Using the Data Import Features in the NYS ehepqual Project June 2018

Transcription

1 Using the Data Import Features in the NYS ehepqual Project June 2018 Overview The data import features in the NYS ehepqual system are designed to provide a flexible approach to populating the NYS ehepqual system with data related patient demographics, hepatitis C management, as well as HCV RNA tests and medications, if applicable. In addition to the standard procedure for importing XML-formatted data, we also have a mechanism in place for import of data from an Excel template. Most of the documentation references the Excel formatting. However, the same principles apply when importing data from an XML template, and the corresponding fields have the same name in each format. Both of these methods allow for complete entry of any information you are able to import, and they should not be combined. Before the data can be imported into the NYS ehepqual Project, they must be exported from your medical record system. Given the variety and complexity of these systems, we do not have a universal mechanism to facilitate this. We are, however, working with certain prominent EMR providers to develop tools for this, and we can provide limited individual consultation for anyone developing an export strategy. With the exception of required patient identifiers, all other data categories are optional when importing data. This allows partial data to be uploaded so that the remaining necessary data can be entered manually. If you are able to import data sufficient to populate most of the required indicators, no additional data entry may be required. If so, sampling your patients would not be necessary as we could facilitate importing your entire caseload. In addition to this document and the XML and Excel templates, there are several other tools available in the Reference Materials Section of the ehepqual system that will be of help when populating the template. These include: the ehepqual Project Data Dictionary, the ehepqual Data Collection Tool and the ehepqual Data Collection Tool with Variable Names. Please contact us at ehepqual@health.ny.gov or to discuss options before attempting to import data. 1

2 Procedure and Requirements 1. Orientation to the Waterfall approach to questions/variables. The ehepqual data entry screens are set up so that questions that need to be answered appear on the screen to be answered, while questions that are not applicable are hidden from view and left blank. This same approach should be followed when populating either the XML or Excel templates. Any variables that should be skipped, should be left blank on the template. The variables listed in the Data Dictionary, and XML and Excel templates follow the order of data entry and the Data Collection Tool mirrors the data entry screens. These tools can be used to determine which questions need to be answered and which need to be left blank. EXAMPLE: This example addresses the questions about HIV screening but applies to any groups of questions that are triggered by a particular response to an earlier question. The screenshot immediately below is taken from the Data Collection Tool. It shows that if question 1.3 (Was HIV test ever perfomed?) is yes, then questions and should be answered. If question 1.3 = no, questions and should be left blank. The second screenshot also provides the names of the variables in red boxes that correspond to each question. When populating the XML or Excel templates, be sure to put the appropriate response in the space for the HepCHIV variable. If the response is yes, the variables HepCHIVResult and HepCHIVResultDate should also be filled in. If the response is no, leave variables HepCHIVResult and HepCHIVResultDate blank. The Data Dictionary also provides instructions indicating valid values for each variable and when variables should be left blank (see screenshot below). In the example below, the Note indicates that this 2

3 question should ONLY be answered if the response to variable HepCResult= Yes and the value of HepCHIV= Yes. If these criteria are not met, the variable HepCHIVResult should be left blank. Note: If variables are inappropriately filled in when they should be blank, they may fail the data validation tests that must be completed prior to the final submission of data. 2. XML Import File Template Before you attempt to import any data, a single XML file containing all of the data you want to import needs to be prepared. All of the specifications for this file as well as a sample file are available on the sign-in page for NYSDOH ehepqual Project, no password is required to access these documents. For your convenience, all reference materials are also available within the application (click on Reference Materials at top right) after log in. When matching your XML file to the sample file, please make sure that you are including these minimum requirements: a. XML document type declaration b. Highest level tags bracketing the rest of the data (<HCV> </HCV>) c. Identifying information (<tblpatient> </tblpatient>) for every patient d. See the XML Import Definition document for additional details on which fields are required within each of the tables that you include: i. <tblpatient> </tblpatient>: required table although some fields are optional ii. <tbllab> </tbllab>: optional table, but all fields are required if you import this information iii. <tblmedication> </tblmedication>: optional table, but most fields are required if you import this information 3

4 Other requirements: iv. <tblreviewdetail </ tblreviewdetail>: optional table, and all fields besides the patient s medical record number are optional e. The <MRN> </MRN> tag must be present in all tables and its value cannot be blank. The NYSDOH ehepqual Project uses this data element to link data from multiple tables to the same patient. f. Optional tables that you will not be populating should simply be omitted from the xml file. However, optional fields within tables that you do include should be denoted through an empty node (e.g., <MDProvider></MDProvider> or simply <MDProvider />) a. The XML file must be well formatted. In particular, all opening tags must have a corresponding closing tag. b. No other tags (data not described in our specifications) may be included. c. The tables must be in the order specified, and within each table the fields must be in the order specified. 3. Excel Import File Template Before you attempt to import any data, a single Excel file (.xls or.xlsx) containing all of the data you want to import needs to be prepared. A template for your use is available on the sign-in page for the NYS ehepqual Project, no password is required to access these documents. A complete description of the data entry fields and allowable values can be found in the data dictionary on the sign-in page. For your convenience, all reference materials are also available within the application (click on Reference Materials at top right) after log in. The Excel template contains four data tables/worksheets. The tblpatient worksheet has all variables appearing on the patient details/demographics data entry screen. The tbllab worksheet has all RNA test dates and results. The tblmedication worksheet has all medications and medication start and stop dates. The tblreviewdetail worksheet has all remaining variables. When populating the Excel template with your data, please make sure that you adhere to these minimum requirements: a. Delete all sample or test data from the file before adding actual clinical data. b. Include identifying information (tblpatient worksheet) for every patient. Only the MRN field is required during the import process, but any variables you skip here will need to be keyed in manually later. c. The use of each of the other tables is optional. However, for each patient on each table that you do populate, the MRN field is required. d. Field headers with blue font on the template designate fields that accept dates. 4

5 e. While a few fields accept any text, most of the fields are restricted to a short list of acceptable values. Do not attempt to enter something that is not on the list. f. Do not add or delete tables or columns. Besides the exceptions noted above, you should simply leave tables, or columns within tables, blank if you do not intend to import data for these fields. (Any missing required data will then need to be keyed in through the front-end website.) g. All values should correspond to items in the corresponding drop down list for that call. Use the look-up table as needed to translate between values as specified in previous XML files or the data dictionary and the spelled out format that is used in the imported Excel spreadsheets. h. The screenshot below provides an example of both valid (green) and invalid (red) HIVrelated data entered into the Excel template s tblreviewdetail worksheet. Refer back to the earlier section (Section 2) ) of these instructions where the Waterfall approach is described to see what questions these variable names refer to. Note that the green and red color coding seen below is just to illustrate the correct and incorrect data in this example. No such color coding will be seen in the actual template. To the right of the first green No under HepCHIV the HepCHIVResult and HepCHIVResultDate fields are appropriately left blank because no HIV test was completed. The second green No is followed by the HepCHIVResult and HepCHIVResultDate fields coded in red because if no HIV test was completed, these fields should be left blank. The red Y is red because the format of the response is not one of the acceptable responses for this variable (in this case No or Yes ). The Y should be changed to Yes in order to be in the correct format. Similarly, the red Neg also is not one of the acceptable responses for this variable ( Negative or Positive ). The Neg should be changed to Negative. i. Prior to importing, check that the data in each of the tables/worksheets is compatible with data in other tables/worksheets. 5

6 4. Importing the file For example, if the patient is reported to not have started hepatitis C treatment (variable HepCTreat= No in worksheet tblreviewdetail ) there should be no entry for this patient in the tblmedication worksheet. Similarly, if a patient was reported to not have had an HCV RNA test completed (HepCRNA= No in worksheet tblreviewdetail ) there should be no entry for this patient in the tbllab worksheet. Any patient included in EITHER the tbllab or tblmedication worksheet, SHOULD also have an entry in BOTH the tblpatient and tblreviewdetail worksheets. Whether working with XML or Excel data, the import should be done after defining the review parameters but before entering any other review data. To enter the review parameters, click on Reviews (top left corner of home page) and then click the Add New Review button. Completing the review parameters includes program name and entering the start and end date for the review. After the review parameters are defined and saved, you will see an Import Data from XML Link link at the top left and an Import Data from Excel File link on the top right of the page when you return to this page (Reviews > Select Review by Date and Patient Group): 6

7 Clicking that link will allow you to browse to the XML file on your computer. Clicking the Import button will then begin the import process. Status updates will be displayed on the screen, with successfully imported data describing the number of results imported from each data table. 7

8 The two previous screenshots illustrate successful imports. However, the second one shows a potential problem. Be sure to check that the number of patients imported is equal to the number of eligible patients imported. If there are fewer eligible patients than total patients, some of the patients may not have a positive HCV RNA test during the review period. These patients should not be included in the review. Check the eligibility of the patient without a positive RNA test and if it is confirmed that the patient is not eligible, either delete the patient from the upload file and repeat the upload process, or delete the patient from within the ehepqual data entry system. The screenshot below illustrates a failed import, along with a note indicating the number and type of errors. After correcting the errors in the upload file, return to the upload screen and delete the previous upload by clicking on the garbage can icon. Then, repeat the upload process. 5. After Importing After you have imported the data, your next step will depend on the data you have imported. If you did not import ALL required data, you will need to manually enter the remaining fields. To do this, refer to the Step 3, bullet A of the ehepqual Chart Review Step-by-Step Process for Uploading of Data. If ALL required data has been imported, refer to Step 3, bullet E of the ehepqual Chart Review Step-by-Step Process for Uploading of Data for instructions on checking the validity of the data. 6. Other Guidance 8

9 1) When working with XML data, it is a good idea to review it in Notepad or another simple text editor before importing to check for any hidden formatting tags that may not be visible in other programs such as Microsoft Word. Make sure to save the final file with an.xml extension (not as a text file,.txt). 2) If you encounter errors that you cannot resolve, please contact us by , ehepqual@health.ny.gov, with a description of the data you are trying to import and a screen shot of the error message(s). 3) Do not send us your xml or Excel file by as it would jeopardize confidential data. 9