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Administrator & HOD Guide

Roles​

LOSPOR has three user roles:

RoleCapabilities
Member (default)Record and view their own cases only
Head of Department (HOD)View and edit all cases in their institution; transfer cases to any member of their institution
AdminView and edit all cases across all institutions; approve role requests; manage users

Requesting HOD role​

  1. Go to Settings (⚙ icon) → Settings → scroll to Security & Access
  2. Click Request Head of Department role
  3. Your request is submitted to the LOSPOR administrator

The administrator will review and approve or reject the request.

HOD capabilities​

Viewing and editing institutional cases​

As an HOD, the dashboard shows all cases in your institution, not just your own. The case owner's name is shown on each row. You can open and edit any case in your institution.

Transferring cases​

You can transfer any case in your institution to any member of the same institution, instantly and without requiring their acceptance:

  1. Find the case on your dashboard
  2. Click the Hand over / Assign button
  3. Select the target colleague
  4. Click Assign now

The transfer is immediate.

A case never leaves the institution that recorded it. This is a property of the system rather than a limit on your role: administrators cannot do it either. A case's institution is where the operation took place — it appears on the printed protocol and becomes the care_site in the OMOP export — so moving it would make the record claim the operation happened somewhere it did not.

A finalised case cannot be transferred. Unfinalise it first, so the change is captured in a new finalisation record rather than applied underneath the existing one.

Admin panel​

Administrators have access to the Admin page (visible in the navigation bar as a shield icon).

Pending role requests​

All pending HOD role requests are listed here. For each request:

  • Approve — grants the user the HOD role
  • Reject — denies the request

User management​

A table of all registered users is shown with their name, email, institution, and current role. Administrators can:

  • Promote a Member to HOD
  • Demote an HOD to Member
  • Remove an account

Admin roles cannot be changed through the UI.

Removing an account​

Removing an account does not erase it immediately. It is marked deleted, every existing session is invalidated at once — not only the one currently open — and the account can no longer sign in.

Thirty days later the account is anonymised: its name and email are replaced and its password is destroyed. Until then the removal can be reversed.

The clinical records the account authored are untouched, and keep their author. Cases are the department's record of an operation, not the account's property, and an anaesthetic record with no attributable author is worth considerably less than one naming a clinician who has since left.

OMOP CDM export​

LOSPOR can export the de-identified / pseudonymised dataset in OMOP CDM v5.4 format for research use. The export is available to admins only.

  1. Open the Admin panel (shield icon in the navigation bar)
  2. Scroll to the Research export section
  3. Click Export JSON for a full OMOP bundle, or Export CSV for a flat multi-table CSV

The export contains: visit_occurrence, condition_occurrence, drug_exposure, measurement, procedure_occurrence, and observation. The export reads normalized rows and active CaseEvent rows, including diagnoses, comorbidities, labs, vitals, intraop glucose, gas settings, bolus drugs, infusions, agents, vascular access, selections, complications, recovery vitals, Aldrete subscores, and provenance/version metadata.

An export containing more than 5,000 matching cases is rejected with HTTP 422 before any partial file is generated. Narrow the date range or institution and run separate complete exports. The response reports the matching count and the limit so a partial research dataset cannot be mistaken for a complete one.

De-identification / pseudonymisation

person_id is a deterministic hash of the internal case ID. Direct patient identifiers are not stored or exported. Operational user, institution, and timestamp linkage may exist internally for access control, audit, and governance; research exports are case-level and use month/year only, not exact surgery date.

Research quality

Drug exposure is sourced from the intraoperative event log and normalized medication rows. Known OMOP concept IDs are exported where confidently mapped through ConceptMap; source-only values preserve ICD-10, LOINC, ATC, INN, or LOSPOR option codes/labels instead of using fake concept IDs.

First administrator​

The first administrator account must be set directly in the database. In Supabase:

  1. Go to your project → Table Editor → User table
  2. Find the user you want to make an admin
  3. Set their role column to ADMIN

Subsequent admins can be promoted by existing admins via the Admin panel.