Using ECMO Universe

Who can do what

Super user (platform team)

Creates and manages institutes, subscriptions and platform staff, answers support tickets, and shares the feature brochure.

Institute administrator

Adds and removes staff, sets roles, uploads the hospital logo and letterhead, sets the grievance officer, arranges the email-verified signing of the data processing agreement, reviews the audit trail, handles data-protection requests, and manages billing.

Physician / ECMO coordinator

Registers patients, completes pre-ECMO and initiation records, writes treatment plans, prints ECMO and decannulation consents in the family's language, handles referrals, and records weaning and decannulation.

Nurse, perfusionist, respiratory therapist, staff

Charts vitals and circuit parameters, records infusions, fluids, lines, investigations and images, and can witness consent. They cannot delete any entry, including their own.

Where: /sign-in

Your institute administrator creates your account. You will receive your email address and a temporary password.

1. 1Open the app and enter your email and password on the sign-in page.
2. 2On first sign-in, read and accept the privacy notice (DPDP Act 2023). You cannot use the app until you accept it.
3. 3Set up two-factor authentication: open Profile, then Two-factor security, scan the QR code with an authenticator app, and enter the 6-digit code.
4. 4Change your temporary password from your Profile page.
5. 5To install the app on your phone or tablet, use the Install app option in your browser menu or the prompt shown in the app.

Where: /patients

The patient list shows every ECMO patient in your institute, with status badges for the support mode and whether charting is due.

1. 1Go to Patients and click New patient.
2. 2Enter demographics, diagnosis, ECMO mode (VV, VA or other) and the admission details, then save.
3. 3Mark ECPR cases with the ECPR toggle so they are tracked separately.
4. 4Add the care team (consultant, perfusionist, nurse) from the Care team card on the patient page.
5. 5Use the search box and filters on the Patients page to find a patient quickly.

Where: Patient page, Pre-ECMO and ECMO initiation

Record the indication, the baseline state and the cannulation details before and at the start of ECMO support.

1. 1From the patient page, open Pre-ECMO assessment. Enter ventilator settings, blood gases, scores, vasoactive support and contraindications.
2. 2Attach pre-ECMO images, such as chest X-ray or echo, from the Clinical images card.
3. 3Open ECMO initiation and record the cannulation site, cannula sizes, circuit, oxygenator, priming, anticoagulation and initial flows.
4. 4Save. Both summaries appear on the patient page and in the PDF exports.

Where: Patient page, Consent and Decannulation consent

Consents are printed in the language the patient or relative understands, with an optional English copy. They follow the standard NABH structure and list the expected benefits, risks and complications.

1. 1Open Consent (for ECMO) or Decannulation consent from the patient page.
2. 2Choose the language. Available: English, Hindi, Marathi, Gujarati, Bengali, Punjabi, Odia, Tamil, Telugu, Kannada, Malayalam and Urdu. Urdu prints right to left.
3. 3Tick Add English copy if the file also needs an English version. It prints as a separate page.
4. 4Check the hospital name under Hospital on letterhead, then click Apply. The patient details (name, MRN, age, IPD and bed number, diagnosis) are filled in from the record.
5. 5Click Print / Save as PDF to print on plain paper with your hospital's letterhead, or Print without letterhead to use paper that already has a pre-printed letterhead. A blank band is left at the top of each copy where the letterhead would be.
6. 6Explain each benefit and risk, then have the relative, the witness and the treating doctor sign and date the printed copy by hand. File the signed original in the patient's case file.

Where: Patient page, Charting

Charting captures haemodynamics, ventilator settings, circuit parameters and neurological status on a flow sheet.

1. 1Click Quick vitals for a fast bedside entry, or Add chart entry for the full parameter set.
2. 2Enter the values and the observation time, then save. Values out of range are highlighted.
3. 3Review trends in the Vital trends graphs to see changes over time.
4. 4Use Flow sheet export to download a 24-hour flow sheet as a PDF.

Where: Patient page, Treatment

Doctors prescribe on the treatment plan. Nurses record administration on the treatment sheet and the infusion log.

1. 1Physician: open Treatment plan, add each drug from the catalogue with its dose, route and frequency. The administration schedule is generated automatically.
2. 2Nurse: on the Treatment sheet, mark each scheduled dose as given, withheld or delayed, with the time.
3. 3Record continuous infusions in the Infusion log. The rate and volume are calculated from the concentration and dose.
4. 4Enter intake and output in Fluid balance. Hourly and 24-hour totals update automatically.

Where: Patient page, Lines, Investigations and Images

Keep a complete record of every access line, lab result and image for the ECMO run.

1. 1Lines: add each cannula or line with its size, site and insertion date, and remove it when it is taken out.
2. 2Investigations: enter lab values such as ABG, CBC, coagulation, ACT, LDH and plasma free Hb against the date and time they were sampled.
3. 3Images: upload X-rays, echo images or wound photos. Add the date the image was taken and a caption. Images are stored privately and can only be viewed by signed-in staff of your institute.

Where: Patient page, Troubleshooting

A guided checklist for common ECMO emergencies, with a record of each event.

1. 1Choose the problem, for example chattering, low flow, oxygenator failure or air in the circuit.
2. 2Follow the checklist and record the actions taken and the outcome.
3. 3The event is saved to the patient timeline and included in the day summary.

Where: Patient page, Weaning and decannulation

Document weaning trials as structured notes and record decannulation as a procedure note.

1. 1Add a Weaning note for each trial. Record sweep gas, flow, FiO2, ventilator settings, blood gases, echo findings and the result (passed, failed or continue).
2. 2Before decannulation, complete and sign the Decannulation consent.
3. 3Add the Decannulation procedure note. Record the date and time, the operator, the technique (surgical or percutaneous), haemostasis, complications and the post-procedure plan.
4. 4The patient's ECMO status is updated and the run duration is calculated.

Where: /referrals

Referring hospitals submit ECMO referrals through a secure link. You don't need to create an account for them.

1. 1Go to Referrals and create or copy your institute's referral link. Share it with the referring hospitals.
2. 2The referring team fills in the patient's details, investigations and lines, and uploads the images and consent.
3. 3New referrals appear in the Referral inbox with an alert. Review them and accept or decline.
4. 4For accepted referrals, create a Retrieval plan and download the retrieval brief for the transport team.
5. 5The referring hospital can follow the status of the referral through its private status link.
6. 6Once the patient is enrolled, the referring team can print the ECMO consent from the status link. It carries only the referring hospital's name on the letterhead, because the consent is signed there. The text names your hospital as the one whose ECMO team performs the procedure.
7. 7The referring team can choose any of the 12 consent languages and use Print without letterhead for their own pre-printed paper.

Where: Patient page, Download PDF buttons

Records can be exported as PDFs on your hospital letterhead.

1. 1On the patient page, find the Download PDF or Print button on the section you need.
2. 2Available exports include the day summary, the flow sheet, the pre-ECMO summary, the ECMO initiation summary, consents and the retrieval brief.
3. 3Choose the date where asked, then download or print the PDF.
4. 4In the print window, choose Save as PDF to keep a digital copy, or pick your printer to print directly.

Where: /admin

Administrators manage the people, the branding and the compliance settings for their institute.

1. 1Staff: add staff members with a name, email and role. Deactivate staff when they leave. Deactivated accounts can no longer sign in.
2. 2Logo and letterhead: upload the hospital logo and enter the name, tagline, address and contact details. They appear on all PDFs and consents.
3. 3Audit trail: filter by user, patient or action to see who viewed, created, edited or deleted a record.
4. 4Data protection, Grievance officer: enter the name, email and phone of the person who handles patient privacy complaints. This is required by law and appears on your privacy notices.
5. 5Data protection, Data processing agreement: enter the name, title and official email of the person authorised to sign for the hospital, such as the Medical Director, and click Send signature email.
6. 6The signatory receives an email from no-reply@ecmouniverse.com. They open the link, read the agreement, type their full name exactly as entered and click Sign agreement. The link works once and expires after 72 hours. Use Send a new link on the same page if it expires.
7. 7Once signed, the page shows who signed, when, the verified email and the agreement version, and the event is added to the audit trail.
8. 8Data protection, Requests: log and respond to access, correction and erasure requests under the DPDP Act, and review data-breach records.
9. 9Retention and backup: set how long records are kept and confirm the backup status.
10. 10Billing: from the user menu, open Billing to view your plan, invoices and payment status.

Where: /platform

The platform console is used by the ECMO Universe team to onboard and support institutes.

1. 1Organizations: create a new institute, set its subscription, and suspend or reactivate access.
2. 2Open an organization to see its users, usage and billing, or to send a payment link.
3. 3Team: add platform staff and assign their permissions.
4. 4Tickets: reply to and resolve support tickets raised by institutes.
5. 5Feature brochure and User manual: share these with prospective institutes and new users.

Where: /support, /privacy, /trust

Help and information about your data are always one click away.

1. 1Support: raise a ticket describing the problem. You can follow the replies on the Support page.
2. 2Privacy notice: read how patient and staff data is processed under the DPDP Act 2023.
3. 3Trust centre: see the ISO 27001-aligned security controls, including encryption, access control, audit logging and backups.