Information for clinical teams

The aTouchAway™ app enables secure virtual family visiting and virtual family updates for patients in intensive care and other inpatient settings.

The key features of aTouchAway are:

  • A secure cloud-based video and audio calling platform
  • Use of multiple different tablet devices in the same ward or different ward to access the hospital’s patient directory
  • Ability to set up a hospital-specific patient directory and attribute one or more family contacts to each patient
  • Use of generic logins for tablet devices allowing any clinical team member to initiate a video call.

Essential steps to get started are outlined below, including:

My Hospital Life Lines edit

The diagram above provides a generic view of what your organisation may look like, assuming you have several clinical units where the ICU/ward team needs to connect to family members.

Starter checklist

  1. you have been provided with aTouchAway logins comprising: tablet logins (e.g. tablet01@stelsewhere.icu), administrative logins (e.g. admin01@stelsewhere.icu), your institutional generic password for all logins
  2. your institution has already been set up on the aTouchAway cloud (if you have received your logins, this will be the case);
  3. you have prepared your tablet devices by sequentially numbering and labelling them, e.g. Tablet 01, Tablet 02 etc, for reasons which will become apparent;
  4. you have identified a convenient location in your clinical area to store the tablet
  5. you have labelled your chargers and charging cables.

If you have not received your tablet logins, please contact lifelines@kcl.ac.uk

Initial clinical team set up and login

  1. ATouchAway app Life LinesSwitch on the tablet device, the power button is on the upper right side.
  2. Enter the device passcode.
  3. Click on the pre-installed aTouchAway™ app.
  4. Sign in to Atouchaway on the tablet using one of the tablet logins corresponding to the assigned tablet number – see above – (i.e. tablet01@stelsewhere.icu for Tablet 01, tablet02@stelsewhere.icu for Tablet02 and so on). You will need your institution’s preset generic password which was provided to you with the logins.Sign in to aTouchAway™ on each tablet with one of the provided tablet logins (ie Tablet 1 logs in with Tablet 01@stelsewhere; Tablet 2 logs in with Tablet 02@stelsewhere etc)
  5. Your tablet is now set up

Tip:

  • To prevent unauthorised access we recommend against displaying the device passcode on the tablet itself nor in full view in clinical areas.
  • We advise downloading aTouchAway on a desktop or laptop computer from https://aetonix.com/download/ and logging in using an admin login. It will be easier to administrate the patient list especially in the initial phase when needing to input numerous patients.

Setting up a family member, adding the patient & making a call

Life Lines setting up a family member adding the patient and making a call

Manager Grouping functionality

Full guidance with images is available here.

Aetonix released a new version of the Aetonix Dashboards and the aTouchAway™ app on May 23, 2020 to offer this additional functionality. All updates will be applied across all tablets.

This functionality allows to group all tablets (patients) within the same ICU unit, and in cases where a tablets (patients) moves to a different ICU the tablet (patient) can be transferred to that group.

The guidance is broken down in two sections:

  • Aetonix Dashboards steps
  • aTouchAway App steps

Aetonix Dashboards steps

This functionality allows to group all tablets (patients) within the same ICU unit, and in cases where a tablets (patients) moves to a different ICU the tablet (patient) can be transferred to that group. 

To create/edit/delete a Management Group:

  1. Go to Dashboards (Google Chrome only), under Group Management section > MANAGEMENT GROUPS page
  2. Under the left-side Management Groups section, click on the CREATE A MANAGEMENT GROUP button at the bottom
  3. Type the name and description, and click on the CREATE button
  4. Click on the Gear icon on that specific management group to grant permissions to group, and then click SUBMIT button to save the changes. Notes:   All the managers have no permission by default after the group is created.  The submitted permission will be applied to every manager inside the group, also for any manager added into the group in the future.
  5. Click on the Edit or Delete icon for each specific Management Group, to change the group’s name/description, or to delete that Management Group.

To add/remove mangers to the Management Group:

  1. Under the right-side Managers section, click on ADD A MANAGER button to search and add managers to the group. You can add as many managers as necessary
  2. Click on the Remove icon beside each manager to remove that manager from the Management Group.

To add/remove multiple mangers to the Management Group at one time: 

  1. Go to Group Management section > STAFF page.
  2. Click on the EDIT button on the top left. Then check the BOX(ES) for the managers you want to edit, or click on the SELECT ALL button for selecting all the mangers in this group/page.
  3. Click on the CHANGE MANAGER GROUPS button, it will pop up the Select Manager Groups window.
  4. Choose the Management Group and click on the Add icon to add all the selected managers to that Group.
  5. Click on the Remove icon to remove all the selected managers from that Group, nothing will happen if selected manager is not part of that Group.

To assign/remove tablets (patients) to this group:

  1. Go to Dashboards > under User Management section > CREATION/TOKEN page
  2. When creating new tablet (patient), click on the ADD button at the bottom page. On the Create page, select the User Management Group and choose the Group from the dropdown list, the tablet (patient) will be added to that Group once it’s created when click on the CREAT button. Do not select any or select None from the dropdown list will do nothing about the Management Group assignment. 
  3. For existing tablet (patient), locate the tablet (patient) to be added and click on the Edit icon.
  4. Under User Management Group, choose the Group from the dropdown list and click on the Save button. The user will be removed from the old group and added into the selected group only, if the user was in another group before. The tablet (patient) will now be added to that group, and you can continue adding as many as necessary.
  5. To Remove the tablet (patient) from its belonging Management Group. Choose the None from the dropdown list.

Please note:  If no manager chosen but the user is assigned to a Management Group, all the managers from that Management Group will have access to manage this tablet (patient). However, if no Management Group assigned NOR manager chosen, no one will manage this user.

aTouchAway™ app feature - Manager Grouping functionality 

The above Manager Grouping functionality for assigning/removing tablets (patients) to the Management Group can also be achieved on the aTouchAway™ app

To assign/remove tablets (patients) to this group:

  • On the app’s Main page, click on the CREATION/TOKEN tab at the bottom screen.

It shows all your tablets (patients) here when the Patient Unit Filter is by default set to Uncategorised. It only shows the tablets (patients) who are belonging to that Management Group when set the Patient Unit filter to a certain group.

  • When creating new tablet (patient), click on the Create new user button. On the User Creation page, select the User Management Group and choose the Group from the dropdown list, the tablet (patient) will be added to that Group once it’s created when click on the Save button.

Do not select any or select None from the dropdown list will do nothing about the Management Group assignment. 

  • For existing tablet (patient), click on that tablet (patient) to be added to open the User page. Choose the Group from the dropdown list and click on the Save button.

The user will be removed from the old group and added into the selected group only, if the user was in another group before. The tablet (patient) will now be added to that group, and you can continue adding as many as necessary.

  • To Remove the tablet (patient) from its belonging Management Group. Choose the None from the dropdown list.

Filter & Search functionality on home page of aTouchAway™ app

This allows to “filter” tablets (patients) by selected Management Group directly on the home page of the app.  It also supports users to search for some specific tablets (patients) under each group. 

  • All tablets (patients) that have NOT been assigned to a group will be displayed as Uncategorised.
  • Tablets (patients) that have been assigned to a group will be displayed when selecting the group name.
  • Type in the search text field will show the tablets (patients) who match the result under each group.

Written guidance with acompanying images is available here.

Video call technique and etiquette

Life Lines video call technique and etiqutte

Tip:

  • We recommend routinely setting up a next-of-kin password for each patient on admission to the ICU/ward. The password can be used to verify identity of visitors and prevent unwanted contacts, by always requesting the password at the start of a video or audio call.
  • Throughout the video calls, take great care to prevent the camera from inadvertently capturing other patients or clinical records.

Alternative method for inviting a family member to join aTouchAway  

Another way to invite a family member to join aTouchAway is to invite them within the app; this requires you to know their email address.

  1. Life Lines aTouchAway setupNavigate to your patient; click your patient, click on contacts
  2. Click on invite new contact
  3. Enter the family member’s email address. This step generates an invitation to the recipient to download the aTouchAway app.
  4. The family member receives an invitation email from Aetonix aTouchAway containing a link. When clicked they are taken to a registration page
  5. Note that the family member must sign in using the same email they provided to the clinical team
  6. Once registered, the family member receives instructions to download aTouchAway.
  7. When downloaded, the family member signs in to aTouchAway which generates a contact request on the clinician tablet.
  8. Tap accept.
  9. The family member is now added as a contact.

Tip:

  • Ask staff to routinely record next of kin email addresses at time of admission.

Updating the aTouchAway app

The update mechanism is dependent on device type and device settings.

On Samsung BT tablets from Life Lines:

By default the aTouchAway app will be automatically updated to the newest version within 24 hours of a version release providing:

  1. The device is powered on and is charging.
  2. The device is idle (i.e. the screen is black).
  3. aTouchAway is not actively being used.

On own devices e.g. iPAD:

This will depend on whether your iPAD is set to auto-update apps and also depends on whether your institution’s iPADs are under a centralised device management system. aTouchAway can be manually updated in the App Store.

On smartphones used by relatives:

Automatic app updates may be enabled or disabled depending on the user’s settings. A banner will appear in aTouchAway on the home screen when a new update is available. Clicking this banner will link directly to the corresponding app store to initiate update.

Tip:

  • For the app updates to occur promptly, please ensure that the Life Lines tablet devices are returned to charging status and remain powered on when not in use.
  • If an update does not appear to be loading, you may manually force the application update via the app store. Open Play Store app on the devic, select aTouchAway app shown in the Play store and click update

How to delete patients from aTouchAway

  1. Life Lines user mamagement dashboardType in the URL dashboards.uk.aetonix.xyz/ using Google Chrome browser.
  2. On the login page, log in using one of your institution’s aTouchAway admin logins.
  3. Click on ‘Creation/Token’.
  4.  Identify the patient you want to delete.
  5. Click on the symbol and confirm.
  6. Please note that the patient is permanently deleted from aTouchAway.

Frequently Asked Questions

Is the content of video and audio calls is NOT recorded by aTouchAway™ ?

No call content is recorded.

Does the patient need to have given consent for video/audio call?

No, this modality is being used in the best interests of non-capacitous patients in ICUs and general wards, unless the family have indicated that the patient would object to video/audio linkage. A best practice recommendation is for the intubation team to pre-consent patients for use of family video calling, and document this.

Why is my patient list obscured by messages?

When you first enter aTouchAway, you may see alerts indicating any activity (e.g. patients added) since the tablet was last used. To “accept” these alerts please press on “View History” which will have a red dot indicating new alerts. You will taken to the history page. Click the tick icon to accept all “as read”. You may then return to the home page.

Life Lines module

This short module provides an overview of the Life Lines project, how it works and how you can get started.

The video demonstration of Life Lines in action is intended to show all ICU staff how to do a virtual video call using the app. The module explains how to add new patients, invite family contacts and make video calls on the app.

It also provides a useful guide for clinical staff who have just received their Life Lines tablets and are setting them up in their unit for the first time.  

Complete the 15 minute module

Opportunity to share your experience

Life Lines would like to hear your experience of virtual visits and communicating with ICU families during the COVID-19 pandemic.

We are recruiting ICU staff (nurses, doctors, SaLT, PT, OT, ICU psychologists) to participate in a telephone interview regarding your experience with family communication in general and with our Life Lines tablets and aTouchAway. We will provide a £15 pre-paid credit card to all those that participate in an interview.

If interested please email Professor Louise Rose and the Life Lines team: LifeLines@kcl.ac.uk 

Additional resources 

These resources are free to print and use for all NHS Organisations supported by Life Lines.

For any additional queries contact, LifeLines@kcl.ac.uk