Frequently Asked Questions

FAQs

Patients must be enrolled before they can begin using the Shifaa mobile application. Shifaa web users with the role Admin or Care Team can add new patients to the system. A patient is deemed eligible by the Admin or Care Team member. The initial patient enrollment data will be pushed from the DoH IDN system into Shifaa.

Information you’ll need to enroll a patient. Note: This info can be accessed and changed later on the Patient Profile page: First & Last

  • Name: This field indicates how the patient’s name will appear on the Shifaa platform.
  • Username: This is the name patients will use to log in to the mobile application. Patients are unable to change this once it is created. The format for this should be standardized across all patients (i.e. first initial + last name).
  • Entity: This represents patient location.
  • Temporary Password: Patients will use this to log in for the first time. Must contain 8 characters with a capital letter and a number included. Like the username, this should also be a standard convention to streamline enrollment (i.e always Password1). The patient will be required to change this password upon their first login.
  • Language: Set to ‘English’ as the default for all patients. There are 20+ languages to choose from if the patient would prefer a different language. This setting can only be changed by the care team member, and is not editable in the patient’s mobile app.
  • Email + Phone Number: Only one of these contact methods is required per patient.
  • Care Team Member: This field indicates who is assigned to monitor the patient’s care, and can be the same as Reviewer.
  • Reviewer: This person is responsible for reviewing the patient’s daily video DOT submissions. The Reviewer and Care Team Member can both receive the same email notifications for patients assigned to them.

Once all required fields are complete, you can do one of two things:

  1. Click “Save” to set the medication regimen for the patient you just enrolled.
  2. Click “Welcome Message” to send a message to the patient.

After enrollment, the Admin or Care Team user can edit the patient’s date of birth, preferred language, and phone number.

To add a patient’s current regimen:

  1. Go to that patient’s profile page from either the New Alerts page or the All Patients page. You will be directed to the patient’s Submissions page.
  2. Use the top menu to navigate to the patient’s Medication page.
  3. If the Active Regimen section states No active regimen, you will see an “Add Regimen” button on the upper right side of the Active Regimen section.
  4. Click the “Add Regimen” button, fill out the Regimen Name and Target Doses, then click “Add Medication.” Fields will appear with spaces to add information about how the medication should be taken. The Dosage and Amount fields can contain exact, non-round numbers (i.e. 1.5, 5/12, etc.) 
  5. Once the medication is added, click Add Medication to add another medication to this regimen and Save to save the added medication(s).

In Shifaa, the length of a regimen is designated by target dose count. This can be found on the Medication page of a patient’s profile.
To extend a regimen, increase the target dose count.

For example, on this patient’s Medication page, their active regimen has a target dose of 60 doses.

If the patient is prescribed one medication once daily, this would mean their 60 doses will last 60 days. If the patient were prescribed just one medication per week, the 60 doses would equate to 60 weeks. 

To double the length of the regimen, you would need to double the dose count. Click “Edit” on the right to change the target dose count.

Once the dose count has been increased, click “Save.”

Ending a regimen on the originally scheduled date
Each time you create a new regimen, you will be prompted to select a dose number and end date for that regimen. When you are reviewing what is scheduled to be a patient’s final dose, a pop-up will verify that the regimen should be ended.

If the stated information is correct and you confirm Yes – voila! – the regimen will end.

Ending a regimen early or on a different date

If you would like to end a regimen before the initially selected date, you can do so on the patient’s Submissions page or the Medication page. From one of those pages, you can:

Select the “End Current Regimen” button at the top right of the screen.

Click the “End Date” field and use the calendar drop-down to select the desired end date.

Please Note: All approved video submissions past the entered “End Current Regimen” date, will need to be reassessed. The video submission will remain, but the medication and decision will need to be added. Adherence statistics will be incomplete until all unreviewed videos are reviewed.

See the end date displayed on the left submissions rail.

Once these steps are complete, the regimen has ended.

Once a patient is enrolled in Shifaa, they can begin daily video submissions through the app available on Android, iOS, or tablet devices that have an App Store installed.

To review a video DOT submission:

  1. Navigate to the “New Alerts” page to see notifications for unreviewed submissions, or the All Patients page to find a particular patient. Both pages can be sorted by “Reviewer” so you can see which patients are assigned to you.
  2. Click a patient’s name to access their profile. You will see a panel on the far left that provides a calendar, or list view, of all the patient’s submissions to date. Unreviewed submissions will have a yellow ? icon and a yellow notification bubble that lists the number of unreviewed videos.
  3. Click on the date to see an expanded list of all videos submitted on that day. The submissions will populate as a drop-down, with the most recent appearing at the top. Once the row is expanded, the most recent submission will be automatically selected, and its associated video and medication information will appear on the center and far right panels, respectively. Symptoms or side effects noted by the healthcare worker will be listed under “Reported.” If there are no side effects or symptoms, “None” will be listed
  4. Hit the play button that will appear on the middle of the screen to watch the video. The play bar at the bottom of the video has options to play, pause, fastforward, flip, and mirror the video.

Users with an “Admin” role can add new Care Team Web Users to the Shifaa by emocha platform.
To add a new Web User:

  1. Click on the gear icon at the bottom of the main menu on the left side of the screen. A dropdown will appear. Click the option for “Web Users.”
  2. A list of all current Web Users will appear. Click the “Add New User” button in the top right corner.
  3. Complete the form that appears. Fill in the required information and assign the new user to one of the following five roles:

“Admin” can view and edit all parts of the Shifaa platform. This user can access and create all other types of users.

“Care Team” can view and edit all parts of the Shifaa platform, except the security logs & Web User list.

“Review-only” can view all parts of the Shifaa platform except security logs & Web User list, and can edit data in the Submission Review section.

“View-only” can view all parts of the Shifaa platform except security logs & Web User list, but cannot edit any data.

“Analyst” can only view the entity-wide Analytics page & pull deidentified reports. This role has no access to Patient Health Information.

The adherence calendar is a visualization of a patient’s submission history. The calendar displays multiple submissions in a single day.
To access the adherence calendar:

  1. Click the healthcare worker’s name to get to their profile.
  2. Open the “Submissions” tab and click the calendar icon at the top left.

Each day has a dose icon on it to indicate the reviewal status of that day’s video.

  • Yellow question mark indicates that the dose count is undetermined. There is an unreviewed submission and there is a scheduled (or held) medication for that day.
  • Green checkmark indicates that the reviewer has assessed the submission for the day and selected “Yes” to apply this submission to the overall dose count. There must be a scheduled (or held) medication for this day.
  • Red “x” indicates that the reviewer has assessed the submission for the day and opted to reject the submission by selecting “No” for the dose count. There must be a scheduled (or held) check in for this day.
  • Red empty circle indicates that medications were scheduled but no submissions were received, so the dose count was set to “No”.
  • Gray crossed-out circle indicates that the reviewer selected “Omit Day.” There may or may not be a submission on this day and medications were scheduled (or held).
  • Gray empty circle indicates that medication was not scheduled or was withheld for this day, but the healthcare worker completed a submission. This is an unplanned submission.

You can also print the patient report by clicking the button in the upper right corner and choosing your preferred date range.

You should download the emocha asynchronous video DOT application from the Apple App Store or Google Play Store.

  1. Go to the profile of the patient whose past regimen you would like to add.
  2. Using the top menu, navigate to the “Medication” page.
  3. Scroll below “Active Regimens” to the “Ended Regimens” section and click the “Add Pre-Emocha Regimen” button.
  4. A form will appear with fields where you can add details about the past regimen. Once filled, click “Save” in the bottom right corner and the regimen will be recorded in Shifaa.

  1. There are a few reasons that a video may not show up:

    1. The video has not fully loaded. Sometimes, it can take some time for the video file to fully upload. If a video routinely takes extra time to upload, they may have a poor connection.
    2. The healthcare worker’s phone does not create the correct type of video file.

    If you find that videos are routinely taking extra time to upload, reach out to helpdesk@emocha.com and the emocha technical support team will investigate the issue.

  1. Navigate to the patient’s profile. You will see a “Print” button in the upper right corner.
  2. Click the “Print” button and select “Print Analytics” a pop-up will appear, asking you to select the date range of the report you would like to print.
  3. Once the date range is selected, a PDF will generate that includes analytics and a calendar that shows day-by-day adherence.
  4. You can print this PDF by selecting the desired printer and clicking “Print” in the bottom right corner of the print pop-up.

If you remember your password, you can change it from within the Shifaa web portal.

  1. Log in normally. Click the gear icon to access the “Settings” menu and click “My Profile” at the top of the list.
  2. In the pop-up that appears, scroll down until you see the change password section.
  3. Set the desired new password and click “Update User” in the bottom right of the pop-up. Use the new password to log in to emocha.

If you forgot your password, you can change it using the following instructions:

  1. Go to the Shifaa login page (shifaa.doh.gov.ae) and click “Forgot Password” above the password field.
  2. The next page will prompt you to enter your email. Make sure you enter the email associated with your Shifaa account.
  3. You should receive an email with a password reset link. If it is not in your inbox, check your spam folder. If you do not receive an email within 10 minutes of submitting the form, contact us at helpdesk@emocha.com.

Each day of a patient’s active regimen will include an icon that determines the status of that day’s medication submission.

 

The patient can reset their own password using the patient app:

  1. The patient should tap the “Forgot” button on the login page of their app.The patient will be prompted to enter either of the following to receive password reset instructions:
    Username or First Name + Last Name + mobile number
  2. The patient will be emailed a link to reset their password.

If the patient is unable to reset their own password, you can set a temporary password for them using the web portal:

  1. Log in to your web portal account.
  2. Click the patient’s name to access their profile and navigate to the “Profile” tab on the far right of the upper menu.
  3. In the “Temporary Password” field, set a new password that is memorable and easy to communicate. Send this temporary password to the user. They will use this password to log in, and immediately be prompted to set a new password.

At any time, a patient can check their progress in the Shifaa mobile app. The Progress page under the main menu shows a calendar view with icons representing the status of each day’s submission(s).

Example: The above patient’s Progress page shows a missed submission on Sunday and a rejected submission on Monday.
If the patient does not check their Progress page, there is no other way they will know that their submission was rejected.

Occasionally, videos will take extra time to load, depending on the patient’s connection strength. They should fully load within 1 business day.
If you find that videos repeatedly take extra time to load, please reach out to helpdesk@emocha.com and we will help you find a solution.

Notes are internal comments visible only to Care Team members. They are tied to the particular submission on which they are written and are populated as “Comments” on the patient’s report.

Flags can be selected when reviewing each video. These are internal remarks that point out specific trends seen in submissions; for example, common video issues such as shakiness, poor quality, and bad lighting.

If a patient is only directed to take medication certain days of the week, miss a submission, and make up for it on a day without a medication planned, the submissions will display as follows:

The web portal shows this as a missed medication on Wednesday and an unplanned submission on Thursday. It does not give the patient credit for taking the medication. To give the patient credit and adjust their adherence and dose count, you can:

  1. Click the “+” at the top of the left column, next to the “Filter” button. A drop down menu will appear. Click either “In Clinic” or “In Field,” as if you are manually adding a submission.
  2. Once you make your selection, a pop-up will appear with fields that outline the details of the submission. Select the day in which the patient was scheduled to take their medication and note whether they were experiencing any side effects. Click “Add” to add the submission.
  3. The submission will appear as unreviewed on the day it was scheduled to be.
  4. Review the newly added submission in  the “Assess In Field” section. Click the medication(s) taken in the late video and click “Yes” to apply the submission to treatment. Then, click “Save.”
  5. If desired, you can leave a note in the “Notes” section to explain the added submission for your records. Notes are always internal and will not be shown to the patient.
  6. Once the manual submission is saved, the patient will be given credit on the day the medication was scheduled to be taken.

When the administrator on your team creates your account, they will fill out your details including name, email address, phone number, entity, and role. If you need to change these at any time, you can do so from the Shifaa web portal.

First, click the gear icon at the bottom of the menu on the left. This will expand into a smaller menu with options to navigate to My Profile, Web Users, Security Logs, Notification Logs, and Logout.

From here, click My Profile. A pop-up will display fields where you can change your First Name, Last Name, Phone Number, and Password. It will also display your Entity and Role on the Shifaa app, which cannot be changed.

Once you edit the desired fields, click “Update User” to save the changes.

To download the Patient Analytics Report or the Non-Compliant Patient Report, click on the icon to navigate to the Analytics page.
In the upper righthand corner of the screen, select the .csv file that you would like to download.

Scroll to the bottom of the page to view the Exported Reports list.

When an export has been downloaded you will see a green circle for completed status.

To download and view the report, click on the text/csv icon under the “Download Type” header. The open the downloaded document.