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How To

Sure BEAM can send and receive studies between facilities, but what about automating some of these steps, rewriting accession numbers, or exchanging studies with a facility that doesn’t have BEAM yet? Lets learn how to make it happen…

BEAM Cloud - Viewing Images Online.

BEAM Cloud - FAQs

Q1. How do I bypass the rotate phone to landscape mode screen?
A1. Please use a Tablet or a computer to view your scans as your phone screen is too small.

Q2 – A. Why is the phone number required upon signing in
A2 – A. The phone number is required for 2FA for the first time signing in. Subsequent sign-ins do not require a text to the phone number.

Q2 – B. What do I do when the phone number is incorrect and texting the wrong number?
A2 – B. Contact the File Room/Radiology Department so they can update your phone number.
Alternatively, you can email [email protected] with your name, correct phone number and facility/hospital that you had visited, and we will generally be able to get to your request within 2 hours during business hours.
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Q3. What do I do when my account is locked out?
A3. Accounts automatically unlock after 15 minutes. Support is unable to unlock accounts
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Q4. What do I do if the scan/exam that I need is not in my Inbox?
A4. If you have just started receiving your images, please wait another 60 minutes as the studies may still be flowing into your account.
Contact the File Room/Radiology Department of the hospital where you performed your scan so they can send the missing scans/exams to you.

Q5. What do I do if my scans/exams are no longer available?
A5. Scans/Exams are only available on the account for 30 days. You will need to use the REQUEST option in BEAM Cloud or contact the File Room/Radiology Department of the hospital where you performed your scan so they can resend you the scans.

Q6. What options do I choose when downloading a study?
A6. The options are there for special cases. The vast majority of our users can leave the boxes unchecked when downloading their study. Only special cases such as research and some medical professionals will need to check any of these boxes.

Q7. Why don’t I see my downloaded study anywhere on my computer?
A7. Your browser’s pop-up blocker is preventing the study from being downloaded. Grant an exception for BEAM within your pop-up blocker, then re-start the download button.

Q8. Why can’t I open the study I downloaded from BEAM Cloud?
A8. The study is in .DCM file format, which are images directly from the machine you had your images performed. Most computers are not equipped to open this type of file, but if you search online you can find a ‘Free DICOM Viewer’.

Q9. What do I do if my account is no longer available?
A9. Please contact the File Room/Radiology Department of the hospital where you performed your scans as they will need to repush the images to you to create a new account. Your account is deleted after 90 days of inactivity (no logins)

Q10. I would like my images on a CD instead of on BEAM Cloud, how would I do that?
A10. Please contact the File Room/Radiology Department of the hospital where you performed your scans.

Q11. How do I burn the .ZIP/Images onto a CD from my computer?
A11. Unfortunately this is not something that OneMedNet/BEAM Support can help you with as it would require us to remote into your computer.

Setting up your BEAM Cloud Account

When the File Room/Radiology Department of the hospital pushes you your scans/exams, you will receive an email address that says “Welcome to BEAM…”. You will have 24 hours to setup your account, otherwise you will need to click on the Setup Account button to resend yourself a “Setup Account” link.

It is recommended that you use a PC or Tablet to view your images as a phone screen may be too small to view your scans/exams.

  1. The Welcome email never includes Patient information in case it is sent to the incorrect person.
  2. Once the Setup account button is clicked, a new page should open up asking you to Create password.
  3. Once clicking Submit, the registration is completed and you will be brought back to:
    – If your scan/exam was performed in North America: https://my.beam.onemednet.com/
    – If your scan/exam was performed in Ireland: https://my.beam.onemednet.ie/
  4. Sign back in with your email address and password that you had created from above.
    • If the phone number is incorrect, please contact the File Room/Radiology Department so they can update your phone number.
      Alternatively, you can email [email protected] and we will generally be able to get to your request within 2 hours during business hours.
    • Once they have updated the phone number, close out of your browser and access BEAM Cloud again. The correct phone number should now be listed, and a text message should be sent. If this phone number cannot receive text messages, then the non-BEAM Facility/end-user can click “Call me with the code” and a code will be provided.
  5. Once accepting the terms of use, you will see the Inbox with your studies.
  6. The scans/exam is only valid for 30 days. After 30 days, the scans/exams are no longer available and you will need to request it from the hospital again or download the images.
Share to Facility

The BEAM Cloud Share workflow allows you to share DICOM images back to the BEAM Facility that once shared a study or requested a study from you. If a BEAM Facility has never shared or requested a study from you, you will not be able to share to that specific facility.

  1. Log into BEAM Cloud via:
  2. On the left-hand panel, click on the Share button and you will be brought to the Share Studies page:
  3. You can drag and drop all the DICOM Images into the selected area or click on Select Files and manually select all the DICOM Files.
    • You can also attach a .ZIP file with all the DICOM images and BEAM Cloud is smart enough to extract the .ZIP at the BEAM Appliance level and automatically import it into PACS.
    • You can also attach non-DICOM files which will allow the BEAM Appliance User to download. Typically a non-BEAM facility will attach a report in PDF format or JPEG format so that the BEAM facility User can print out and scan into their PACS.
  4. Wait for the Overall Upload Progress to fully upload (show 100% on all files) and click Done.
  5. BEAM Cloud will then try to process the study and display the information of the DICOM images you uploaded:
  6. In this specific example, an Anonymized image (which is why no Patient Name/Date is invalid) and a non-DICOM file was uploaded which is why it says “Attached Files (non-DICOM).
  7. Enter the Facility Name that you would like to share the images to and click the drop down selection.
  8. In the Notes field, enter a note describing why you are pushing this study to the other facility.
  9. Check off the HIPAA Notification and once you click on Share Studies, the BEAM Facility will be notified (if notifications are enabled) that they will need to accept these images.
Request Images from Facility

The BEAM Cloud Request workflow allows you to request a study from a BEAM Facility that once shared a study or requested a study from you. If the BEAM Facility has never shared or requested a study, you will not be able to request images from that facility.

If your images have been deleted off the system (past the 30 day mark), this is useful as you will be able to request your scan/exam from the BEAM facility.

  1. Log into BEAM Cloud via https://my.beam.onemednet.com/users/sign_in  
  2. On the left-hand panel, click on the Request button and you will be brought to the Request a Study page:
  3. Enter in the Last Name, First Name, DOB and Gender of the Patient that you are requesting the study or studies for.
  4. Enter in the BEAM Facility Name that you are requesting the study or studies from. As indicated above, the BEAM Facility needs to have first shared a study to you or requested a study from you.
  5. Enter in a Note so that the BEAM Facility knows what exactly to share back to you.
  6. Check off the HIPAA Box and click Submit Request
  7. The BEAM Facility will be notified (if notifications are enabled), that a study has been requested and they will see the note you had provided.
  8. When they share the study back with you, you will receive an email in your inbox saying that the BEAM Facility has shared a study with you.
Forward Study to Doctor (Provider)

The BEAM Cloud Forward Study workflow allows you to share your images to your Provider. They will receive a “Welcome to BEAM…” email as well and set up their own account to view your images.

Please note that the study is still purged off 30 days from when you have received the study from the BEAM Facility.

  1. Log into BEAM Cloud via:
  2. You will be greeted with your BEAM Inbox with your studies.
  3. Select a study that you wish to forward onto your Provider (or anyone else).
  4. On the right-hand panel, you will be greeted with a few different sections. Under Study, you should see: “View Study”, “View Study Fullscreen” along with Notes and Attachments. If you scroll down a little further, there should be a section that says Forward Study.
    • As indicated above, if the BEAM Facility did not select you as a “Patient” you will not have this option to forward your study.
    • Also, to note, if you do not have the View Study or View Study Fullscreen options under Study, the transfer will not complete to your Provider successfully either as this indicates that the study has already been purged off BEAM Cloud.
  5. Fill in all the information in all the boxes including “Your Notes to Provider” and click Forward Study to Provider.
  6. It can take up to 3-4 hours for your Provider to receive the “Welcome to BEAM” email.
    Note: Forwarding the study to yourself does nothing.
Downloading your study from BEAM Cloud

Scans/Exams on BEAM Cloud are purged after 30 days. It is recommended that you download the scans/exams for their own keeping or forward the scans/exams to your Doctor (Provider) so that they can import the scans/exams into their system.

Note: When you download the images, they are in a DICOM Format in a .ZIP file. You will need to find a DICOM Viewer to view these images.

  1. If you have multiple exams, you will need to open each one separately.
    After opening the study using “View Study” or Open Study Fullscreen, the images should now be displayed:
  2. On the Main Toolbar, the 4th icon from the left, you can click on Download Study
  3. Alternatively, you could right click on the image and navigate down to Download and choose one of the three options of Download Study, Download Series or Download Image.
    Leaving the default options unchecked is adequate.
  4. Once you click on Download, it will compress the images and a prompt to download the study should come up. If a prompt does not come up, then Pop-up blocker is enabled in the browser or it is automatically being downloaded to the default location of where Downloads should go.‍

Sending (BEAM Appliance)

How to send a study to another facility

The Push workflow allows you to push a study to another BEAM facility. When a study is pushed, the destination facility will be notified and will see the pushed study in their To Do list.

  1. Log into BEAM.
  2. Click the Push menu option. The following page will appear:
  3. In the Name field, type the patient’s last name (you can add a comma, then the first name). Alternatively, you can click on Advanced Search and enter in Accession Numbers, or Date Ranges.
  4. Click the Lookup button and the following window will appear returning the results of your query.
  5. Review the list of patients returned for the desired patient.
  6. Click the “+” sign next to the desired patient to view the list of studies.
    Note    : Only 100 results can be returned per query. Refine your query if the desired patient/study is not in the list.
  7. In the Approved column, click the checkbox of the studies you want to push.
  8. (Optional) You can also attach a file or report that you want to accompany the studies by clicking on the Attach files button. If these files or reports are not DICOM, they will be separated into another transfer where the other facility may download compiled as a ZIP.
  9. In the Notes field, enter a note describing why you are pushing this study to the other facility.
  10. In the Facility or Email field type in one or more letters of the destination’s name and a drop-down list of facilities will appear. Select the desired facility. You may have to wait a second for the list to appear. Any information related to a specific facility can be entered into this field, for example: city, contact name, phone number, address. To view details about the facility, click the “?” next to the Facility label and a link will appear titled info for {facility name}. Click the link for more information on the facility.
  11. Click the HIPAA/GDPR checkbox to ensure compliance with HIPAA requirements.
  12. Click the Send button. A confirmation page will appear, and BEAM will push the study information to the receiving facility. As soon as the receiving facility reconciles the patient ID and accession number, the studies will transfer.
How to send a study to a BEAM Cloud account

The Push workflow also allows you to push a study to a non-BEAM facility using their email address as an identifier. When a study is pushed, the person will be notified via email and will view the study through the BEAM Cloud web portal. Patient Health Information is never sent via email, only the initial enrollment request is sent by email, and then email is only used to notify someone when they receive a new study. Users must always login to their BEAM Cloud portal in order to see the name of the patient and what studies were shared.

  1. Log into BEAM.
  2. Click the Push menu menu option. The following page will appear:
  3. In the Name field, type the patient’s last name, first name.
    • Alternatively, you can click on Advanced Search and enter in Accession Numbers, or Date Ranges.
  4. Click the Lookup button and the results of your query will be displayed below.
  5. Review the list of patients returned for the desired patient.
  6. Click the “+” sign next to the desired patient to reveal the studies available for that patient.
    • Note: Only 100 results can be returned per query. Refine your query if the desired patient/study is not in the list.
  7. In the Approved column, click the checkbox beside the studies you want to push.
    Note: You can only push a maximum of 20 studies per “PUSH” otherwise the recipient will not receive their scans.
  8. (Optional) You can also attach a file or report that you want to accompany the studies by clicking on the Attach files button.
    • If these files or reports are not DICOM, they will be separated into another transfer where the other facility may download compiled as a ZIP.
  9. In the Notes field, enter a note describing why you are pushing this study to the other facility.
  10. In the Facility or Email field, click on Email Directory and you will receive a new pop-up
  11. If this is your first time sending to a BEAM Cloud account, click on + Add Contact and a new dialog window will appear for you to create a new contact.
    • Double check you have entered the correct Email Address and Phone Number.
    • Note: You will need to make sure this phone number can either receive text messages or phone calls. If it can receive phone calls, please make sure that it does not go into a menu option as someone needs to answer for the system to provide a 2FA code.
    • Warning: It is important to properly identify the recipient as a patient or clinician since there are legal and regulatory implications (HIPAA/GDPR and Privacy laws, among other laws).
  12. Click Add Contact and you will be brought back to the first Email Directory contact box. Select the newly created contact and click Use Contact.
  13. The Facility or Email field will now be populated with the contact’s email address and name.
  14. Click the HIPAA checkbox to ensure compliance with HIPAA requirements.
  15. Click the Send button. A confirmation page will appear, and BEAM will push the study to the recipient.
How to import studies from a CD or file

BEAM can import files or CDs containing DICOM images to your PACS. BEAM includes a browser-based uploader which doesn’t require any browser add-ons such as Flash or Java.

  1. Log into BEAM.
  2. Click the Import menu option and the import page loads.
  3. Click the Attach files button and the Any File Upload pop-up box will appear.
  4. Drag and drop files or folders into the window. -OR- Click the Add Files button and browse to the folder containing the DICOM files to upload. Select the folder or files to import and click Open.
    • Note: Zipping the source files and folders will speed up the upload and allow you to upload folders with the browser-based uploader.
  5. The files will start uploading to the BEAM appliance. Wait until the progress bar reaches 100% and click DONE.
    • Note: BEAM is uploading the files to the BEAM appliance (not to the PACS, which happens later).
  6. Please wait 5-10 seconds while BEAM processes the uploaded files. Once the files are processed, the patient’s information and list of studies will appear. You will now be able to reconcile the patient ID and Accession number, or create a new patient.
  7. Click the Import button at the bottom of the page when you’re ready to begin the import into PACS.

Receiving (BEAM Appliance)

How to request a study from another facility

The Request workflow allows you to request a study or multiple studies from another BEAM facility. When a study is requested, the facility will be notified and will see the query for the Patient’s study or studies in their To Do list.

  1. Log into BEAM.
  2. Click the Request menu option. The following page will appear:
  3. If the patient does not exist in PACS, then enter the Name, DOB and sex of the patient in the fields on the Request page.
  4. If the patient does exist in your PACS, then lookup the patient using BEAM:
    • In the Name field, type all or a portion of the desired patient’s last name A minimum of five letters is needed for a lookup. To refine your query, include the first name, and/or DOB and sex.
    • Click the Lookup button and the Query local DICOM server window will appear displaying a list of patients matching your query.
    • To select the patient, click the “+” under the Select column.
    • After you select the patient, the Request page will reappear and the name, DOB and sex fields will be populated with the patient’s demographic information.
  5. In the Notes field, include the study modality and study date range being requested so that the retrieving facility can approve the desired study.
  6. In the Facility or Email field type in one or more letters of the destination’s name and a drop-down list of facilities will appear. Select the desired facility you are requesting images from. You may have to wait a second for the list to appear.
    • Any information related to a specific facility can be entered into this field, for example: city, contact name, phone number, address.
    • To view details about the facility, click the “?” next to the Facility label and a link will appear titled info for {facility name}. Click the link for more information on the facility.
  7. Click the HIPAA checkbox to ensure compliance with HIPAA requirements.
  8. Click the Send request button and BEAM will send the request to the receiving facility. A confirmation message with a green background will appear at the top of the page. Once the remote facility selects the studies to send back, you will have the option to select the studies to import into your PACS.
How to request a study from a BEAM Cloud account

The Request workflow also allows you to request a study from a non-BEAM facility using their email address as an identifier. When a study is requested, the person will be notified via email and will view the study request through the BEAM Cloud web portal. Patient Health Information is never sent via email, only the initial enrollment request is sent by email, and then email is only used to notify someone when they receive a new study request. Users must always login to their BEAM Cloud portal in order to see the details of the patient/study request.

  1. Log into BEAM.
  2. Click the Request menu option. The following page will appear:
  3. In the Name field, type the patient’s last name, first name.
    • Click the Lookup button if the patient exists in PACS, otherwise skip to step 4.
    • The Lookup button queries your own PACS and fills in information such as DOB and Sex. The Patient ID is not filled out as the Patient ID may be different at the destination facility.
  4. In the Notes field, enter a note describing what you are exactly requesting from the remote facility so they know what studies to send back to you.
  5. In the Facility or email field, click on Email Directory and you will receive a new pop-up.
  6. If this is your first time sending to a BEAM Cloud account, click on + Add Contact and a new dialog window will appear for you to create a new contact.
    • Double check you have entered the correct Email Address and Phone Number.
    • Note: You will need to make sure this phone number can either receive text messages or phone calls. If it can receive phone calls, please make sure that it does not go into a menu option as someone needs to answer for the system to provide a 2FA code.
    • Warning: It is important to properly identify the recipient as a patient or clinician since there are legal and regulatory implications (HIPAA/GDPR and Privacy laws, among other laws).
  7. Click Add Contact and you will be brought back to the first Email Directory contact box. Select the newly created contact and click Use Contact.
  8. The Facility or Email field will now be populated with the contact’s email address and name.
  9. Click the HIPAA checkbox to ensure compliance with HIPAA requirements.
  10. Click the Send request button. A confirmation page will appear, and BEAM will send the study request to the recipient.
How to process a request

When a facility sends a request to your facility to transfer a study to them you must process their request before the study is transferred.

  1. Log into BEAM.
  2. On the Top Menu Bar, Click the To Do menu option.
  3. The above image shows these details:
    • Under the Transfer column, says To, which means you will be sending to them.
    • Under the Facility column, shows the logo and name of the facility who sent the request.
    • Under the Details column, is the request for the Patient’s Name.
    • If the requesting facility had input a DOB / Gender in their request, it would show in the DOB/Gender column
    • Under the Status column, the OMN:dd1…00e is a OneMedNet BEAM “QID” which allows the OMN Support Staff to quickly investigate the issue if you provide them this ID. The 04/03/2020 – 21:40 shows the time when this request was exactly sent over to you.
  4. Click on the Process request button and it will redirect you to the Process a remote query request page where it will query your PACS for the Patient’s Name (and DOB/MRN if filled out) for the studies that you can send back to the remote facility.
  5. You will be shown the query data which the facility that is requesting the Patient’s study from you, along with the Patient Name and notes.
    • If your PACS has multiple Patients with the same name, it will return multiple results.
  6. In the screenshot below, the remote facility has requested the past 3 studies for the patient. However your facility might not have 3 studies performed for the patient, as we see here, your PACS has only returned a count of 1 study shown under the Count column.
  7. Click the “+” sign next to the desired patient to view the list of studies and a dropdown will expand revealing the studies available for that patient.
  8. As you can see in the screenshot below, it will show the Modality Type, Study Description, Accession Number, Study Date, Image Count in the studies available for the patient. Select the checkbox in the approved column for each study you approve sending to the requesting facility and click on Approve selected studies.
  9. If you know the remote facility had made a mistake on the patient’s information, you can click on Modify Request to expand the dropdown box and enter in the correct information to query your own PACS. You can then select the studies to send back as shown above.
  10. If you have no idea where this request came from, or why, or your facility doesn’t have any images for this Patient (purged due to data corruption or the patient actually never visited your facility, you can click on Deny request providing a note to the remote facility to let them know why you’ve denied the request.
How to cancel a study

On occasion you may want to cancel a transfer. As long as the destination facility has not accepted the study, you may still have the ability to cancel the push.

  1. Click the In Progress menu option and the In Progress page will appear.
  2. Find the study you wish to cancel.
  3. Click the Details button underneath the patient name.
  4. At the bottom of the Details window will be the Attempt to Cancel button.
  5. Click the Attempt to Cancel button.
  6. In the Message field, enter a message to be recorded as the reason for the cancel (it will be visible to the other facility).
  7. Click the Perform Cancel button. Once you have submitted the cancel request, the Status column will indicate “Canceled”.

    If you submit a request to cancel a transfer after the study transfer has begun, the study transfer will still occur.  If the study was sent to a BEAM Me user via email and the study no longer appears on the In Progress page, then click the Views > Completed: Sent menu option

User Settings

How to create new user accounts

BEAM allows for the configuration of unlimited user accounts assigned to three different roles. The three roles that are available on the appliance are:

  • Facility Admin Role – the facility administrator can setup and configure the device and can manage user accounts.
  • Librarian Role – the operator who will be transferring and receiving studies on a regular basis, most users will be in this group.
  • REST Call Role – a role that provides REST request access to the system, such as automated downloading of user logs.

BEAM can send new users an introductory email with their username, a one-time login link, and the BEAM website URL if you check a box when you setup a new user.

‍Creating New Users

  1. Log into the BEAM appliance with administrator privileges.
  2. Click the Administer > User Management > Users on the right side of the page.
  3. Click the Add user tab.
  4. Fill in the fields on this page:
    • Username: Enter the username. It must not include spaces.
    • Email address: Enter an email address for the user.  Two user accounts can not share the same email address.
    • Password: Enter a password.
    • Confirm Password: Re-enter the password.
    • Status: Select Active so the user can access the account.
    • Roles: Select the role for the user (as described above, usually choose the Librarian role).
    • Notify user of new account: Check this checkbox to send an email to the user. The user will receive an email notifying them of their new account and include their user ID and a one-time-use link to log into BEAM. This email template can be changed in the Administer > User Management > Notification Settings > Templates area of BEAM.
How to set up notifications

Notifications
‍The BEAM appliance can be configured to notify users about two types of events:

  1. Upon receipt of a message from another facility in the To Do worklist
  2. Upon storage of a study into your PACS

First you must decide who will be receiving notifications and how often. Next you decide what type of notification should be received. You have the option of email, pager, SMS text, and fax notifications. In addition, the template can be customized to suit the needs of your facility. For all forms of notification, the user account to be notified must have an email-enabled form of notification. For instance, although faxing is allowed, BEAM sends notifications to an email-enabled fax server, see below for setup details.

‍Sending Email Notifications to Users for the ToDo list

‍When a request appears in the To Do list, BEAM will notify the users configured for notification so that the user can act on the request.

  1. Log into the BEAM appliance with administrator privileges.
  2. Click the Administer > User Management > Notification settings > Per user menu link on the right side of the page.
  3. The Per user notification settings page appears and displays a list of all users currently configured to receive a notification, and five data entry rows for adding new notifications.
  4. Find a row that does not list any users.
  5. In the Event column, click the dropdown box and select “To Do”.
  6. In the Username column, click the dropdown box and select a user.
  7. In the Notify in column, click the dropdown box and select the appropriate notification interval. For front-line users, notification time should be set to either “0 (ASAP)” or “5 minutes”. Supervisors and managers are typically configured for notification after 15, 30, or 60 minutes. This allows BEAM to escalate notifications only if the original users have not acted on the waiting messages in the To Do list.
  8. Click the Save changes / Add Rows button to save your changes. Email notification times are approximate and can vary by a few minutes.

Sending Email Notifications to Users Upon Storage of a Study

‍BEAM can also send a notification to a user once a study has been stored in your PACS so that the user can view the study in PACS.

  1. Log into the BEAM appliance with administrator privileges.
  2. Click the Administer > User Management > Notification settings > Per user menu link on the right side of the page.
  3. The Per user notification settings page appears and displays a list of all users currently configured to receive a notification, and five data entry rows for adding new notifications.
  4. Identify a data entry row that does not list any users.
  5. In the Event column, click the dropdown box and select “Stored”.
  6. In the Username column, click the dropdown box and select a user.
  7. The Notify in column is not applicable for “Stored” notifications (it is only applicable for “To Do” notifications).
  8. Click the Save changes / Add Rows button to save your changes.


How to Setup Other Types of Notifications Besides Email
‍Sending Notifications to a Distribution List
‍To send a notification to a distribution list, you first need to create an account for the distribution list. For example, if you have a distribution list with an email address of “[email protected]”, then create a new account that will represent that distribution list and enter that email address into the email address field. Be sure not to select any roles. Once the account has been created, then follow the above steps to configure the notification setting for that account.

‍Sending Notifications to a Pager
‍To send a notification to a pager, the pager must be email enabled. If you are unsure whether your pager is email enabled, you should contact the pager’s provider. The provider will also need to provide you with the email address of the pager, which typically takes the form of the pager number followed by their domain, such as [email protected].

Once you have an email-enabled pager, then create a new account that will represent the pager and enter its email address into the email address field. Be sure not to select any roles. Once the account has been created, then follow the above steps to configure the notification setting for that account.

‍Sending Text Notifications
To send a notification to a text enabled phone, you will need to know the phone number and the domain for that phone’s service provider since BEAM will send the message via email. For instance, when sending a text to an AT&T phone, the email format is [email protected]. You can also conduct an Internet search for “List of SMS gateways”.

Once you have the email address for the phone, either modify an existing user account’s email address filed or create a new account that will represent the phone and enter its email address into the email address field. Be sure not to select any roles. Once the account has been created, then follow the above steps to configure the notification setting for that account.

‍Sending Notifications to a Fax
‍To send a notification to a fax, you have two options. If you have an existing fax service that allows for emails to be sent to the fax, then you can use that. If you don’t, then use the following email address for fax delivery: [email protected] (example: [email protected]).

Once you have the email address for the fax service, either modify an existing user account’s email address filed or create a new account that will represent the fax and enter its email address into the email address field. Be sure not to select any roles. Once the account has been created, then follow the above steps to configure the notification setting for that account.

Customization

How to turn on auto acceptance

BEAM has the ability to automate the acceptance of transfers and the approval of requests, thereby greatly speeding up the transfer workflow. Carefully consider what facilities you wish to include in the automated workflow. Please note that OneMedNet strongly recommends contacting OneMedNet Technical Support to build the automation workflows described below.

Note: because BEAM’s workflow was designed to require approval from both sides of the transfer, automating the workflow means that your facility is automatically approving transfer requests from other facilities

Automating Receipt of Inbound Studies

When this feature is enabled and configured, BEAM can accept the study and store it into your PACS by either finding an exact patient match or generating an MRN and Accession number based on the template created here.

  1. Log into the BEAM appliance with administrator privileges.
  2. Click the Administer > BEAM Configuration > Auto Processing menu link on the right side of the page.
  3. The Auto Processing page appears. Click the Approve receive requests (import) header to expand the frame.
  4. Check the Enable checkbox to enable this features
  5. In the Approve for CIDs field, enter the facility(ies) you wish to auto-approve requests. Multiple facilities can be entered, separated by a space or comma. A wildcard “*” is also accepted.
  6. (optional) When an inbound study arrives, BEAM can do a search of your PACS for an exact patient match and return the patient ID for the match. If you would like to import the inbound study into that matching patient’s jacket, then check the Accept exact Patient ID matches checkbox. If BEAM doesn’t find a match, BEAM will assign a patient ID based on the rule in the Rewrite Patient ID field. Otherwise, leave this field unchecked and BEAM will default to the rule in the Rewrite Patient ID field.
  7. The Accept exact Patient ID matches checkbox is currently not functional. Please leave it blank.
  8. In the Rewrite Patient ID field, enter the rule BEAM should follow when auto-naming the patient ID based on the tokens listed below.
  9. In the Rewrite Accession Number field, enter the rule BEAM should follow when auto-naming the accession number based on the tokens listed below.
    Note: The accession number is limited to 16 characters, which means the rule created must not result in an accession number longer than 16 characters. When you add or change the rule, BEAM will verify that the new rule will not result in an accession number longer than 16 characters.
  10. Click the Save button to save changes


Template Variables (the part you might want BEAM Support help with)

‍The following variables are used to build the template for automated generation of patient IDs and accession numbers. Since templates are mostly made up of date components, BEAM uses single characters to reference date elements (ex: “m” is month). More complex replacements are within braces ‘{…}’. (To include a brace within the results use a backslash before the brace as well as to override any character.)

Date and time is based on the BEAM appliance’s concept of NOW and defaults to the timezone of the BEAM appliance per the BEAM UI. For most scripts, NOW means when the script processes the data, which can be minutes, hours or days before a user may get around to processing it. If a sequence is not found it is left as is.

Variable Description Example
{D:}

Indicates a date format follows. Use the string of characters below. Non-numeric characters DO pass through unaffected so the following works:

d: Day as two digits

m: Month as two digits

Y: Year as 4 digits

y: Year as 2 digits

H: Hour as 2 digits (24 hour clock)

i: Minutes leading zeross: Seconds with leading zeros

U: EPOCH time, always UTC

Example:{D:Y-m-d.h:m} =2013-02-12.18:24
{x}

A single character date variable from above can be used by itself.

{m}=02
{UTC}

Use UTC/GMT date instead of BEAM system time zone. Switches timezone to UTC. Typically added first in the string.

{UTC}{D:Hm}=0224 GMT
{CID}

Refers to the client ID (“CID”) of the other facility. Contact OneMedNet Technical Support for a list of CIDs

{CID}=WA-OMN01
{CID:w}

The “w” restricts the characters returned to a maximum of ‘w’ characters.

{CID:5}=WA-OM
Use of ‘>’

Use this symbol to replace a name with another value.

{CID:WA-OMN01>OMN}=OMN (only if the CID = “WA-OMN01)
Wildcards

Use of wildcard symbols ‘*’ and ‘?’ is supported.

{CID:WA-OMN*>OMN}=OMN(applies to multiple CIDs such as “WA-OMN01, WA-OMNABA, etc.){CID:WA-OMN0?}=OMN(applies to multiple CIDs such as WA-OMN01, WA-OMN02 but not WA-OMN10)