Topics covered in this article include:

Introduction

Site management allows for the establishment and organization of the clinical sites that you use for treating patients. If you are a small clinic you may only have one site. However, larger establishments may have multiple sites and/or satellites that need to be managed. Once sites are created, the machines and users established at each site can be added.

To open the Manage Sites and Machines page click on the Manage link then click the Manage Sites and Machines in the middle pane:

Request a New Site or Machine

Note that the creation of new sites must be requested from Image Owl customer support. Adding new sites is free but adding new machines to a site may incur new charges on your account.

Navigate to the Manage Sites and Machines page. Click the Request new site/machine button towards the upper left corner of the page:

The add site confirmation message will appear. Please confirm the email address.

When adding a machine, Please provide the information below:

Phone Number: Please provide your phone number in case there are questions.
Machine type: Choose the machine type from the list below:
- Brachy: Brachytherapy equipment such as HDR equipment.
- CBCT: Standalone cone beam CT Machines.
- CT: Standalone CT machines.
- GammaKnife: Standalone GammaKnife machines.
- Linac: Photon and electron Linear Accelerators including machine mounted imaging equipment.
- MRI: Standalone MRI machines.
- Other: Any other machine, not listed above.
- Proton: Proton Linear Accelerators including machine mounted imaging equipment.
Machine name: This is the machine name that will appear in the software and reports.
Site name: Choose a site from the list of established sites or enter a new site name. Use the radio button below the "Site name" field to indicate whether this is a new or existing site.

Modify a Site

Click the Modify Site button of the site you wish to modify.

The Edit Site page will appear. Edit the fields as desired. Click the Update Site button when finished.

Modify a Machine

Navigate to the Manage Sites and Machines page. Click the Edit button next to the machine you wish to modify:

The Edit Machine page will appear and will contain different sections depending on the machine type covered in further detail below. If the machine type is Linac, then the changes will require a sign off by a physicist; click the Sign Off button to proceed. Click the Update Machine button to save any changes.

Settings

Edit the fields you wish to change. All fields with a red asterisk are required.

Machine label: This is the machine name that will appear in the software and reports.
Machine’s room phone number (optional): Contact number for the machine’s room.

If the machine type is other there will also be a pull down menu to select a custom machine type if desired. The custom machine type is used to filter custom tests that are available on templates. To manage custom machine types, see Manage Custom Machine Types below.

Reference Dosimetry for TG51

This section will only be displayed if the machine type is Linac. In this section the machine photons can be set to "Unassigned", SAD, or SSD. Electrons cannot currently be changed. These settings are for TG-51 schedules and will determine which templates are available to be selected for this machine. This setting is optional and only needed to support TG-51 schedules.

Photon Factors

This section will only be displayed if the machine type is Linac. Only energies checked here will be available in QA settings; effectively filtering the list. Factors entered here will only be used for TG-51 schedules.

For each energy used in TG-51 schedules the %dd(10) and TMR factors should be entered. If an expiration date is entered a notification will be sent as the expiration date approaches.

Electron Factors

For each energy used in TG-51 schedules the R₅₀ factors should be entered. This factor can be entered directly R₅₀ column by selecting "Enter R50" from the drop down menu or by using the drop down menu to select "Calculate from I50" and entering the I₅₀ value in its column. If an expiration date is entered a notification will be sent as the expiration date approaches.

Factor documents

If desired, any documentation that support the factors can be uploaded using the Attach a document button as shown below:

Other Changes

To make changes to the machine type, site association or if you wish to remove a machine from your account please contact customer support. Note that changing machine type may incur additional charges on your account.

View Prior Machine Specific Calibrations

As the factors change over time, factors used previously can be viewed by clicking the View Older Calibrations button in either the Photon Factors or Electron Factors section:

The saved calibration factor information will include the date of deactivation, any attached factor/calibration documents, the prior factors, and the calibration date for each factor as shown below:

Assign Users to a Machine

Once your sites are established you can determine which users are associated with each site and machine. Users may be associated with multiple sites and machines. Assigning users to sites and machines allows them to be assigned QA schedules associated with the machines.

Navigate to the Manage Sites and Machines page. Click the Users button of the site for which you are managing users:

The Site Users page for the selected site will appear with a list of the machines and the users assigned to each machine:

You can collapse and expand the list of users with each machine to make it easier to navigate the page.
You can associate all users with a machine or clear all users for a machine by clicking the appropriate buttons under each machine heading.
To associate a user with a site check the checkbox next to the user. To disassociate a user uncheck the checkbox.

When you have finished making your user selections click the Update user assignments button at the bottom of the page.

Note that you can also select machines for individual users in the user management page.

Manage Custom Machine Types

Custom machine types can be created for machine type of other to give them a more descriptive title. Further custom tests can be associated specifically with custom machine types. To manage custom machine types navigate to Manage Custom Machine Types:

Create Custom Machine Type

To create a custom machine type, navigate to Manage Custom Machine Types and click the Create Machine Type button:

Next give the new machine type a title and select a color for the machine type that will be displayed on the Manage Sites and Machines page, a click the Submit button:

Modify Custom Machine Type

To modify a custom machine type, navigate to Manage Custom Machine Types and click the Modify button:

Edit as needed and click the Submit button:

Delete Custom Machine Type

To delete a custom machine type, navigate to Manage Custom Machine Types and click the Delete button:

Next click the Yes button to finish the deletion or the Cancel button to abort the deletion: