Zed Orders Dashboard

for Radiology Staff

Table of Contents
Zed Orders Module................................................................................................................4
Studies Screen .......................................................................................................................5
Filtering and Sorting Studies......................................................................................................... 5
Icons on the Studies Page ............................................................................................................. 5
Study Status on the Studies Page ................................................................................................. 6
Study Actions................................................................................................................................ 6
RIS Screen..............................................................................................................................7
RIS Screen Actions ........................................................................................................................ 8
Zed RIS Workflow ................................................................................................................10
Creating an Order ....................................................................................................................... 11
Match Existing Order .................................................................................................................. 11
Reporting Statuses in Zed RIS ..................................................................................................... 12
Editing Reports ........................................................................................................................... 13
The Reporting Screen ........................................................................................................................... 13
Deauthorising a Report .............................................................................................................. 15
Reports Page .......................................................................................................................16
Manage Screen ...................................................................................................................17
Manage Radiologist .................................................................................................................... 17
Manage Templates ..................................................................................................................... 18
Understanding the Create Template Screen .......................................................................................... 19
Manage Organisations................................................................................................................ 20
Manage Sites .............................................................................................................................. 20

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Version History

Review Date Why Who

05/12/2019 Created Sam
27/07/2020 Reviewed & updated Sam

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Zed Orders Module
The Zed Orders module, sometimes called Zed RIS, allows radiology practices to accept a
DICOM feed of images into Zed Link, and provides basic reporting function.

A number of key pages make up the module:

• Studies Screen – a list of patient studies representing imaging encounters with the
patient, in chronological order. When images are acquired from PACS or the
modality, the study will be displayed on the Studies screen.
• Orders Screen – a list of imaging requests. When an order is created, it is listed on
the Orders screen. Orders must be matched with a study to allow reporting.
• Reports Screen – a list or reports, in varying statuses, at your practice. The list is
filtered to show only reports for the current user

When the images are received in Zed, they are displayed on the Studies page. On the
Studies page the RIS Actions button presents two options:
• Create Order
• Match Existing Order

The reporting workflow is started when the images are matched to an order.

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Studies Screen
When you sign in to Zed Link, the Studies page is displayed by default. This shows a list of
patient studies representing imaging encounters with the patient, in chronological order.
There will be a separate row for each study, even if they are for the same patient.

By default, only 10 studies are displayed per page. You can increase the number of studies
per page by selecting a value form the Page Size drop down list. You can also browse the
pages by using the navigation buttons at the bottom of the page.

Filtering and Sorting Studies

Quick search tools are provided at the top of the page. These allow you to locate studies of
interest based on search criteria provided. Frequently performed searches can be saved for
use at a later time.

You can locate a study by searching by:

• Patient Name – to find all studies for a patient name of interest
• Patient ID – to find all studies for a patient ID of interest
• Accession No. – to find the single study of interest
• Description – to find all studies containing a specific word in the study description
• Study Date From and Study Date To – to find studies within a specific date range
• Modality – you can restrict the list to specific modalities

Icons on the Studies Page

For the selected patient, a number of options exist to allow viewing of images, reports, and
so on. A number of icons are used to provide additional information, as described below.

indicates a report for the selected study is available

indicates attachments are available for viewing

indicates there are related studies for the patient
indicates the study was imported or uploaded by the patient or from CD

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Study Status on the Studies Page
All studies on the Studies Page, have a status indicator to the right. These describe progress
in transferring the images from PACS to Zed Link. Statuses include:
• Online (green circle) – images are available in Zed and ready for immediate viewing
using Zed’s zero-footprint, HTML5 DICOM viewer
• Pending (yellow circle) – images are being retrieved from your main archive, and will
be ready for viewing shortly
• Offline (red circle) – images are not currently available for viewing online. Requests
to view these studies will produce a query-retrieve call to PACS.

Study Actions

The studies page provides a number of functions that radiology staff will perform routinely.

Click this button To perform this action

Load the images for the selected study in Zed’s zero-footprint

viewer. The viewer provides basic image manipulation tools.

Display the report for the selected study. This button will only
be enabled if a report exists.

Displays the Upload Report Attachments screen, allowing

users to drag & drop a report attachment. Supports JPG, JPEG,
PNG and PDF files. Files must not exceed 500 MB each.

Displays the Attachments screen. From here, existing

attachments can be viewed, and additional documents can be
uploaded. Use this option for attaching referrals, letters and
so on.

Allows users to share a study with another person. Sharing

options include:
• Via Link – to generate a share link that can be passed
on to a recipient
• Via email – to send a share link to an email recipient
• With another user – to share the study with another
user in your system
• Temporary Account – to create a temporary account
allowing a recipient temporary access to your system
• Patient – select this option to share all studies for the
selected patient. The share link is sent via email.
• Report only – select this option to share only the
report. Images will not be available.

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 Allows users to manage orders in the system. There are two
actions available:
• Create Order – an order is a request for imaging. You
need to create an order in the system to accept images
from PACS.
• Match existing order – allows you to attach PACS
images to the order

Displays related information for the selected study.

Information is presented on a series of tabs:
• Study Details
• Series Details
• Storage Details
• Data Access
• Edit History
• Patient Portal

Data access rules ensure that studies are only accessible by

authorised practitioners. Add Data Access allow system
administrators to define additional rules for a specific study.

Displays the Study Export screen for the selected study,

allowing users to export the study as DICOM. An email
containing a share link is sent to the recipient once the study
has been exported. On exporting the study, a share code is
generated. This must be shared with the recipient to enable
them to download the study.

Displays the Move Study screen, allowing system

administrators to move a study to a known AE title.

Displays the Reprocess Study screen, allowing system

administrators to add the selected study in the work queue to
be reprocessed.

Allows system administrators to delete a study that was

acquired incorrectly.

By default, studies are sorted in reverse-chronological order by

study date and time. You can sort the list in an order that suits
you (for example alphabetically by name). Reset Sorting
applies default sorting.

RIS Screen
The RIS screen shows all orders registered in your system and provides users with tools to
manage those orders and their associated reports.

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To access the RIS screen:
1. Sign into Zed Link
2. On the menu bar, click RIS

RIS Screen Actions

A number of actions are available in the RIS screen. These may be displayed in a column on
the orders list, or alternatively as a selectable option from the drop-down list on the Actions
button. The actions are described as follows:

Action Function

Update Displays the Update Order page for the selected order, allowing you to
update Referring Doctor’s details – first name, last name and ID

Assign When a study is created, it is not automatically assigned to any

radiologist for reporting. The Assign button is displayed in the
Radiologist column. This option allows you to assign the study to a
specific reporting radiologist. When the study is assigned, the
radiologist’s name will be displayed in the Radiologist column.

Unassign Unassign the study from a reporting radiologist, allowing it to be

assigned to a different reporting radiologist. Note this option is only
displayed for studies that are assigned.

Change Priority By default, all studies are assigned a normal or Low priority. Urgent
cases can be flagged by setting the priority to Stat priority.
• Low – the study is considered routine. Incomplete studies with
a Low priority are displayed with a green background.
• Stat – the study is considered urgent. Incomplete studies with
Stat priority are displayed with a red background.

Change Status Status describes progress of the study or report in terms of imaging
workflow. When set, status is displayed in both the Status column and
the Report column. The following statuses are available:
• Scheduled – a patient is expected to attend the practice for
imaging
• Patient Arrived – the patient has arrived, and examination is in
progress
• Ready for Reporting – images have been acquired, and are
ready for reporting. The Report button will be displayed in the
Report column, giving the assigned radiologist access to the
reporting screen.

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 • Dictated – a report has been dictated by the radiologist, but not
yet transcribed
• Preliminary Report – an interim report is complete
• Final Report – the final report has been authorised for release
by the reporting radiologist. The View button will be displayed
in the Report column, allowing authorised users to view the
report.
• Cancelled – for whatever reason, the examination could not be
completed

Report Displays the Report page for the selected study, allowing the
radiologist to commence reporting. This is covered in greater detail in
the Editing Reports section below.

Resume Displays the Update Report page for the selected study, allowing the
radiologist to resume reporting. This is covered in greater detail in the
Editing Reports section below.

Deauthorise Displays the Deauthorise Report page for the selected study, allowing
authorised users to deauthorise the report. A valid reason must be
specified when deauthorising a report.

View This button is displayed in the Report column for any study that has a
final report. Click View to view:
• The report contents
• Report status and reporting radiologist
• Patient details
• Examination details
• Request details

When viewing the report, you also have a Print button, which allows
you to preview a PDF of the report, as well as download and print the
report.

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Zed RIS Workflow
Zed provides RIS actions that help streamline workflow at practices that do not have a
Radiology Information System (RIS). These allow the practice to create an order (request for
imaging), match it to acquired images and complete a basic report.

Order is not particularly important. You can:

• Create the order in Zed RIS first, then enter the order details onto the modality and
scan, OR
• Scan the patient first, send the images to Zed Link, and create an order via the
Studies page, to match the images.

When the images are received in Zed, they are displayed on the Studies page. On the
Studies page the RIS Actions button presents two options:
• Create Order
• Match Existing Order

Zed RIS workflow is started when the images are matched to an order.

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Creating an Order

You create an order to register a request for imaging for the selected study.

1. On the Studies page, select the study of interest

2. On the main toolbar, click RIS Actions, and select Create Order. This will display the
Create Order page, with the study details inserted.
3. Complete the Create Order Details:
• Confirm the correct site has been selected
• Add the Requested Services
• Set the Priority
• Complete the Referring Doctor details
• Check the Match this order with the selected study on create option
4. Click Create

When you create the order, the system will automatically take you to the RIS page.

Match Existing Order

In some cases, the order may have been created previously. Rather than creating a new
order, it will be necessary to match the selected study to an existing order.

1. On the Studies page, select the study of interest

2. On the main toolbar, click RIS Actions, and select Match existing Order. This will
display the RIS (Match Selection) page.
3. Locate the order to be matched, and click Select. This will display the Confirm
Selection page.
4. Review the order and study details, check the acknowledgement box, and click
Confirm

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Reporting Statuses in Zed RIS

The reporting workflow can be described by a series of report statuses

Report Status Description

Scheduled When an order is created it is listed in RIS with status Scheduled.

The study is not yet assigned to a radiologist.

Patient Arrived This status can be manually applied to indicate that the patient has
arrived and is ready for imaging, or is currently being scanned.

Ready for This status is manually applied to reflect that the study is ready to
Reporting be reported.

The study must be assigned to a radiologist before reporting can

commence. Studies that are Ready for Reporting have a Report
button in the Report column. Click Report to initiate reporting
workflow.

Note that radiologists can only report cases that have been assigned
to them. Attempting to report other cases will produce this
message:

Reports can be saved as a draft. Draft reports are displayed with

status Ready for Reporting and have a Report button in the Report
column.

Dictated This status is manually applied to reflect that a report has been
dictated for the study

Preliminary Report Reports can be saved as a preliminary. Preliminary reports are

displayed with status Preliminary Report and have a Resume button
in the Report column.

Final Report Reports can be signed off or authorised when completed. Final
reports are displayed with status Final Report and have a View
button in the Report column.

Cancelled It may be necessary to cancel a report for any number of reasons.

Cancelled reports have a Cancelled status, and have a Resume
button in the Report column.

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Editing Reports

Reporting Radiologists can access the report editor for a study once its status has reached
Ready for Reporting. At this stage the Report button will be displayed in the Report column.

• If a study has been assigned, the radiologist’s name will be displayed in the
Radiologist column. The report can only be accessed by the assigned radiologist.
• If the study has not been assigned, any radiologist can click Report, and the study
will automatically be assigned to them.

The Reporting Screen

The reporting screen is accessed by clicking Report or Resume buttons in the Report
column. The screen displays information in three main panels:
• Current Order – displays patient, study and referrer details of the order being
reported
• Editor – the word processing field where the content of the report is transcribed,
including formatting options
• Templates – provides a list of templates that can be selected for the report

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Report actions

Action Function

Save as Draft Saves the report content as a draft, and does not release it. Report
status remains as Ready for Reporting. Note this option is not available
if the report has previously been saved as preliminary or final.

Save as Saves the report content as preliminary. Report status is updated to

Preliminary Preliminary Report. A Resume button is shown in the Report column,
allowing the radiologist to return to the report editor.

Sign and Submit Saves the report content as final, and authorises the report. This
option should only be used when the report is considered final, and no
further changes are required. A View button is shown in the Report
column, allowing authorised users to access the report. No further
changes can be made to a report once it reaches Final Report status.

Cancel Abandons all changes made to the report and closes the reporting
screen.

Print Exports the report as a PDF document which can be downloaded or

printed.

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Deauthorising a Report

It may be necessary to adjust a final report – for example, if an error is detected. A final
report must be deauthorised before it can be amended. This may be done via the Orders
screen or Reports screen.

To deauthorise a report:
1. Select the report
2. Click Actions, and select Deauthorise. This will display the Deauthorise Report page.
3. Confirm the correct report has been selected and enter a reason in the Deauthorise
Confirmation field
4. Click Deauthorise. The report is saved with status Final Report Deauthorise and can
be edited as required.

Report Status Description

Final Report It may be necessary to adjust a report that has already been
Deauthorise authorised. To do this, the report must first be deauthorised, as
and described in Deauthorising a Report below. Deauthorised reports
Ready for are listed with status Final Report Deauthorise (for cancelled order)
Reporting or Ready for Reporting Deauthorise (for report to be amended).
Deauthorise

Cancelled An order may be cancelled for any number of reasons, and will be
and displayed with status Cancelled. If the cancelled order had a report
Cancelled that was deauthorised, it would have a status Cancelled Deauthorise.
Deauthorise

Once the deauthorised report has been amended and reauthorised, it is saved as Final
Report.

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Reports Page
The Reports page shows all studies in the system, once reporting has commenced. By
default, ten reports are displayed per page, and buttons are available at the bottom of each
page to help users navigate through the pages.

Filters are available to help users locate reports of interest.

To access the Reports screen:

1. Sign into Zed Link
2. On the menu bar, click RIS
3. On the menus bar, click Reports

Reports Screen Actions

Action Function

View Allows users to View the selected report in its current state. A number
of additional options are available when viewing a report, depending
on its status:
• Continue Reporting button is available when viewing any
incomplete report
• Authorise button is available when viewing a preliminary report
• Print button is available when viewing any finalised report

Report Displays the report editor, allowing users to Report the study.

Continue Allows users to Continue Reporting any case where the report that has
Reporting been saved as a draft.

Delete Draft Allows users to delete a report that was saved as a draft.

Authorise Allows users to Sign and Submit the report as final.

Deauthorise Allows users to Deauthorise a final report. This is required if the report
is to be amended.

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Manage Screen
The Manage screen provides system administrators with a number of management tools.

• Manage Radiologists – add, edit and remove radiologists

• Manage Templates – create and edit canned text to use in report
• Manage Organisations – manage the organisations used by your radiology practice
• Manage Sites – manage the worksites of your radiology practice

Manage Radiologist

This screen allows system administrators to create and manage accounts for radiologists.
This includes assigning appropriate levels of access as well as the sites where they work.

To create a radiologist account

Step 1 – Create a User Account for the radiologist
1. From the Zed Link landing page, click the Admin button
2. From the Admin page, click User Management
3. From the User Management page, click Create
4. Complete the Create User details
● Mandatory fields are denoted with a red asterisk
● Username is the name used to sign in
● Email address is optional, but we recommend you capture this information, as
new features such as ‘forgotten password’ may utilise this information
● Password – you must specify, and confirm a valid password. You should also
tick the option to require password change when the user logs on.
● Groups – users must be included in a group, as privileges and data access rules
are applied at the group level
● You can set date limits for temporary accounts
● You must enable the account
5. Click Create

Step 2 – Configure the radiologist’s permissions

1. From the Zed Link landing page, click the RIS button
2. From the RIS page, click Manage
3. From the Manage page, click Manage Radiologists
4. From the Manage Radiologists page, click + Assign User
5. Locate the radiologist’s user account, and click Select. This will display the Create
page.
6. On the Create page, confirm the correct user has been selected, and complete the
details
• Select the appropriate roles
• Associate the radiologist to the appropriate sites
7. Click + Create

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To manage a radiologist’s account
1. From the Zed Link landing page, click the RIS button
2. From the RIS page, click Manage
3. From the Manage page, click Manage Radiologists
4. From the Manage Radiologists page, locate the account of interest and click Update
5. Make the necessary changes, and click + Update

To revoke radiologist access

1. From the Zed Link landing page, click the Admin button
2. From the Admin page, click User Management
3. From the User Management page, select the radiologist account in question, and
click
• Convert to retain the account without radiologist access
• Delete if the account is no longer required
4. Specify a reason for converting or deleting the account, and click to confirm your
selection

Manage Templates

Templates can be created for commonly used reports. The Manage Report Templates
screen allows radiologists to create and manage report templates. Templates can be
private, or shared with all radiologists.

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Understanding the Create Template Screen

Action Function

Name The name of the template that will be displayed for selection in
the reporting editing window. This value is not unique so it is
important to be able to distinguish between templates with the
same or similar name.

Modality This is used to ensure that only appropriate templates are

available for selection when reporting. For example, is reporting
CT, only templates with CT modality will be shown.

Category Radiologists can define any number of categories to help organise

their templates. Assign categories to help locate templates
efficiently.

Share with everyone Check this option to allow the template to be used by all
radiologists. If unchecked, the template will only be listed for the
radiologist who created the template.

Template Body Word processor field to define the template.

Deauthorise Allows users to Deauthorise a final report. This is required if the

report is to be amended.

Placeholders Placeholders are preconfigured fields that can be inserted into the
{placeholder} report template. Click the link to insert the placeholder.
{order_description} • {placeholder} – inserts a blank field
• {order_description} – inserts the examination description
form the order

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Manage Organisations

Organisations can be created to identify the business units that make up your practice. Your
practice may consist of one or more organisations.

Manage Sites

Your organisation may have a number of separate work sites or locations where
examinations are performed. The site must be specified when an order is created.

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