, I want to create admin users so that they can be added to the admin list

Notes

• Global admin can create Global Admin or Country Admin users

• Country admin can create Clinic Admin users

  • Only one country admin per country

9

Admin Deactivation

As a global admin, I want to be able to activate/deactivate other global admin users, so that I can enable or temporarily disable their access to the system

As a global admin, I want to be able to activate/deactivate country admin users, so that I can enable or temporarily disable their access to the system

As a country admin, I want to be able to activate/deactivate clinic admin users, so that I can enable or temporarily disable their access to the system

Notes

• For disabling access of delinquent admin users before deleting their account

• Also prevents accidental deletion of active admin  accounts

10

Admin Deletion

As a global admin, I want to be able to delete other global admin users so that I can permanently remove their account from the system

As a global admin, I want to be able to delete a country admin account, to permanently remove their account from the system

As a country admin, I want to be able to delete a clinic admin account, to permanently remove their account from the system

Notes

• Only deactivated admin users can be deleted

• Deleting a country admin does not delete the country, clinics, clinic admins, therapists and patients under it

• Deleting a clinic admin does not delete the clinic, clinic admins, therapists and patients under it

11

Therapist Management

As clinic admin I want access to the therapist list so that I can manage the therapist accounts

Notes

• Data table columns (in order)

  • ID - T#######

    • T - therapist 

    • First 3 digits - institution-id

    • Last 4 digits - therapist id 

  • Last Name

  • First Name

  • Email

  • Total number of patients (therapist is the lead therapist)

  • Assigned patients (total number of patient that has on-going treatment plan)

  • Ongoing treatment limit

  • Status

  • Last Login

  • Actions

• Data table default sorting: Status > Last Name > First Name

• Action button

  • Edit Info - when clicked opens the admin user update information pop-up

  • Activate/Deactivate - toggles the users status (active/inactive)

  • Delete - deletes the admin user

  • Resend activation email - for users that has not clicked on their activation email, the admin can click on this button to resend the email containing the link

Additional Improvements

• Adding the Resend activation email button

• Changed the default items to display to 50 items and can be incremented by 50 until 200 items

12

Therapist Creation

As a clinic admin, I want to create therapist users so that they can be added to the therapist list

Notes

• There will be a system limit for the total number of therapist in a country and is shared across the clinics

• The therapist limit per clinic is set during clinic creation

• When the therapist limit has been reached, the create therapist button will be hidden

Additional Improvements

• Added a Profession field that can be chosen by the clinic admin from a list of possible values

• The possible values for the Profession field is entered by the country admin

13

Therapist Deactivation

As a clinic admin, I want to be able to activate/deactivate therapist users, so that I can enable or temporarily disable their access to the system

Notes

• For disabling access of delinquent therapist users before deleting their account

• Also prevents accidental deletion of active therapist  accounts

14

Therapist Deletion

As a clinic admin, I want to delete therapist users so that they can be permanently removed from the system

Notes

• If the therapist has patients that have on-going and/or planned treatment plans, it will ask the clinic admin to select a therapist in the same clinic where the patients of the deleted therapist will be transferred to

• Delete all patients of the therapist being deleted that does not have on-going and/or planned treatment plans

  • Patient data is obfuscated and kept for research purposes

• Deletes all created content of the therapist being deleted

15

Patient List for Global Admin

As a global admin, I want to be able to see the list of all patients in the system so that I can use that data for research and data analytics

Notes

• Data table columns (in order)

  • ID - P#######

    • P - patient 

    • First 3 digits - institution id

    • Last 4 digits - patient id 

  • Age

  • Country

  • Region/State (From the clinic data)

  • Clinic

  • Region/State

  • Ongoing Treatment Status

Additional Improvements

• Global admin can access patient treatment plan history and details

16

Therapist List for Global Admin

As a global admin, I want to be able to see the list of all therapist in the system so that I can use that data for research and data analytics

Notes

• Data table columns (in order)

  • ID - T#######

    • T - patient 

    • First 3 digits - institution id

    • Last 4 digits - patient id 

  • Profession

  • Country

  • Region/State

  • Clinic

  • Total number of patients

  • Ongoing treatment plans

  • Ongoing treatment Limit

17

Services Management

As a global admin, I want to have a services management page so that I can access the list of services (exercises, education materials and questionnaires) and manage the global library content

Notes

• Only global admins can access this page

• Services management page has a tab selector to display list of:

  • Exercises

  • Education Materials

  • Questionnaires

• The active tab determines what content is created

18

Exercise List

As a global admin, I want to be able to list exercises so that I can manage them

Notes

• Clicking on the Exercise tab will display the list of exercises

• Exercises are displayed as cards

• Cards displayed per page is set as a multiple of 4, starting at 60 and increments by 60 up to 240

19

Exercise Creation/Editing

As a global admin, I want to be able to create exercise content/activities so that I can add them to the global library and therapist can assign them to patient treatment plans

Notes

• Multiple media can be uploaded

• Uploaded media can be reordered

• First media in the list is shown as the card thumbnail

• English version is created by default and other language translations can be added after creation

Additional Improvements

• Separated checkboxes to set default exercise sets and reps and to get pain level feedback

• When set default exercise sets and reps is checked user needs to input the values

20

Exercise Deletion

As a global admin, I want to be able to delete exercises, so that I can remove them from the global library

Notes

• Can only delete an exercise if it is not used in any ongoing treatment plan

21

Exercise Bulk Upload

As a global admin, I want to upload an exercise spreadsheet so that I can create exercise activity in bulk

Notes

• Exercise translations can be entered by creating a duplicate of the sheet and naming it as the language (using the language ISO code) that you want to translate to

• The first sheet needs to be named "en"

• The assumption is that the same exercises are in the same row and use the same column fields

• The upload will fail when an entry fails validation

Additional Improvements

• Bulk upload can be used to update existing exercises if the exercise id matches any existing records

22

Exercise Bulk Download

As a global admin, I want to be able to download exercises in bulk so that I can modify them on a spreadsheet and upload a copy to update them.

Notes

• The exercise downloaded is based on what is listed in the exercise list page

• User can filter the exercise list to also filter the exercises that they want to download

• Only one language, one set in the search and filter sidebar, can be downloaded

• The downloaded exercise data will contain the exercise id that is needed to update an exercise in the bulk exercise upload process

23

Exercise Cards

As a global admin, I want to display the exercise information as cards, so that I can visually display the important information easily

Notes

• Only the primary image is seen in the exercise card

• The exercise title will display a maximum of 3 lines

• Clicking on the cards will display full details about the exercise

• An edit and delete icons can be accessed from the cards

Additional Improvements

• The sets and reps information, if available, can be seen in the cards

24

Exercise Details

As a global admin, I want to display an expanded exercise card so that I can display more information about the activity

Notes

• Shows an media slider to view the other media added in the exercise

• Shows the additional information from extra fields added during exercise creation

25

Education Material Creation/Editing

As a global admin, I want to be able to create/edit education materials so that I can add/update them in the global library of education materials

Notes

• Maximum file attachment is 25MB

• File types that can be uploaded are PDF, Video, Image and Audio

• English version is created by default and other language translations can be added after creation

Additional Improvements

• For translations of education materials, users needs to upload a different version for the translated attachment

26

Education Material List

As a global admin, I want to be able to display the education materials as a data table list

Notes

• Data table columns (in order)

  • Title

  • File Type

  • Actions

• Action button

  • View

  • Edit

  • Delete

27

Education Material Deletion

As a global admin, I want to be able to delete an education material, so that I can remove them from the global library

Notes

• Can only delete an education material if it is not used in any ongoing treatment plan

28

Education Material Details

As a global admin, I want to display a detail view of an education material so that I can display more information about the activity

Notes

• The detail page displays the preview of the attachment

• The detail page has the link to download the attachment

29

Questionnaire Creation/Editing

As a global admin, I want to be able to create/edit questionnaires so that I can add/update them in the global library of questionnaires

Notes

• English version is created by default and other language translations can be added after creation

• Created/added questions can be reordered via drag and drop

30

Questionnaire List

As a global admin, I want to be able to display the questionnaires as a data table list

Notes

• Data table columns (in order)

  • Title/Description

  • Total number of questions

  • Actions

• Action button

  • View

  • Edit

  • Delete

31

Questionnaire Deletion

As a global admin, I want to be able to delete a questionnaire, so that I can remove them from the global library

Notes

• Can only delete a questionnaire  if it is not used in any ongoing treatment plan

32

Questionnaire Details

As a global admin, I want to display a detail view of a questionnaire so that I can display more information about the activity

Notes

• The detail view displays each question in a collapsible frame and can be expanded to see the question details

• The detail view will display any image add to a question

• Questions in the detail view is not answerable

33

Adding Questions to Questionnaire

As a global admin, I want to be able to create/edit questions so that I can add/update them in questionnaires

Notes

• Created/added questions can be reordered via drag and drop

• Question types:

  • Checkboxes

  • Multiple choice

  • Open-ended Free text

  • Open-ended Numbers only"

• Can copy an existing question to create a new question of the same type and content

• Images can be added to questions

34

Categories Management

As a global admin, I want to manage the Category of contents (Exercises, Questionnaires, Education Materials), so that I can view and list the categories easier

Notes

• Has 3 tabs for each activity type

• A category can be 3 levels deep, each level is displayed as a column in the categories table

• The category item in a column will display the number of their sub-categories and if has been used or not

• Categories in the same level can be search/filtered using the search field on top of the columns 

35

Create/Edit Category

As a Global Admin, I want to be able to create/edit categories so that I can add categories which I can use to differentiate contents

Notes

• English version is created by default and other language translations can be added after creation

• Can enter the next level sub-categories immediately during creation

36

Delete Category

As a global admin, I want to be able to delete categories so that I can remove them from the system

Notes

• Can only delete a category  if it is not used to categorize any activity

• The delete button is only active when the category is labelled "Not in use"

37

Settings - Country

As a global admin, I want to be able to add different countries that can use the system, so that when we deploy to system to that country they can be chosen when creating users in the system

Notes

• The therapist limit of the country can be set in this entity

• Countries can be added and chosen from a dropdown and automatically fills in the country ISO code and country code for phone numbers

  • We used this as reference for the list of countries https://restcountries.eu/rest/v2/all)

• Users can select the default language for the country

  • The list is based on the list of languages added in the system

38

Settings - Languages

As a global admin, I want to be able to add languages, so that I can add translations of the system in that language and add multi-language support

39

Settings - Translations

As a global admin, I want to have a settings page for translations so that I can enter the corresponding translations of the applications labels into different available languages of the system

Notes

• User needs to select which platform labels to display

  • Admin portal

  • Therapist portal

  • Patient app

• Languages added in the language settings will be displayed as columns and clicking on the edit link of each label allows to user to enter the translation

40

Settings - Terms and Conditions

As a global admin, I want to enter/update the terms and conditions for using the system, so that the I can get the therapist and patient to consent to agreeing to it

Notes

• English version is created by default and other language translations can be added after creation

• Content is in rich text format and can be styles accordingly

• The content is not live until it is published

• The newly published version replaces the current and will trigger a reconsent process when the user logs in again

41

Settings - Privacy Policy

As a global admin, I want to enter/update the privacy policy of the system, so that the I can get the therapist and patient to consent to agreeing to it

Notes

• English version is created by default and other language translations can be added after creation

• Content is in rich text format and can be styles accordingly

• The content is not live until it is published

• The newly published version replaces the current and will trigger a reconsent process when the user logs in again

42

Settings - System Limits

As a global admin, I want to set some of the limits of the system, so that the users does not abuse it

Notes

• Number of ongoing treatment per therapist - the maximum number of ongoing treatment plan that the therapist can have

• Pain threshold limit - when a patient records a pain level above this threshold, a notification flag will be displayed when the therapist view their patient list

• Therapist Content Limit - the maximum number of created/custom activities that the therapist can create

43

Settings - Static Pages

As a global admin, I want to be able to customize some certain static page contents, so that I can control what is being displayed in these pages

Notes

• The static content is determined by what platform it will be displayed and that content is it for

• Content is in rich text format and can be styles accordingly

• They can add a banner image to the static page

• About the App

  • Platform

    • Admin portal - displayed in the login page and users menu item

    • Therapist portal - displayed in the login page and users menu item

    • Patient app - displayed in the users menu item

  • URL path segment - "about-us" (must use this specific value)

• FAQ

  • Platform

    • Admin portal - displayed in the users menu item

    • Therapist portal - displayed in the users menu item

    • Patient app - displayed in the users menu item

  • URL path segment - "faq" (must use this specific value)

44

Settings - On boarding/tutorial pop-up

As a global admin, I want to be able to setup an on boarding/tutorial welcome screen on the therapist portal, so that it can be displayed when a therapist logs in and can guide them on the next steps to take.

Notes

• Content is in rich text format and can be styles accordingly

• The order of the page determines the order it will displayed on the pop-up

• The pages can be re-ordered via drag and drop

45

Dashboard

As a back-end admin, I want to view brief information about admins, therapists, patients and treatments

Notes

• There are two main information visual aids in the dashboard 1) information cards and 2) charts

• Global Admin

  • Cards

    • Total number of Global Admins

    • Total number of Country Admins

    • Total number of Clinic Admins

    • Total number of Therapists

  • Charts

    • Map with marker of each country added in the system

    • Bar graph clinic admin per country

    • Bar graph therapist per country

    • Total number of patients by gender per country

    • Total number of patients by age (range per 10) per country

    • Total number of treatment plans by gender per country

    • Total number of treatment plans by age (range per 10)

    • Total number of on-going treatment plans by gender per country

    • Total number of on-going treatment plans by age (range per 10)

• Country Admin

  • Cards

    • Total number of Clinic Admins

    • Total number of Therapists / Therapist Country Limit

  • Charts

    • Bar graph therapist per clinic

    • Total number of patients by gender per clinic

    • Total number of patients by age (range per 10) per clinic

    • Total number of on-going treatment plan by gender per clinic

    • Total number of on-going treatment plan by age (range per 10)

• Clinic Admin

  • Cards

    • Total number of Therapists / Therapist Clinic Limit

    • Total number of Patients

    • Total number of On-going Treatment Plans