Clinical Virtual Desktop (CVD) - User Guide


Introduction

User Handout

The Clinical Virtual Desktop (CVD) is a new and improved shared clinical computer. It combines the functionality of a CoreImage Kiosk computer with that of Windows Virtual Desktop. This allows clinical staff to utilize one of the CVD terminals to access a personalized cloud desktop session as they roam from one computer to the next.  The result is that any open applications continue to appear, logins are reduced, and personalized settings are maintained leading to improved efficiency and satisfaction.

To access your CVD session, you can login to the CVD terminal or tap your badge. The first login of the day will take about 40 seconds as a new CVD session is created for you. Subsequent connections to that CVD session will take 10-15 seconds. If you don’t access your CVD session for over two hours after your session disconnects from a CVD terminal, your initial session will end, and you will need to start a new session. Any customizations such as wallpaper, files on your desktop, Outlook settings, and more will persist from one CVD session to another.  CVD will automatically log you into numerous applications, such as MiChart, Outlook, Edge, and your network drives.

CVD will be used to replace some CoreImage Kiosks used across the health system, initially focusing on inpatient areas. CVD can only be accessed from devices called CVD terminals.  The combination of technologies used to deliver CVD provide a higher level of security, resilience to cyber-attacks, and improved clinical workflows.

How does it work?

 

At the beginning of your shift, log into a CVD terminal to start your CVD session.  This will be your session that will remain running in the cloud as you move from one terminal to the next.  Your CVD session will automatically launch MiChart to show either your default activity if you are not in a patient room, or it will show the patient in the bead where the terminal is located.

In this example, Users A, B, and C have logged into CVD terminals X, Y, and Z, respectively to start their personal CVD sessions in the cloud.

 

User A roamed to terminal Y, and User B roamed to terminal X. When they log into the new terminals, those terminals connect to the users' respective CVD sessions already running in the cloud.  Those sessions remained running in the cloud and all the applications that were running remained open.

User C secured terminal Z and walked away. User C's CVD session remains running in the cloud.  If User C does not use their CVD session again, then after 2 hours of inactivity they will be logged out and lose any unsaved work.

User A walked away from terminal Y without securing it.  After 15 minutes, terminal Y will lock and will disconnect from User A's CVD session.  WARNING: Until those 15 minutes elapse or until User A logs into another CVD terminal, User A's session will remain connected and available to anyone who walks up to that terminal. (Note: If another user walks up to a terminal in this unsecured state, they may over-tap the session to connect to their own CVD session.)

User B roamed to terminal Z and reconnected to their CVD session in the cloud. If terminal Z is at the bedside, MiChart switched to showing the record for the patient in that bed.

User C returned before 2 hours of inactivity elapsed and began using terminal X.  Terminal X connected to User C's CVD session that remained running in the cloud.  If terminal X is not in a patient room, MiChart switched to showing User C's default activity.

 

 

 

How do I know if I'm using a CVD Terminal or a CoreImage Kiosk?

Note the different login screens as shown here.

CoreImage Kiosk CVD Terminal

 

Tips

  • Do not use YouTube or other streaming websites.  Since CVD is a shared environment, you would be adversely impacting the performance of your colleagues who are also using the system.
  • Use the Teams and Zoom applications rather than in a web browser. Participating in meetings (audio and video) when using a web browser will adversely impact the performance of CVD.
  • Use the Outlook application in the start menu rather than Outlook for the web (OWA) for a feature-rich email and calendaring experience.
  • Use Microsoft Edge for the best M365-integrated web experience. You will be automatically logged into Edge in your CVD Session.

Instructions

How do I login?

  1. Tap your MCard ID badge, or alternatively user your username & password and click Login.


  2. When using your badge:  Enter your UMICH password and hit Enter or click OK.
     

    I'm a new employee and have not yet used my badge to log into a CoreImage Kiosk computer.
    Can I use CVD?
    Initially only with your username and password. To use your badge, you must first enroll it.  Click here for instructions.

    What if someone is already logged in?
    Tap your badge over their session to disconnect theirs and log into yours.

    What if the monitor remains dark when I tap my badge?
    Tap the keyboard or wiggle the mouse to wake up the monitor.

What are the security timers?

After 3 minutes of inactivity the screensaver will start.  After an additional 12 minutes (15 total), the CVD terminal will lock and disconnect your CVD session. Your CVD session will remain running in the cloud for 2 hours after your session is disconnected.  You can secure a terminal at any time by clicking on the padlock on the taskbar or with a badge-tap. Unlocking a terminal and reconnecting to your session should take 10-15 seconds.

 

 

What happens if I don’t secure a CVD Terminal before walking away?

Anyone walking up to an unsecured terminal will be able to use your session.  If someone walks up to the unsecured CVD terminal you walked away from, instead of using your session they should badge-tap to roam their CVD session to the terminal which will disconnect your session.  Alternatively, if you leave your CVD session unsecured on one terminal and start to use a second CVD terminal, your session will disconnect from the first terminal and appear on the second--even if someone is actively (and inappropriately) using your session on the first terminal.

What should I do if another person is logged into a CVD terminal, but I want to use it?

Since the previous person's CVD Session will remain running in the cloud even when it is disconnected, you can use your badge to "over-tap" that person's session and roam your session to the terminal you want to use.

What should I do before I go home?

When you are in your CVD session, use the red-X in the start menu to logout.  Even though your session will automatically log out after two hours of inactivity, logging out when you are done helps conserve Michigan Medicine resources and release locks on any files you may have left open.


Can I have more than one MiChart window open?

You can have multiple MiChart windows open to look at different patients; however, when you roam from a CVD terminal to one in a patient room, all MiChart windows will switch to that bed’s patient.  If you roam to a CVD terminal not in a patient room, all the MiChart windows will switch from the patient to your default activity.

Can I print?

Yes, you can print from within MiChart, lab labels, and other applications like you can on CoreImage Kiosk computers.

Where are my files?

Your H-drive and other standard network drives (S, T, and R) are automatically available in File Explorer. The Blue-N doesn’t appear because it is not needed.  Also, you are automatically logged into OneDrive.  Your Documents, Desktop, and Pictures folders are automatically backed up to OneDrive.  If you do not find the document you are looking for in OneDrive’s Documents folder, use File Explorer to navigate to your H-drive.

How will HITS provide support?

Open tickets like you would for a CoreImage Kiosk computer.  Inform Service Desk that you are using Clinical Virtual Desktop.  The computer's name will be changed to start with "IGEL" instead of WS or LT.  The name of the CVD Terminal will be on the physical computer label and on the login screen as shown below.


What if the monitor remains black after I tap my badge?

Ensure the monitor is on and then hit any key or wiggle the mouse to wake up the monitor.

What if I see a black screen after I attempt to login?

Follow these instructions.

Applications

  • Adobe Acrobat Pro
  • Duo2Factor (for EPCS in MiChart)
  • Centricity Periop Anesthesia Client
  • Censis CensiTrac
  • Citrix Workspace client (for Citrix-hosted apps other than MiChart)
  • Google Chrome
  • Microsoft Edge
  • MiChart (Epic Hyperdrive running locally, not via Citrix)
  • Office 365 (Outlook, Word, Excel, PowerPoint)
  • OnBase integration with MiChart
  • Oracle Client
  • PrintAttach
  • Teams
  • Zoom

Shortcuts

  • Cornerstone
  • GetWell Network
  • LifeImage LILA
  • Mach7 eUnity
  • Paging
  • PolicyStat (on the desktop)
  • Sickbay Streaming Telemetry
  • WebScheduler Cloud (ANSOS)
  • Wolverine Access

 

Definitions

  • Azure Virtual Desktop (AVD):  Microsoft's cloud-based virtual desktop infrastructure.  Michigan Medicine uses AVD to deliver its Windows Virtual Desktop (WVD) and CVD services.  
  • Clinical Virtual Desktop (CVD):  Michigan Medicine's internal brand name for the technologies that are combined to deliver a clinically focused version of WVD to replace many CoreImage Kiosks.
    • CVD Host:  The multi-user Windows 11 virtual machine in Microsoft's Azure Virtual Desktop service that is configured with applications found across the CoreImage Kiosk fleet. Each host is shared by 10 users.
    • CVD Session:  The user's Windows desktop running on a CVD host that roams with them as they move from one CVD terminal to the next.
    • CVD Terminal:  The endpoint device that is running IGEL OS and is used to connect to a CVD session.
  • IGEL:  The name that is used to refer to the company that makes the IGEL OS and the IGEL OS itself.
  • IGEL OS:  The operating system that secures the CVD terminal and provides connectivity to a user's CVD session.
  • Windows Virtual Desktop (WVD):  Michigan Medicine's internal brand name for a general-purpose instance of AVD.

 

 

Support

HITS internal support article.