OpenTeleRehab Therapist Portal User Manual

This document lists down the features of the Therapist Portal and instructions on how to access and process them.

Login

First Time Login

After the user receives the account creation notification email and clicks on the link provided in the email, it will launch a page that will ask the user to review and accept the Terms and Conditions and Privacy Policy of the app and then set their password.

After successfully setting up your password, you will be redirected to the Dashboard.

Successive Login

After initial password setup, successive login will load the regular login page.

User Profile and Settings

The user can edit their profile and personal settings by clicking on their names on the top-right corner and clicking on User Profile.

This will open the user's Profile Information and the user can edit and update their information and language preference.

Clicking on the Password tab will switch to the password update panel and allow the user to change/reset their password.

To save any updated information, click on the Save button or click on the Cancel button to cancel and go back to the previous page.

Dashboard

After a successful login into the Therapist Portal, the user will land on the Dashboard page. The dashboard displays different quick information about the system for the user.

The information is presented in the following format:

Information Cards - These cards show quick information about the system like the total number of patients and ongoing treatment plans.

Collapsible Boxes - These boxes will display information as pie charts. The boxes can be clicked on top to show/hide the information

Therapist Portal Dashboard 

The Therapist Portal dashboard displays the following information:

• Information Cards

  • Total number of Patients

  • Total number of Ongoing Treatment Plans

• Collapsible Boxes

  • Total number of patients by gender - Pie Chart

  • Total number of patients by age (range per 10) - Pie Chart

  • Total number of the ongoing treatment plan by gender - Pie Chart

  • Total number of the ongoing treatment plan by age (range per 10) - Pie Chart

Patients Page

Clicking on the Patients menu will display a page that lists the patient's users managed by the therapist.

Therapists can quickly search and filter the list of patients by entering a text on the search bar and/or filter search fields. They can view the filter search fields by clicking on the Filter button.

Users can hide the other columns in the list by clicking on the Columns button.

Creating Patient Accounts

The therapist can create new patient accounts by clicking on the + New Patient button to launch the Create New Patient pop-up.

The pop-up will have the following information:

• Mobile number - This is the primary identifier of the patient account, multiple patients cannot share the same mobile phone number.

• Country - By default, this will be the same as the country of the clinic where the therapist belongs to. This cannot be changed.

• Clinic - By default, this will be the same clinic where the therapist belongs to. This cannot be changed.

• Gender - The patient’s gender (e.g. Male, Female, Other)

• Date of Birth - The patient’s date of birth. The age will automatically be displayed at the bottom.

• Last Name - The patient’s family name or surname.

• First Name - The patient’s given name.

• Supplementary therapist - The supplementary therapist of a patient.

• Note - note

The therapist can view the patient’s treatment history and treatment details by clicking on the patient row to open the Patient Treatment History page.

Click on the row of a treatment plan on the list to view the Treatment Plan Details page.

Creating a Treatment Plan

To create a Treatment Plan for a patient, click on the + Create Treatment Plan button on the Patient Treatment History page.

This will open the Create New Treatment Plan page. This page is composed of three sections: 1) Patient Information, 2) Diagnostic Information, and 3) Activity Planning.

The Patient Information section displays the patient’s name, mobile number, date of birth and country. It also has buttons to quickly call and/or message the patient.

The therapist can also quickly edit the patient’s information, deactivate their account, or delete their account by clicking the Actions button and selecting the appropriate action from the menu.

The Diagnostic Information section displays the diagnostic name, diagnostic description, patient’s name, start date of the treatment plan, and patient’s goals for the treatment plan. The therapist needs to fill in the following information:

• Diagnostic - Name of the treatment plan

• Additional description - Short description of the treatment plan

• Start date - When the treatment plan will start. An end date will depend on the day of the last assigned activity.

• Treatment goals - A maximum of four goals that the therapist can assign to the patient. A goal can be daily or weekly

• International classification of diseases - List of diseases that therapists can choose for this treatment plan

Treatment plan goals can be added by clicking on the ⊕ Add More Goal link to open the New Treatment Goal pop-up.

The therapist needs to enter the following information on the pop-up:

• Frequency - Can choose from daily or weekly. If daily, a goal feedback activity will be created for all days in the treatment plan that has an exercise, education material, or questionnaire activity. If weekly, a goal feedback activity will be created for the last day of the week in the treatment plan that has an exercise, education material, or questionnaire activity.

• Title - Descriptive title of the treatment goal.

The Activity Planning section shows the activities that the therapist has added to the treatment plan.

By default, a new treatment plan will show at least a one week plan and the therapist can add more weeks. Each week will have seven days where the therapist can add activities.

To add another week click on the ⊕ after the Week 1 button.

To add activities, click on the ⊕ buttons under the respective day columns to open the Select Activities to Add pop-up. The pop-up allows the therapist to select from Exercises, Education Materials, Questionnaires and Treatment Plan Presets and add them to the day.

The therapist can filter the activity lists by entering a search text, selecting a matching language and/or selecting matching categories in the Search and Filter sidebar. The list will automatically update as soon as the user enters or selects information from the sidebar.

When an activity is selected, it will be added to the right sidebar drawer. You can remove activities on the drawer by clicking on the ⓧ button on the corner of the activity cards.

To add the selected activities, click on the Add to day button.

Revising Target Sets and Reps and Additional Information for the Exercise

When an exercise is added to the treatment plan, the therapist can change the default set and reps target values by clicking on the exercise card and entering the new value on the exercise detail pop-up.

Therapists can also add some Additional Information to exercises added in the treatment plan.

Editing an Existing Treatment Plan

The therapist can edit an existing treatment plan by clicking on the row of the plan in the  Patient Treatment History page to open its Treatment Plan Details page. On the treatment plan details page, click on the Edit Treatment Plan button to open Edit Treatment Plan page. Follow the same instructions above on Creating a Treatment Plan to edit the treatment plan.

Monitoring a Patient’s Treatment Plan

Therapists can monitor the patient's progress on their treatment plan by opening the treatment plan details by clicking on the treatment plan in the patient’s treatment history list.

The treatment details page have 4 tabs: Activities, Adherence, Questionnaires, and Goals Tracking

Activities

The Activities tab displays all activities of the treatment plan. The user can toggle between weeks and also click on the activity cards to see their details.

Adherence

The Adherence tab displays the patient's exercise pain level and sets and reps completion feedback.

The graph shows the exercise completion percentage as bar graphs and the patient’s feedback on each goal.

On the y-axis shows the satisfaction rating and the x-axis are the days/weeks that the rating was given.

Library Page

Clicking on the Library menu will display a page that lists the global library of different activities that a therapist can assign to their patients. There are four tabs that list the different activities that the therapist can view 1) Exercises, 2) Education Materials, 3) Questionnaires, and 4) Preset Treatments. The list will also include activities that were created by the logged-in therapist user.

Exercises

Get the list of existing Exercises by clicking on the Exercises tab on the Library page. The exercises are displayed as cards that show the following:

• An animated image of the exercise action

• The name of the exercise

• Target sets and reps that the patient needs to complete

• A favorite icon to mark exercises as favorite

• A select checkbox to add the exercise to the list of activities to be added to a treatment plan

• If the exercise is created by the therapist, an owned content marker will be displayed before the exercise title and have the button to delete the exercise.

Double-clicking on the card will show all details of the exercise. It will display any additional information about the exercise. On the card details pop-up, the therapist can create a copy of the exercise. If the exercise is created by the therapist, it will have the button to edit the exercise.

Creating an Exercise

To create a new exercise, click on the + New Content button while the active tab is Exercise, to open the Add New Exercise page.

On the Add New Exercise page, will have the following information:

• Select the Upload single exercise radio button

• A MEDIA section to display the uploaded image/video to the exercise

• An Upload Image button - Opens a file browser pop-up to select the image to upload. Users can select multiple images.

• Showing language version - This displays the language of the exercise. If this is a new exercise, it will always show English by default to create the initial exercise in the default language.

• Title - The title/name of the exercise

• CATEGORIES section - composed of collapsible boxes, one box for each main category.

  • A category box will show a tree view of sub-categories that the user can select to categorize the exercise

• Additional Information - Users can add more information fields by clicking on the + Add more field link. Each additional information will require the users to enter a Label and Value field.

• Set default exercise sets and reps - The therapist can set default sets and reps of the exercise

• Get pain level feedback - The therapist can check this to get the pain level feedback from the patient

Search and Filter

Users can filter the exercise list by entering a search text, selecting a matching language, and/or selecting matching categories in the Search and Filter sidebar. The list will automatically update as soon as the user enters or selects information from the sidebar.

Education Materials

Get the list of existing Education Materials by clicking on the Education Materials tab on the Library page.

Users can view the details of the education material by clicking on the card that will display a pop-up containing the details. The user can quickly preview and download the attachments in the pop-up.

Creating Education Materials

To create a new education material, click on the + New Content button while the active tab is Education Materials, to open the Add New Education Material page.

The Add New Education Material page will have the following information:

• Showing language version - This displays the language of the education material. If this is a new education material, it will always show English by default to create the initial education material in the default language.

• Title - The title/name of the educational material

• Upload file - Upload the document/file that will be attached to the educational material content.

  • The attachment can be a PDF, image, or video file.

• CATEGORIES section - composed of collapsible boxes, one box for each main category.

  • A category box will show a tree view of sub-categories that the user can select to categorize the exercise

Search and Filter

Users can filter the education material list by entering a search text, selecting a matching language, and/or selecting matching categories in the Search and Filter sidebar. The list will automatically update as soon as the user enters or selects information from the sidebar.

Questionnaires

Get the list of existing Questionnaires by clicking on the Questionnaires tab on the Library page.

Users can view the details of the questionnaire by clicking on the card that will display a pop-up containing the details. Each question in the questionnaire is in its own collapsible box.

Creating Questionnaires

To create a new questionnaire, click on the + New Questionnaire button while the active tab is Questionnaires, to open the Add New Questionnaire page.

The Add New Questionnaire page will have the following information:

• Title - The title/name of the questionnaire

• Showing language version - This displays the language of the questionnaire. If this is a new questionnaire, it will always show English by default to create the initial questionnaire in the default language.

• Description - A short description of the questionnaire. Users can also add general instructions of the questionnaire in this field.

• CATEGORIES section - composed of collapsible boxes, one box for each main category.

  • A category box will show a tree view of sub-categories that the user can select to categorize the exercise

• QUESTIONS section - composed of collapsible boxes, one box for each question

  • A questionnaire has at least one question

  • Another question box by clicking on the ⊕ New Question link.

Question Box

Users enter the details of a question on the collapsible question box. The box has the following information:

• Enter title - The question text

• Upload image - Users can upload an image that can supplement the question

• Question type - A dropdown selection of either of the following:

  • Checkboxes - Users can select multiple answers from the options presented

  •  Multiple choice - Users can select one answer from the options presented

  • Open-ended free text - Users can enter a text based answer to the question

  • Open-ended numbers only - Users can enter a numeric answer to the question

Search and Filter

Users can filter the questionnaire list by entering a search text, selecting a matching language, and/or selecting matching categories in the Search and Filter sidebar. The list will automatically update as soon as the user enters or selects information from the sidebar.

Preset Treatments

Users can create treatment plan preset templates that can be reused and assigned to multiple patients. Preset templates can also be used to supplement new or existing treatment plans.

Get the list of existing Preset Templates by clicking on the Preset Templates tab on the Library page.

Users can view the details of the Preset Treatment by clicking on the row of the item that they want to view. And they can edit them by clicking on the Actions button and selecting Edit from the menu. They can get back to the list of Preset Treatments by clicking on the Back to Treatment Presets button.

To edit the Preset Treatment follow the same instructions on creating a treatment plan.

Search and Filter

Users can filter the preset treatment list by entering a search text on the search bar and/or filter search fields. They can view the filter search fields by clicking on the Filter button.

Appointments Page

Clicking on the Appointments menu will display a page that shows a calendar and a list of appointments of the therapist. Users can list their appointments by clicking on the date in the calendar. The list of appointments will be displayed on the right-side panel.

Users can navigate to past and future appointments by clicking the left and right arrow buttons on top of the calendar. They can also quickly go back to the current date by clicking the Today button.

Adding Appointments

The user can add new appointments by clicking on the Add Appointment button to open the Add Appointment pop-up.

The pop-up will have the following information:

• Patient - A dropdown selection of the user’s patients

• Date - The user can select the date of the appointment

• From/To - Start and end time of the appointment. The time can be increased/decreased in 15 minutes increments

• Note - A text field to enter additional notes for the appointment

Appointments Requested by Patients

Patients can request appointments to their therapist using their mobile app. These requested appointments will be added to the appointment list and the therapist can accept or decline the appointment as they see fit.

To decline an appointment, the therapist needs to click the decline button.

Unaccepted or declined appointments will be displayed as:

Chats and Calls Page

Clicking on the Chat/Call menu will display a page that shows a chat and call page. The page displays a patient contact list on the left panel and the message history panel on the right,

Patients that are currently online will have a green icon on the contact list and the total number of online patients will be displayed next to the “Chat” label on top of the contact list.

Starting a Chat Conversation

To start a chat conversation, select the patient you want to message from the contact list and enter your message in the message box at the bottom of the message panel. To send the message, you can press Enter.

Users can also send photo and/or video attachments to their messages by clicking on the Attach file button and choosing the file you want to attach, The attachment can be seen in the message history panel and can be clicked to expand the view and also allow the option to download the attachment,

Starting an Audio/Video Call Conversation

To start an audio call, select the patient you want to call from the contact list and click the phone icon on the top of the message history panel. If you want to have a video call, click on the video icon instead. This will launch the audio/video call screen and you will need to wait for the other party to answer the call.

Users can mute their microphone, turn on/off their camera and end the call using the appropriate buttons on the screen.