Roche Diagnostic's navify® POC Operations / cobas® infinity POC

The integration services described herein require additional one-time and/or annual fees. For more information, please contact us.

Dual Code has partnered with Roche Diagnostics to integrate our learning environment with the navify® POC Operations (formerly cobas® infinity POC), which manages medical devices like the cobas® pulse and Accu-Chek® Inform II glucose-meter.

Common Implementation

A common implementation for this solution is the integration of Dual Code's Workplace learning environment to navify® POC Operations for the purpose of activating Roche Diagnostic's cobas pusle or Accu-Chek Inform II glucose-meter.

Registering users in programs and courses in Dual Code’s learning environment after the clinical manager has added them to navify® POC Operations
Marking the user as certified in navify® POC Operations once they complete the course in the Workplacde learning environment and they receive a learning record
Activating the cobas pulse or Accu-Chek Inform II glucose-meter automatically

Getting Started

This service uses Dual Code's LRX (Learning Record Exchange), which is a web services framework offered as part of OCI. This service is disabled on the platform by default and can only be enabled for Dual Code clients who are also under agreement with Roche Diagnostics. To enable this service, please contact Dual Code.

The procedure below needs to be done by a System Administrator. While certain tasks can be delegated to other roles (e.g. adding learning activities), many of the steps in the procedure below can only be done by someone who has the role of System Administrator in the Dual Code learning environment.

Step 1: Enabling the Service

Once confirmed by Roche Diagnostics that you are authorized to use this service, it will be enabled by default in the Dual Code learning environment. There is nothing for you to enable in the learning environment itself. You will however need to ensure that navify® POC Operations, which is hosted on premise within your organization, can communicate with the learning environment over secure FTP. This means you will need to allow communication over port 22 between navify® POC Operations and the roche-sftp.dualcode.com

Step 2: Adding or Identifying the "Roche ID"

The navify® POC Operations tracks users based on a field called "Roche ID". This value for this ID on navify® POC Operations must match a the value of a field tracked in the learning environment. While the value must match, the name of the field itself doesn't need to match. In other words, if you are using an existing field in the learning environment such as the username, ID number or even a custom field, the integration will work as long as the value of the field is identical.

If you are already tracking the Roche ID in the learning environment, you can skip the next steps and jump to the "Adding a Course" section of this article. If you are not already tracking the "Roche ID" in the learning environment, you must add a custom user profile field.

Go to Site administration > Users > Accounts > User profile fields.
Select a field type from the drop down menu. (Generally, it would be a "Text input" field type.)
Configure the settings for the field. For integrity reasons, we recommend setting the "Should the data be unique?" question to "Yes".
Click the "Save changes" button.

Once this is done, you can populate the field for the users who will require an account on navify® POC Operations. This is generally done using a CSV file depending on the volume of users.

Step 3: Adding a Course

You need to add your Accu-Chek® Inform II course in the learning environment.

Go to Site Administration > Courses > Add a new course
Fill out the form and make note of the "Course short name". You will need it later when you set up the program.
Click on the "Save and display" button at the bottom of the page

If you are prompted to enroll users in the course, you may skip this page and proceed to the course content. The navify® POC Operations will automatically enroll users in this course once properly integrated

Step 4: Adding Activities and Resources

Once the course is created, you may add the necessary activities and resources to the course. While you may include different types of activiies, we recommend leveraging SCORM files, videos, lessons and/or quizzes. Note that while PDF and PowerPoint files will work fine when accessed from a personal computer, these files will not work when accessing the course from cobas pulse.

While you are still in the course:

Turn editing on (if it is not turned on already)
Click on the "Add an activity or resource" hyperlink
Select the activity type you would like to add (e.g. SCORM)
Click on the Add button

Ensure the "Activity Completion" section at the bottom of each activity in your course is properly configured. The integration and activation of the cobas pulse and Accu-Chek device depends on the completion of the learning activities.

Step 5: Generating Learning Records

As per the note above, the integration with cobas pulse and Accu-Chek depends on the generation of learning records. You are therefore required to set the "Course Completion" criteria in the course itself.

While you are still in the course:

Go to Course Administration > Settings
Expand the "Certification and Expiration" section
Set the “Expiration” field to “Expire the learning record after” and specify the time that the certificate is valid for (usually 1 year).
Set the “Recertification” field to “Users can get recertified” ___ days before their next due date”, where ____ is generally 60 or 90 days.
Click on the "Save changes" button
Go to Course Administration > Course Completion
Under “Condition: Activity Completion”, select the mandatory activities
Click on the “Save changes” button

Step 6: Sending the Learning Records to cobas infinity POC

The steps above will generate a learning record in the Dual Code learning environment. The ensure that the learning records are then sent to navify® POC Operations, you need to add an LRX destination to course so that the learning environment knows where to send the learning records.

While you are still in the course:

Go to Course Administration > Learning record exchange
Click on the "Add" button
Select "navify POC Operations" (or "roche") from the list of recipients.
Click on the "Add" button

From this point forward, learning records for this course will be sent to navify® POC Operations and the cobas pulse or Accu-Chek glucose-meter will be activated for the learner who completes the course. Please note the following:

There is a 5-20 minute delay between the time a user completes the course in the learning environment and their glucose-meter is activated.
The following learning records will not be sent to navify® POC Operations:
- Learning records that existed prior to you adding an LRX destination
- Learning records that are uploaded using a CSV file
- Learning records generated as part of a course equivalency application

Step 7: Automating User Enrollments

When properly integrated, navify® POC Operations will automatically enroll users in the cobas pulse or Accu-Chek course once the clinical manager adds them to navify® POC Operations. This means that the clinical manager will not need to log in the learning environment to assign users to the course, nor will you need to define any sort of condition in the course or program related to course enrollments.

Go to Site Administration > Courses > Programs > Add/edit programs
Click the "Add a program" button
Enter the title for the program
Set the "ID Number" to match the "Course short name" of the course that you set up earlier. It's important that the program ID number and the course short name be identical.
Set the "Days to complete" to match the value in navify® POC Operations for the "Observation time for pending certification".
1. NOTE: The "Observation time" may vary from one client to another and can be found in navify® POC Operations. Dual Code has no visibility into what those settings are since we cannot directly log in the navify® POC Operations user interface. For more information regarding these settings, please contact your navify® POC Operations administrator or Roche Diagnostics.
In the "Notifications" section, expand the "Show more..." section
Configure the "Send coming due notifications" notification so that it starts sending notifications at the same time as the navify® POC Operations.
1. If the "Observation time for certified"* in navify® POC Operations is 90 days, then you'll want "Send coming due notifications" to start 90 days before the due date.
Click on the "Save changes" button
Once on the “Courses” tab still in the program, select the cobas pulse or Accu-Chek course in question
Click on the “Save changes” button

Troubleshooting Issues & FAQs

Q. Are cobas infinity POC and navify® POC Operations the same?

A. While cobas infinity POC and navify® POC Operations are not technically the same, for the purpose of this knowledge base article, the terms are used interchangeably.

Q. How do learners get added to my program / course?

A. The navify® POC Operations will automatically add users to the program / course. This is fully automated. As such, you should not set rules to add users to programs nor should you manually add users to programs unless Roche Diagnostics identifies a problem. Note however that the user must exist in the learning environment and they must have an identifier that matches the Roche ID. The navify® POC Operations system, will not create users in the learning environment. It will only assign existing users (based on a matching Roche ID) to the program.

Q. How do I manage learners who are on leave or come back from a leave of absence?

A. The person in charge of managing navify® POC Operations is responsible for keeping its information up-to-date. This includes managing the status of the operators. If an operator is on leave, they should be deactivated in navify® POC Operations and re-activated if/when they come back. If they remain activated, navify® POC Operations will not know when to re-assign the user to the course in the learning environment.

If a user comes back from a leave of absence and they were never deactivated in navify® POC Operations, they will most likely not see the course on their dashboard. The person in charge of navify® POC Operations should be instructed to deactivate the user in navify® POC Operations (not in the learning environment), then wait 1 hour, and then re-activate the user in navify® POC Operations. By doing so, the course will be re-assigned to the user in question in the learning environment within an hour.

Q. Why do I not see learners being added to programs?

A. If learners are not being added to program, check to make sure that the user upload task meant to add users to programs is still being processed. Go to Site Administration > Users > Accounts > User uploads > View history. Look for a job queued by Roche (using the “Who queued” column) and make sure it successfully ran recently. If the job ran but the “Result” column reports an error, click on the “View results” icon in the “Actions” column next to the job in question.

If the error message is "cURL Error (22) : The requested URL returned error: 404 Not Found", it means that navify® POC Operations cannot communicate with the learning environment. The communication takes place over port 22. Please make sure you that your organization's firewall allows outbound connections to the learning environment's SFTP server.

If another type of error occurred (e.g. the user ID did not match any user in the learning environment) and you fix this error in the learning environment after the fact, you also need to add the user to the program manually. Roche will not re-attempt to re-register a user in a program following a failure.

For example, let's say you have a user in the system called "John Smith" but the user is missing their unique Roche ID (or it doesn't match the identifier in navify® POC Operations). If you change the Roche ID in the learning environment, navify® POC Operations will not retry to add the user in the program. After changing the user's Roche ID in the learning environment, you'll need to manually add them to the program by following the "Manual Procedure / Override" steps outlined in Registering Users in Programs .

Q. Why do I not see learners being added to courses?

A. If learners are in programs but are not being added to courses, check the program and make sure that the course is in it (under the “Courses” tab). You should also make sure that users are being assigned the role of "Student" (under the “Configuration” tab, go to the “General” section and click on “Show more…”).

Q. Why do I not see "navify POC Operations" as an LRX recipient?

A. If you do not see "navify POC Operations" as an LRX recipient in the procedure above but you see "roche", you may select "roche". If you do not see either options, it's because the feature has not been enabled. Please contact Dual Code to enable this feature.

Q. How far ahead of their recertification should I ask users to redo the course?

A. Every implementation of navify® POC Operations is slightly different. Some allow the user to get recertified 30 days before the expiration of the learning record while for others, it can be 60 or even 90 days. These values are defined as "Observation Time" in navify® POC Operations.

Q, What happens if I don’t set a recertification window and the learner completes their training too early?

A. If the learner completes their training too early because a recertification window in the course is not set, the learning environment will generate a learning record, but navify® POC Operations will reject this learning record. This means that a user may see a green checkmark in the learning environment but the glucose-meter will remain deactivated until the navify® POC Operations administrator intervenes in navify itself. That’s why it’s important to set a recertification window that matches the “Observation time for certified" in navify® POC Operations.

Should it be the case, you will need to void the latest learning record for the user in question in the learning environment, and ask them to complete the course again.

Q. What do I do if a learner completes the course, but the glucose-meter is not activated for them?

A. If the activation of the device does not work for ANY user, then you most likely have an integration issue. Please review the procedure above. If you cannot solve the issue, raise a ticket via Dual Code’s Help Desk. On the other hand, if the activation works for most users but fails for only a few issues, there could be numerous reasons why the glucose-meter is not active for them. We suggest you follow these steps to troubleshoot the problem:

Does the user have their Roche ID in their user profile and does it match the Roche ID in navify® POC Operations? If the user does not have a valid Roche ID in their user profile, the learning record will be sent to navify® POC Operations, but navify will not recognize the user in question and therefore cannot activate the device.
Does the user have a valid learning record? If the user does not have a valid learning record, he/she did not successfully complete the course.
Is the user getting recertified and if so, did the recertification take place within the observation window as defined in navify® POC Operations?

Also, keep in mind that the certification may require the user to complete certain steps OUTSIDE of the learning environment. In other words, completing the training is not always the only requirement for the activation of the glucose-meter. For more information regarding other steps, please contact your navify® POC Operations administrator or Roche Diagnostics.