Guardian Administration Guide
Guardian's Administration tools can be accessed via the Admin button located at the top right of the Guardian Athena desktop application. Access to each of these options is restricted to users with Administration rights to the system. Clicking on this button will display the following options:Staff Administration
The staff administration tool enables you to add individual accounts, manage passwords, assign security access roles and level, enrol finger-print authentication, create group membership accounts and deactivate accounts.
Passwords (non Active Directory users)
A password can be set either for, or by the user. If the user is present during account creation, they may enter their own password as part of the process. Should the account be created on the user’s behalf, without their attendance, then the system administrator may set a password of their choosing and tick the ‘Force user to change this password on first use’ option. This will require the user to change the password during their next use of either Guardian Bedside or Guardian Desktop/Athena.
Fingerprint Enrolment
K2 use biometric fingerprint readers as a quicker alternative to password authentication. If the user is present during account creation, they may enrol their fingerprint during the process. Should the user not be present at account creation, fingerprint enrolment can be achieved at the bedside Portal, or at another compatible hospital device. To enrol a fingerprint the user will be required to place their finger flatly on the reader several times to enable a clear image to be mapped/created.
PLEASE NOTE: No images are taken of a user’s finger, nor are they stored or transmitted. A simple reference point map is stored within the database, which would not, under any circumstances, allow for recreation of a user’s fingerprint.
Security Access Levels (non Active Directory users)
Security Access Levels will determine the areas of Guardian (and Athena, where applicable) that users will be permitted to view:
- Non-clinical (Neither Clinical or Administrator selected) – Basic booking functionality, this access is appropriate for those using Athena’s Antenatal Booking Module or non -clinical administrative staff.
- Clinical – Provides the ability to view and record within the all the woman’s notes and data collection screens within Guardian Desktop/Athena.
- Administrator – The same access as Clinical with the addition of the Admin functionality menu within “Archive”, which includes data correction and pregnancy merging tools.
Security Roles
webConnect – Enables access to an online version of GuardianDesktop. This facilitates remote access for clinicians out of locale. Not all sites use this functionality.
Editing Users (non Active Directory users)
Administrators can edit any account regarding; name changes, group membership, access levels or password.
Bulk Deactivation (non Active Directory users)
Administrators can deactivate all inactive users en masse by using the [Deactivate Users] button. To cancel a bulk deactivation, select the ‘Undo’ tab.
Active Directory User Synchronisation
Active directory groups will have already been configured prior to system go-live. Administrators can manually synchronise new Active Directory users to Guardian by selecting the [Active Directory Synchronisation] button in the left hand panel (synchronisation is also automatically scheduled every 6 hours).
Password Policies (non Active Directory users)
K2 System administrators have full control of password policy enforcement for user accounts created within Guardian. This enables greater customisation of password security. Administrators can:
- Restrict password history
- Set a minimum password length.
- Set a minimum number of numbers required within the password.
- Set a minimum number of symbols to use.
- Set a minimum number of uppercase letters.
Administrators can also specify the frequency of when all user passwords must be changed. This can either be disabled or set to require a change every 6 weeks or 90 days.
Ward Editor
Admission locations used in Guardian can be managed from the ‘Admin’ button menu.
Add Wards
New wards can be added to the system. The “Site” field determines where the ward is visible and the “Ward Type” will determine the management options available to the user, when used in conjunction with Athena.
Add Beds
Once wards have been created, an administrator can begin to add ‘beds’. These ‘beds’ are the rooms/locations that users will admit patients to via Guardian Bedside or via Guardian Desktop/Athena.
Activate/Deactivate Wards/Beds
Any ‘Ward’ or ‘Bed’ may be deactivated, or reactivated, as necessary. Any deactivated rooms will not be available for selection via the admission screens and will only be visible in the ward editor when the ‘Show: All’ option has been selected. When using the ‘Show: All’ view, deactivated wards and beds are visible but are greyed-out to indicate their inactivity.
Change Bed Order
The order of which the ‘Beds’ are displayed can be changed by moving them in the list display using the corresponding buttons.
CTG Annotations
Guardian Bedside can contain several pre-populated annotations, grouped into categories. These are designed to save users time when documenting frequently used annotations. System administrators can configure pre-populated notes via the ‘CTG Annotations’ button.
IMPORTANT: Never enter information via free text or pre-defined notes that could be collected within an ‘Action’ Tab. Dataset reports and auditing could be greatly compromised if not using the correct data entry points.
Add Group of Notes
New groups of notes can be added for selection, for example:
Add an Annotation
Once the desired group has been selected, the ‘Annotation Editor’ dialogue will launch enabling administrators to specify the title and text of the note. Once authenticated, the new annotation will be displayed under the specified group heading.
Show on CTG
Administrators may specify whether a ‘Note’ marker is displayed on the CTG trace when the annotation has been completed.
Activate/ Deactivate Annotations/ Groups
Annotations may be hidden from view, either by group, or individually, by using the ‘Deactivate’ buttons. When deactivating a group, all annotations within that group will be deactivated. When re-activating a group, all annotations will remain inactive and will require activating individually. Deactivated groups and annotations will be displayed with a greyed-out icon, immediately indicating their inactive status. These will not be visible at all within the system, unless using the ‘Show: All’ filtering option.
Re-order Annotations
Both groups and individual annotation displays can be re-ordered. Annotations cannot be moved between groups (These must be deactivated and added to another group as a new annotation). All annotations and groups are coloured blue with an icon displayed next to each. When clicking and dragging any row by this icon, the selected item will move and will be highlighted in yellow.
Audit Logs
Application Audit
The Application Audit shows all machines running Guardian Bedside and Guardian Desktop, including the last date used, software and clinical model version numbers.
Offline Audit
The Offline Audit displays all pregnancy records that have been exported for offline working (using K2 Athena), including those that have been taken offline and then removed from the offline briefcase without synchronisation.
Services Audit
The Services Audit displays a list of all interfaces and services supporting Guardian.
Software Audit
The Software Audit provides a list of all versions of Guardian that have been uploaded to the current database, as Guardian is deployed to bedside Portals remotely.
Staff Logon Audit
Displays a history of all authentications recorded via Guardian Bedside and Guardian Desktop/Athena. The machine used, as well as method of authentication is also displayed here.
Error Log Audit
Shows a history of all errors that have occurred within Guardian Bedside and Guardian Desktop/Athena, whether visible or otherwise. This will display errors with both the model and the software.
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