Using GenieWeb

Once you have configured GenieWeb you can then start to access the great range of features from your chosen device. To access GenieWeb from your device, please follow the steps below.

Start by navigating to File > Maintenance and Reports > General on a Client machine. Select GenieWeb > Open GenieWeb to generate the URL you will use to access the GenieWeb log in page.Copy this URL and open it in a browser on the device you will be accessing GenieWeb from. You may like to save this web address as a bookmark on this device to save you time in the future when you want to access GenieWeb.

You should ensure that when you view the GenieWeb Control Window below, you configure the settings relevant to you: 

• Inactivity timeout is a security measure to determine the number of minutes GenieWeb can be idle before you get automatically logged out 
• Return records for _ days forward and _ days back dictates the number of appointment days to display records for before and after today’s date 
• Return up to _ records at a time determines how many records to display in the various lists in GenieWeb. This helps control the speed of loading, as if there is an inordinate number of records to display, this will significantly slow down page loading times 

Please keep in mind that if you have multiple GenieWeb users, these settings will affect every user. You can also use this window to check whether the necessary servers are accessible. 

GenieWeb looks quite different to the desktop Genie Client application you are used to, even down to the login screen.

By default, on logging into GenieWeb, you will arrive at the Appointments list which displays the currently logged in user’s appointments that fall within the range of days indicated in the GenieWeb Settings window. 

However if you have Open Patients List at Startup ticked in your User Preferences (File > User Preferences), it will open to the Patients list by default instead.

The three main areas of GenieWeb are Appointments, Patients, and Tasks. Their icons look like this:

There are three other sections (Address Book, Review Correspondence, and Pathology & Radiology) which you can access from the  (menu) icon.

There are several icons at the top of the window. These will behave differently depending on which section you are currently clicked into. These function as follows:

 The Logout icon will return you to the login window or will close the window if you are in a drop-down window

 The Search icon is used to search for records in the current window (e.g. appointments in Appointments, patients in Patients)

 The Home icon is only active in the Appointments window and will jump to today's appointments

 The Add icon is used to add records in the current window

 The Mode indicator icon will display the icon of the mode you are currently using (ie. Patients)

 The Back icon will return you to the previous window

When opening an individual record (such as an appointment), you will also be presented with a Save and a Cancel button. If you were just looking, press Cancel. If you would like to retain changes you have made, click Save.

Each appointment in the Appointments window will display the time, appointment type, and patient's name. The appointments will start at today’s date, and if you wish to look at appointments on other days, you may need to scroll though the list. 

You can open the patient’s clinical window by clicking on the  icon. If you click anywhere else on the appointment cell, you will open the appointment record where you can edit the details of the appointment. Bear in mind that you will not be able to create new appointments or delete existing appointments, but you will be able to view or edit existing ones.  

The Name, Date, and Time fields are highlighted in yellow to indicate that these are mandatory fields that must be filled in to save the record. Grey fields such as Pt Phone# are read-only fields, so you will not be able to alter these. Type, Room, and Invoice have either bold or an ellipsis (…) in them to indicate that these are drop-down fields.  

When the drop-down selection is visible, the greyed out option is the currently selected option.

In drop-down windows like these, the icon will only close the drop-down menu—not log you out of GenieWeb. 

In the Invoice area, you can select multiple item numbers to invoice, which will then appear in the field, separated by a comma. You must add these one at a time, so after you have selected the first item number, you will need to click on the invoice drop-down again to select the subsequent item number.

Information entered in the GenieWeb Client is updated immediately in your live database, meaning users on your Genie network can view your changes as soon as they have been made. You can utilise this feature by typing quick messages in the Notes field, which will appear in the Notes column of the Appointment Book in the desktop version of Genie Client.

The patients displayed in the Patients window are all patients with appointments booked for the currently logged in user. Records are sub-divided by the first letter of the patient's surname.

Clicking on a patient's name opens the Clinical list, which has further options for displaying demographic and clinical information. Each of these options in the Clinical list will open records that you can interact with.

The degree to which you can add and alter the information in each section differs:  

• Allergies: Records can be added, but existing records cannot be modified 
• Consults: Records may be added and existing records may be altered. Alteration can only be performed by way of appending notes to the Treatment field, similar to the way consult records may currently be appended in Genie. If you use macros in Genie Client, these will be available for use within the History, Examination, Treatment and Diagnosis fields
• Outgoing Letters: Existing records can be viewed and edited. The Reviewed, Flagged, and Reply Received check-boxes are also available 
• Procedures: Records can be added and existing records can be altered. The macros you use in desktop Genie Client will be available for use with the Pre-op, Findings, Technique, and Post-op fields. Use the button to pre-populate the procedure record with information from templates you have created through the Procedure window in the desktop version of Genie 
• Antenatal Visits: Records can be added and existing records can be altered 
• Notes: Records can be added and existing records can be altered 

Note: If you are using ICD10 coding, entering an anaesthetic will not link the corresponding ICD10 code as it would in desktop Genie. You must enter the anaesthetic using Genie Client or Genie Solo. An anaesthetic can be added to a record via Genie Client after it has been created from a GenieWeb client, which will provide the linking. 

The read-only Clinical areas of GenieWeb do not offer the  button. These include: 

• Current Problems 
• Pathology & Radiology 
• Past History 
• Prescriptions 
• Obstetric History 

Clicking on the Demographics  option in the Clinical list will open the patient's Demographics window. This window includes the basic fields from the patient's demographic record.

If you would like to modify more in-depth information, such as WorkCover claims and referrals, you will need to do this through the desktop version of Genie Client.

The Scratchpad  field from the patient's Clinical window (you may be familiar with this from the desktop version of Genie Client) is included in the demographics window in GenieWeb. To use this feature, enter a note in the Scratchpad  in GenieWeb Client and click on the Save button. 

This note will appear in red in the Scratchpad field in the patient’s Clinical window in Genie Client: 

Some of the other fields in the GenieWeb Demographics window are accompanied by buttons for additional features that aren’t available in the desktop version of Genie: 

• Clicking on the icon opens the patient’s address in Google Maps via a web browser or in your device’s default map application 
• Clicking on the  icon calls the displayed phone number. This option will only be available if the device you are using to access GenieWeb is able to make phone calls (such as a smart phone) 
• Clicking on the   icon composes an email to the displayed email address 

 To return to the Clinical list, click the  icon. 

When you click on  only the tasks addressed to the currently logged in user to GenieWeb will appear. In this window you will see the title of the task, sent date, and the user who sent the task. 

Click on the task to open the editing task window where you can make changes to the task and view further details about it.

The yellow fields (‘Task’ and ‘For’) are mandatory, so you must enter this information before you can save the task. The greyed out fields (Creator, Completed on…, Patient, and Pt Phone #) are read-only fields. You can only attach patients to tasks through the desktop Genie Client. You can use the icon next to the Patient’s name field in the task to open their Clinical window. 

Tasks that have been ticked as Urgent will appear in the Tasks window with a symbol. Tasks are automatically marked as read when they are opened and will appear with a symbol next to their title in the Tasks window. If you do not wish the task to be marked as read, on opening a task, click the Cancel button instead of Save. 

If you mark the task as Completed, the  Completed on... field will change from 00/00/0000 to today's date. Once you press the Save button the task will disappear from your task list. This task will only be visible in Genie Client when the Show All Tasks option is selected. 

You can access the Address Book by clicking the  icon and clicking on Address Book.

You will be presented with your full Address Book as an alphabetical, scrollable list. You will be able to see the providers’ names, suburb, and specialty. From here you can add new records or edit existing ones. 

If your Address Book has a large number of records and depending on how many records you have set to load in the GenieWeb Configuration window in Genie Client, you may see an option to ‘Load more records’ when you scroll down. You can click on this to continue expanding your selection of records. Use the  icon in the top right hand corner of the Address Book list to search for a particular provider. 

Once you have located the record, you can open, view, and edit its details. The Surname field, which is yellow, is the only mandatory field for you to fill in before you can save the record. The Full Name field is read-only. Once you have entered information into the Title, First Name, and Surname fields, then you have saved the record, closed out of it, and reopened it, you will see the Full Name field will be filled in.

Fields like Specialist and Category that have bold text in them offer dropdown menus. Click on these to select the appropriate options. Your current selection from this list will appear grey in the dropdown.  

Similar to the patient Demographic window, some of the other fields in the editing Address Book window are accompanied by buttons for additional features that aren’t available in the desktop version of Genie: 

• Clicking on the icon opens the provider’s address in Google Maps via a web browser or in your device’s default map application 
• Clicking on the icon calls the displayed phone number. This option will only be available if the device you are using to access GenieWeb is able to make phone calls 
• Clicking on theicon composes an email to the displayed email address 

You can access the Review Correspondence window through clicking the  icon and clicking on Review Correspondence:

This will open a list of outgoing letters that are yet to be reviewed by your user.

Simply click on one of these letters to view and edit it. A basic version of the letter will appear so that you can edit the text of the letter. The fields Addressee, Date, and Creator are greyed out as these are read-only. If you wish to make changes to the letter, click in the area you wish to change and begin typing. Once you have edited the letter, you can mark it as having been reviewed using the Reviewed checkbox. You can also flag the letter or mark it as Reply Received using the appropriate check box.  

The letter editing pane by default is maximised to enable you to view the whole letter, so you may choose to scroll or adjust the viewing pane by clicking on and dragging the  icon in the bottom right hand corner of the pane until it is a size that suits your device.  

After making any changes necessary to the letter, ensure you check the ‘Reviewed’ box and click Save.

You can access the Pathology & Radiology window through clicking the  icon and clicking on Pathology & Radiology:

The Pathology & Radiology window will list all unlinked results for all providers.

Click on a result to open the record. The result itself will preview in the viewing pane at the bottom of the window. Please note that PDF format results will not preview as this file type is not supported in GenieWeb. Most of the fields you see below are greyed out as they are read-only. The patient field is mandatory and you will not be able to mark the record as linked until it is linked to a patient. 

To link the result to the correct patient, click the  icon. You will be presented with the following linking window:

This window will display the patient(s) that most closely match(es) the information in the result based on Name, DOB, and Medicare details. 

Once you have located the correct patient, select their name which will return you to the result file, where the patient’s name will have a green background. The ‘Linked By’ field will also now contain your username.

Any results that you link in GenieWeb become added to the Investigations Action List. The message field is editable so that you can use this to write actions to take for the result. To use this function, click the  icon next to the message field. This will produce a list of action messages you have saved in Genie for you to choose from. 

If you do not select a message, by default the action list will display a message of ‘Linked Via GenieWeb’ for results you have linked in GenieWeb. 

Once you have linked a result to a patient, a Task button will become available at the bottom of the window. You can choose to simply click  which will link the result to the patient’s clinical window without creating a task. Alternatively, you can send a task to the provider who ordered the test by clicking on . 

Clicking on the Send button in the task window will send the task and link the result to the patient’s clinical window. 

Linked results will disappear from the Pathology & Radiology window. 

Below are some example scenarios of issues you may encounter when using GenieWeb and how to address these. 

Blank password

Although it is not advisable, it is possible to set blank passwords in Genie. However, for GenieWeb you are required to have a password and for it to meet the complexity requirements outlined in our Configuring GenieWeb article. So if you receive the message below, you will need to access Genie Client and navigate to the log in window to highlight your username and click Set Password. You will also need to ensure that the GenieWeb user? checkbox is ticked. 

Session is no longer valid

You may find from time to time you receive the message below: 

This appears because GenieWeb has been inactive for longer than your settings for Inactivity Timeout in File > Maintenance and Reports > GenieWeb allow. If you find that this consistently appears for you, you may consider extending this timeout setting. Regarding the message, if you click OK you will be returned to the GenieWeb log in page where you will simply need to enter your log in credentials and log back in. 

Suddenly returned to the log in window 

If you’ve been using GenieWeb and all of a sudden you are right back at the log in window, this is because another user has just logged into your login on a separate GenieWeb session. This may also occur if your username is identical or another user’s who uses GenieWeb. We recommend that all staff have their own usernames for security reasons. 

Can’t find the answer you are looking for? You may also like to refer to the Troubleshooting section of the GenieWeb Configuration article.