Set Up Kiosks: At A Glance

  1. Order Your Kiosk Hardware
    • You will be responsible for ordering your kiosk stand, tablet, and 3 peripheral items to be able to successfully complete set up of one check-in kiosk. You will also need to ensure that your EMR is running an OceanConnect tablet integration.
  2. Assemble Your Kiosk
    • Once your kiosk stand arrives, you will need to assemble it, according to the instructions diagram shipped with the kiosk (in the tablet holding area).
  3. Configure Your Tablet for the Ocean Kiosk
    • There are a few additional tablet settings that you will need to configure in order to optimize the tablet for check-in kiosk purposes.
  4. Install the LAVA Battery Modulation Software on Your Kiosk Tablet
    • The LAVA battery modulation software will prevent damage to your tablet from overcharging.
    • We highly recommend you follow the steps below for the long-term health of your kiosk tablet.
  5. Secure Your Tablets
    • Before "real world use" of your kiosk tablet, we strongly recommend that you review this guide to securing your tablets.
  6. Configure Your Kiosk Tablet Settings in the Ocean Portal
    • These settings will be configured from within the Ocean Portal that you may want to consider when optimizing Ocean's performance on your kiosk tablet.
  7. Connect the Wires in Your Kiosk
    • Once your kiosk is assembled and your tablet is configured, the final assembly step is to connect the wires (i.e. peripheral items) properly within your kiosk.
    • Ensure that you've connected all the wires correctly so that your card reader and tablet work properly within the kiosk.
  8. Set Up OceanConnect to Support Walk-In Patients (optional)
    • If your clinic accepts walk-in patients, you can also set up your kiosk to check-in walk-in patients who don't have a scheduled appointment.

Order Your Kiosk Hardware

You will need all the following items to be able to completely set up one kiosk:

  • Ocean Kiosk (1)
  • Tablet (1)
  • Peripheral items (3)

To obtain the above items, follow the steps below:

  1. Order your Ocean Kiosk by submitting a kiosk order form, available on our Ocean Check-In Kiosk product page.
  2. Order the tablet that will go in your kiosk. Note that the Ocean kiosk ONLY supports the Samsung Galaxy Tab E (9.6") and Samsung Galaxy Tab A (10.1").
  3. Order the peripheral items that you will need inside your kiosk:

Note: If you'd like us to send you the above 3 peripheral items in a bundle, please indicate this on your kiosk order form.

Warning:

Note that if you purchase your own Magtek card reader, you must update the firmware on your own, as outlined in: "Configuring Magtek Card Readers for Android 7".

Note also that CognisantMD is limited in our ability to support untested hardware from third-party vendors and therefore, cannot guarantee that kiosk card swiping and reading will work.


Assemble Your Kiosk

Assemble your kiosk by following the instructional diagram that is included in your kiosk package.

This diagram will be found on the cardboard sheet located inside the tablet-holder portion of the kiosk (on the back of the sheet with the Armodilo logo).

If you've lost this sheet, you can also find direct links to the instructional diagrams below:

Floor Model Wall-Mounted Model Countertop Model

Note: The top cover of the kiosk (that closes the tablet container) should be left off until after you have finished setting up your tablet and connecting all of your kiosk's internal wires (i.e. Steps 3-6).


Configure Your Tablet for the Ocean Kiosk

There are a couple of things you'll need to do in order to get your tablet ready for your kiosk.

Firstly, you'll need to set up the tablet, just like any other free-floating patient-facing Ocean tablet. Follow our step-by-step Tablet Set-Up Guide before moving forward.

Once you've set up your tablet for regular use, adjust the following kiosk-specific settings on your tablet.

  1. Enable the on-screen keyboard.

    • Enter the Settings app on your tablet.
    • Select "General management" from the menu along the left and then select "Language and input".
    • Under "Keyboards", select "Physical keyboard".
    • Toggle "Show the on-screen keyboard" ON (i.e. to the right).
  2. Set your screen timeout to always stay awake.

    • From the Settings app on your tablet, select "About tablet" and then "Software information". Tap on the "Build number" a few times until developer mode is enabled and the "Developer options" become available.
    • Once your "Developer options" have appeared in the menu along the left, tap on it and toggle the "Stay awake" feature ON (i.e. toggle to the right) so that the tablet screen will never sleep while it's charging. This will ensure that the screen is always on and ready for patients, even if the kiosk is not always in use.

Install the LAVA Battery Modulation Software on Your Kiosk Tablet

The LAVA battery modulation software will protect your kiosk tablet's battery, preventing damage to your tablet from overcharging. We highly recommend you follow the steps below for the long-term health of your kiosk tablet.

  • Open the Google Play Store app and search for "file extractor". Download the app called "RAR".
  • Open an internet browser on your kiosk tablet (i.e. "Chrome" or "Internet").
  • Exit out of the internet browser and open the RAR app. Click to open the "Download" folder.
  • Select "LAVA_eSTS_Software_Release_20180108.rar" and then open the "LAVA eSTS Software Release 20180108" folder.
  • Click to install LAVA Tablet Manager (LTM.apk), as well as LAVA Battery Information (LBI.apk).
  • Select "Done" after each of the apps have been installed.

Important Note:

You will need to re-register the Ocean Tablet app after installing the above 2 LAVA apps.

Make sure that you uninstall the "RAR" app (from the Google Play Store) before re-registering your tablet to prevent potential future misuse.



Configure Your Kiosk Tablet Settings in the Ocean Portal

  1. Create a kiosk-specific tablet grouping (in the Ocean Portal).

    • Once you've downloaded the Ocean Tablet app on your kiosk tablet(s) and registered the tablet, you will want to create a tablet grouping for your kiosk tablet(s) will allow you to tell it "how to behave".
    • You can do this by logging in to the Ocean portal, navigating to the Tablets tab, and clicking "Clone" (a) on an existing groupings. Once cloned, you can rename the group (b) to something like "Kiosk Setting".
  2. Enable kiosk mode for your kiosk tablet group.

    • Click "Edit" on your new kiosk tablet group. The only requirement to run an Ocean kiosk tablet is to select the "Kiosk" tablet mode from the drop-down menu at the top of the Tablet Settings window.
  3. Configure additional kiosk tablet group settings and preferences (optional).

    • There are a number of other settings that you may want to configure for your kiosk. Refer to "Customizing Basic Tablet Settings" for more details about your tablet settings option. Below are some recommended settings that you may want to consider to optimize your kiosk tablet performance.
  • Introduction Tab

    • Always Show Introduction Screen
      Enable this option to welcome your patients to your clinic and display clinic announcements or other basic information, including your clinic logo.
      Use Birthday Validation
      Many clinics enable birthday validation for kiosk tablets, as an added layer of security (to confirm the patient's identity). Note that if you choose this option, you must also check off the "Always Show Introduction Screen" option.
  • Demographics Tab

    • Always Show Demographics Screen
      This option will allow patients to review and update their contact information. Most clinics opt to enable this when using tablets in Kiosk mode..
  • Rules Tab

    • Tablet Rules (eForm / Trigger Table)
      To learn about tablet rules and see a few examples of helpful and commonly-used tablet rules refer to "Tablet Rules".
      Skip On Demand eForms
      To learn more about this kiosk specific feature please refer to our article about "Skip On Demand eForms:".
  • Check-In Tab

    • Mark Patient Arrived
      Choose to check in your patients either right after they've swiped their health card number on the kiosk or after they've finished completing all their forms on the kiosk.
      Time out after ___ seconds
      Set this to 30 seconds to reset the kiosk tablet if the patient does not interact with the kiosk for longer than 30 seconds.
      Block late check-in after ___ minutes
      Check off this box if you'd like to prevent late patients from checking in at the kiosk. Enter the time frame after the scheduled appointment time that you would like to consider as "late".
      Block check-in if ___
      Here, you can enter in a JavaScript expression to prevent patients with certain characteristics from using the kiosk to check in for their appointment (similar to tablet rule triggers).
  • HCV Tab (FOR ONTARIO CLINICS ONLY)

  • Preferences Tab

    • Display a survey after all other forms are complete
      You may wish to enable this option if you would like all your patients to fill out a specific form before their appointment (e.g. email consent form).
      Hide Quit Button
      It is often a good idea to hide the Quit button, just to prevent patients from being tempted to quit out of Ocean before completing all their forms.
      Completion Message
      Customize the message that your patients will see after they've finished completing all checking in and providing all their information at the kiosk. Generally, this message will be something like "Thank you for checking in. Please take a seat and wait for your name to be called.".

Connect the Wires in Your Kiosk

The diagram below shows the cables and connections required to set up the inside of the Ocean Kiosk (using the peripheral items and tablet that you ordered for the kiosk). A picture of the proper set-up is also attached to this article, for your reference.

Kiosk-Setup-cropped.png

Short cable that comes with the Similcharge connector (microUSB to microUSB)

A Plug one microUSB into the Tablet.

B Plug one microUSB into the Similcharge connection port labeled "Tablet".

Medium length cable that comes with the reader (microUSB to USB)

C Plug the standard USB into the Similcharge connection port labeled with a USB symbol.

D Pull the cable through the mounting plate of the kiosk.

E Plug the microUSB into the reader. This one can be fussy and needs to be fully pushed into the reader.

Long cable (microUSB to USB)

F Plug the microUSB into the Similcharge connection port labeled with a power symbol.

G Run the cord down the stand leg and out the opening by the floor.

H Plug the standard USB into the Samsung charging block. Make sure the Samsung charger is plugged into a working outlet.

Tips When Connecting Your Wires

  • Ensure that you are not putting undue tension on the natural curve of the wire that connects the Simulcharge and the tablet.
  • The microUSB ports on the Simulcharge can become a little loose sometimes, so please make sure that all 3 wires are plugged in snuggly into the Simulcharge.
  • Make sure that there is nothing applying pressure straight down on the Simulcharge board, especially on the top of the microUSB ports.

PS Suite: Set Up OceanConnect to Support Walk-In Patients

Note: This is an optional step for kiosk set-up.

Ocean kiosks now support check-in for walk-in patients. To enable this feature, please follow the steps below.

  1. Enable walk-in patients in the Ocean Portal.

    • Log in to the Ocean Portal and navigate to the Admin tab.
    • Enter the "Site Features" section and check the "Accept Walk-In Patients (BETA)" checkbox.
    • Save your changes.
  2. Create your walk-in provider schedule in PS Suite.

    • Open the Appointment screen from the PS Suite dashboard.
    • From the Appointments menu, hover over "Add Provider" and select "Another Resource".
    • You will then see a warning against changing provider setups. Click "Continue" to proceed.
    • Next you will see the "Add Provider" window.
    • Type in your walk-in provider name and initials.
    • Leave the "Billing MD" field empty and match your interval to the same as your other providers' schedules.
    • Set the "Missing bills" field to "Appointments in this schedule are billed by any doctor".
    • Click "OK" to save your changes.
    • You can now view your new provider's appointment schedule by selecting "All Providers" or your walk-in provider's name from the Providers menu on the PS Suite appointment schedule.
  3. Set your walk-in provider details in the OceanConnect app.

    • Access your OceanConnect tablet and open the OceanConnect app.
    • Type in the full name of your walk-in provider in the "Walk-In Provider Schedule" field and then click "Save Configuration". Make sure that the name exactly matches the walk-in provider calendar's name that you just created in PS Suite.
    • In the "Walk-In Create Appointments at", you have a choice of either having your walk-in patients' appointments slotted into your walk-in provider's schedule close to the time at which they check-in on the kiosk (i.e. "Near Check-In Time") or at the start of your walk-in provider's day (i.e. "Beginning of Schedule").

Now, if a walk-in patient checks in on the kiosk, an appointment will be created for them in the walk-in provider's schedule in PS Suite. From there, you can either move the appointment to other providers' schedules or have your walk-in providers consult the new walk-in provider appointment schedule.

  • If they are an existing patient at the clinic, the appointment will be tied to their chart in PS Suite.
  • If the patient is new to the clinic, they will be prompted to provide their first and last name (in addition to the usual demographic information).

To see the walk-in workflow in action, download the following demo.

Demo: Walk-In/Urgent Care