enicq 5 to enicq 6 Data Conversion Guide

enicq 5 to enicq 6 Data Conversion Guide Introduction This guide is to walk you through the steps to move the data from your enicq 5 database into your new installation of enicq 6 using a CSV file. Moving the data from enicq 5 into enicq 6 using a CSV file ( text file ) requires an administrative login to enicq 5, and also requires administrative rights to the new location of the enicq 6 database. Depending on the state of your data, it is possible that you may need to resolve anomalies within your records before completing the conversion to enicq 6. WARNING: Please make sure you do not start using enicq 6 before completing these steps if you are upgrading from enicq 5 to enicq 6. Entering data into enicq 6 will de-register your enicq 5 database. If this does occur before you have completed the conversion to enicq 5 please contact our Technical Support team at support@vtoxford.org or call us at (802) 488-5333. For questions about enicq 6, please visit the enicq 6 Home on our website at: www.vtoxford.org/enicq or contact our Technical Support team at support@vtoxford.org. Before You Begin Before beginning the process of moving the enicq 6 database, please read all the instructions, and include your IT team in the planning and implementation of the Conversion. Contact our Technical Support team with any questions. Users should also make sure all records have at Date of Birth, Died in Delivery Room, and Location of Birth entered in enicq 5. We are strongly encouraging everyone to convert to enicq 6 as soon as possible. 2018 patients cannot be entered into enicq 5. They will have to be entered into enicq 6. Plan for Moving the Data Notify application users. If the conversion to enicq 6 is scheduled to happen at a time when application users will be working, communicate with application users, as they will not be able to work on data entry while the conversion is occurring. Once all users have stopped data entry, a final data submission should be sent to the Vermont Oxford Network from the database s existing location. Instructions for submitting data are available here: https://enicq.vtoxford.org/enicq5/webhelp/#submittingupdatedandnewdata.htm After the final submission from the existing location has been sent, all users should log out of enicq 5. Maintain the working copy of enicq 5 (and hardware needed to operate it) until the conversion is confirmed successful. It is important to preserve the working copy of enicq 5 so users can resume working with it in the event of a problem with executing the database move. Retain the working copy until users have confirmed that they have been able to successfully submit data from the new database location. Copyright 2017-2018 Vermont Oxford Network Release 1.2 pg. 1

Exporting a Text File from enicq 5 This process involves using the enicq 5 client application to save your center s infant data to a CSV file, and importing the data into your new installation of enicq 6. The process requires the enicq 5 and the enicq 6 Administrator role, and may require an IT representative with administrative rights to the computer(s) or file server(s) involved, but does not require a SQL Server Database Administrator. Note that this will move only the infant data. It is important to understand that none of the activity logging tracked within the enicq 6 database will be moved, although it can be extracted and archived. Also, deleted records will not be imported into enicq 6. Additionally, user accounts will not be moved, and will have to be added manually. Review the Data Before beginning this process, make sure the following fields in enicq 5 have been completed: Date of Birth Died in Delivery Room Location of Birth Along with Patient ID and Center Number, these are the required fields for enicq 6. Medical Record Number is no longer required. If a patient is missing any of these fields that record will not be imported. Copyright 2017-2018 Vermont Oxford Network Release 1.2 pg. 2

Save the Data to Text File enicq 6 will not accept the archived or deleted records so it is best to filter them out before exporting the data from enicq 5. To do this first log into enicq 5 using an account with a security setting of Administrator. and click on Patients in the bottom left to get to the Patient Log. At the bottom of the page you will see the filter [BYear] >= 2015 Or [BYear] = 0 All records prior to 2015 are now archived records so the filter needs to be changed so only birth year 2015 and greater is showing. To do this look to the right of the filter at the bottom and click the Edit Filter button: On the Filter Builder window click right on 2008 and change that to 2015: Click Apply to save this update and then OK to close this window. You should only have your 2015 2017 patients appearing on the Patient Log. Copyright 2017-2018 Vermont Oxford Network Release 1.2 pg. 3

Open the Tools menu and select Save Data to File to open the Save Data to File pop-up. Select Filter records based on Patient Log filter, remove the checkmark from Include Deleted Records in Export, and click Save Data. If you have Neonatal Encephalopathy Registry as an option as a data item to include unselect it as it will cause issues when importing the file into enicq 6. Copyright 2017-2018 Vermont Oxford Network Release 1.2 pg. 4

Select the location to save the file, the file name, and the file type. If possible, save the file in a folder that will be accessible from the location of your new enicq 6 database. If this is not an option, it will be necessary to move the data file after creating them. Because the data files contain Protected Health Information (PHI), consult with your center s HIPAA Officer about accepted methods for moving files containing PHI. NOTE: If you have multiple centers, create a data file for each center. Test the Text File with the External Data Interface Depending on the state of your data, there may be complications on importing it back into enicq. To ensure success, it is recommended that you attempt to read the text file data with your original copy of enicq before moving to the new location. Click on the Tools menu and select Centers. Select your center from the list and click Edit Copyright 2017-2018 Vermont Oxford Network Release 1.2 pg. 5

Next, click on the Interface tab and select Check All. Click Close when all items are selected. Next, click Tools and select External Data Interface, then click Get Data. Copyright 2017-2018 Vermont Oxford Network Release 1.2 pg. 6

Browse to the location of the saved CSV file. To find the CSV file, change the file type to the right of the File name field. Select the file and click Open. If enicq is able to read your data file, you will get a summary that looks like this. Copyright 2017-2018 Vermont Oxford Network Release 1.2 pg. 7

If enicq is unable to read your data file, an error message will appear. Important: After testing the file, click Clear Data to cancel the import of the data. Repeat the test for the CSV file, and any additional files for other centers that you may be moving. If any of your files is able to be read by enicq, please contact Vermont Oxford Network technical support before continuing. Save the Audit Log to Text File After you ve confirmed that you have a workable data file, create a second file that will contain the existing audit log for your original copy of enicq. Click Tools and select Options. On the Options window, click the Audit Log tab. Next, click Save Audit Log to File to output the audit log. The file created will contain the entire contents of the audit log. This file should be archived safely following the data move. Please consult with your HIPAA officer on proper archiving as this is will be the only remaining copy of the audit log from the old database. The audit log cannot be re-imported to another copy of enicq. Copyright 2017-2018 Vermont Oxford Network Release 1.2 pg. 8

Prepare the enicq 6 Database Location Determine where the database will be hosted and follow the appropriate instructions in the Installation Guide: To set up a new locally hosted client and database, please follow chapter 1 of the Installation Guide. To set up hosting on a dedicated database server (recommended), please follow chapter 4 of the Installation Guide. o Depending on your situation, you may need to re-establish database connectivity for any new or existing enicq clients. Add the Center Using the enicq 6 Client Note: This step is only necessary if you are going to be importing data for multiple centers into a shared database. Your installation process will have already added credentials for the Center used during installation. Click on the Advanced Menu Options (the gear icon in the top right) and select Center Management. Copyright 2017-2018 Vermont Oxford Network Release 1.2 pg. 9

Click Add Center. If you are using Active Directory logins (see the enicq 6 Installation Guide for more on this) you will be prompted to enter the AD Group Names for the new center. Copyright 2017-2018 Vermont Oxford Network Release 1.2 pg. 10

If you have a Business Associates Agreement with us to submit PHI (e.g. for Nightingale Time Series Reporting) you will be asked if you want to Enable PHI Submission. For more information on PHI submissions or Nightingale Reporting please contact your VON Account Manager. Import your Center s Data Note: Be absolutely certain that everyone has finished using enicq 5 before importing the data into enicq 6. You can have a copy of enicq 5 and enicq 6 installed but as soon as data is entered into enicq 6 and submitted to VON the enicq 5 database will automatically be de-registered. After your center has been added, again click Advanced Menu Options. Select Import Infant Records, then click Browse. Copyright 2017-2018 Vermont Oxford Network Release 1.2 pg. 11

Browse to the location of the saved CSV file. You can use the dropdown in the bottom right to show just the CSV files in that location. Select the file, click Open, and then click Evaluate. Copyright 2017-2018 Vermont Oxford Network Release 1.2 pg. 12

The results of the evaluation will then appear. If a record is missing the Hospital Number, Patient ID, Date of Birth, Died in Delivery, or Location of Birth it will not be imported. If you are getting errors you can click on the View Import Log for more details. If everything looks good then click Import. NOTE: Repeat the Add the Center and Import Your Center s Data sections for each center in your database. Handling Data Import Problems If you receive an error message, click the View Import Log and it will give you the path to the log. It will give you a path to Import Details Log (C:\ProgramData\von) as well as the file name of that particular log: Copyright 2017-2018 Vermont Oxford Network Release 1.2 pg. 13

The log will tell you specifically why the record was not imported. If you are still unsure why records are not getting imported please feel free to send the Import Details Log to support@vtoxford.org or give us a call at (802) 865-4814 ex. 240. IMPORTANT: Please note that data files and screenshots of import errors will almost always contain protected health information (PHI). DO NOT submit files or images containing PHI to Vermont Oxford Network. Review the Imported Data in enicq 6 After the data import is complete, o o o Have an enicq 6 user review the data to ensure that all records have been captured and that the application is functioning properly. You will also want to confirm that all enicq 6 users have the correct security settings (administrator vs. user) Archive the file that was used for import according to your center s procedures for handling PHI. Take the original database at the old location offline and archive the audit log. If multiple centers are co-hosted on the new database a VON Services Administrator for each center will have to grant each user access through the Manage Users section of the Member s Area or by your System Administrator making sure users are in the correct Active Directory groups. Copyright 2017-2018 Vermont Oxford Network Release 1.2 pg. 14