How Do I Set-up My MHA iPad?

Introduction

The Mental Health iPad set-up process is easy and can be done completely from your iPad. This page illustrates the process step by step.

Step by Step

Step 1 - Initial iPad Set-up

  • When you receive the iPad, you will have to complete an initial setup of the device for use on the VA network. In order to set up your iPad, call the Office of Connected Care Help Desk (OCCHD) at (866)651-3180, option 2 followed by option 3. The OCCHD technician will assist you in completing the initial setup process for the device. Proceed to step 2 once the setup is complete.

Step 2 - Install the Site Specific Profile

  1. Download the mobile config file specifically for your site from the MHA Profiles page. The file is named with the following format:

    MHA Patient Entry Profile_[Location Name]_[Location ID].mobileconfig.

    Example: MHA Patient Entry Profile_LittleRock_598.mobileconfig

  2. Install the mobileconfig profile onto your iPad
    1. On your home screen, tap Settings
    2. Within Settings, select General
    3. Within General, select Profiles & Device Management
    4. Within Profiles & Device Management, select your site's profile from the Downloaded Profile list
    5. Select Install (upper right corner of screen)
    6. Enter your device Passcode
    7. Tap Install again when the device warns you the profile is not signed
    8. Tap Install again on the "Install Profile" modal
    9. Tap Done
    10. Verify that your site's application icon exists on the Home Screen (new icon should have the following naming convention: MHA PE [site name]

Step 3 - Creating Assessments for Patient Entry

In order for a patient to use the iPad for completing an assessment, an Assignment ID must be generated using the Mental Health Administrator (MHA) application. The following document provides a detailed outline for that process.

    Download file "iPad Implementation User Guide for MHA and PE.docx"

Step 4 - Enable Guided Access

Guided Access limits the iPad to a single app and lets the VA Site Coordinators control the available features on the device. Guided access should always be enabled whenever iPads are available for use by patients at a VA facility.

  1. On your home screen, tap Settings
  2. Within Settings, select Accessibility
  3. Within Accessibility, enable Guided Access
  4. Within Guided Access, tap Passcode Settings
  5. Tap Set Guided Access Passcode
  6. Enter a Passcode
    1. This Passcode will be required to begin and end guided access sessions on the device
    2. Passcode Setup Recommendation: Since you will be creating a new Passcode for Guided Access for multiple iPads, it is advised to develop a structure for creating a passcode that is easily remembered and can also be systematically incremented as Passcode changes are required. Example: [Site Code]+[clinic number]+[“01”] (New Passcode = “648301”). When Passcode Reset is required (every 6 months), you can increment the passcode by “1”. Example: “648302”.

    3. NOTE: THIS PASSCODE SHOULD NOT BE THE SAME AS THE PASSCODE FOR LOCKING/UNLOCKING THE DEVICE!!

Step 5 - Start a Guided Access Session

  1. On your home screen, tap your site's Patient Entry (PE) application icon
  2. Once the login screen has loaded, triple-click the Home Button. For iPad Pro users, triple-click the power button.
  3. Verify the "Guided Access Started" message appears (If you do not see this modal, but the option to "Begin" Guided Access appears, select, "Begin").
  4. Triple-click the Home Button again to end/change Guided Access (enter the passcode you created above). For iPad Pro users, triple-click the power button.
  5. Verify the screen prompts you to "End" or "Resume" Guided Access at the top of the window.
  6. Tap Options on the bottom left side of the window
  7. Disable all features except Touch and Keyboards
  8. Tap Resume or Start
  9. Verify the "Guided Access Started" message appears (If you do not see this modal, but the option to "Begin" Guided Access appears, select, "Begin").

Step 6 - Testing a Guided Access Session

  1. On a separate device (your laptop/desktop), access the MHA application
  2. Create an Assignment ID for a test patient
  3. On the iPad (in Guided Access mode), enter the Assignment ID/Last 4 into the respective fields
  4. Select Login
  5. Select Begin
  6. Complete the assessment and select Submit
  7. Select Logout
  8. After the Patient Entry application has returned to the login page, select the Home Button on the iPad and ensure you cannot exit out of the application/Guided Access mode

Step 7 - Enabling Assistive Technology (AT)

The MHA Patient Entry application has been designed to be Section 508 compliant. If a patient/user requires Assistive Technology (VoiceOver) to complete their assessment, VoiceOver will need to be activated on the iPad. Once activated, the VoiceOver AT will remain active until the administrator turns off this functionality.

  1. On your home screen, tap Settings
  2. Within Settings, select Accessibility
  3. Within Accessibility, tap VoiceOver
  4. Within VoiceOver, enable VoiceOver by sliding the selector to the right (wait 3 seconds)
  5. Ensure the iPad volume is at an audible level and you can hear the VoiceOver commands

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Disable Functionality

This section is intended to guide the iPad administrator thru the process of disabling specific functionality.

Stop the Guided Access Session

  1. Triple-click the Home Button. For iPad Pro users, triple-click the power button.
    1. Enter the Guided Access passcode
    2. Tap End in the upper left corner of the screen
    3. Verify the "Guided Access Ended" message appears

Disable VoiceOver / Assistive Technology (AT)

  1. On your home screen, tap Settings
  2. Within Settings, select Accessibility
  3. Within Accessibility, tap VoiceOver
  4. Within VoiceOver, disable VoiceOver by double-tapping the VoiceOver field (field will be highlighted), then double-tap again to disable VoiceOver (wait 3 seconds)
  5. Ensure the iPad volume is at an audible level and you cannot hear the VoiceOver commands

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iPad Best Practices

Cleaning/Maintenance

With the threat of COVID19, it is imperative we are proactive in our efforts to control the spread of this virus and ensure the safety of VA patients and staff. Here is a link to the best practices for cleaning and maintaining the iPads:

    http://vamobile.us/groups/docs/wiki/e546a/How_Do_I_Clean_My_iPad.html

Additionally, it is recommended all iPads be charged on a regular basis. This timeframe would be based on the frequency of use of the device in your individual MH clinic.

Security

All devices should be secured (locked up) at the end of each business day in order to prevent damage/theft of devices.

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