Amy Sloane. UNC Center for Public Health Preparedness

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Amy Sloane

T i i

S

i li t

Training Specialist

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Webinars are recorded using the NC EDSS

training website, rather than the “live”

system.

All of the events and persons in this webinar

have been invented for demonstration

d

fi i

l

bl

purposes and are fictional; any resemblance

to real people is purely coincidental.

2

(3)



How duplicates are created



Avoid Creating Duplicates



Potential Matches (Duplicates)



Potential Matches (Duplicates)



Person & Event Deduplication (Merging)



Reviewing Merged Events



NC EDSS Resources/Training Schedule



NC EDSS Resources/Training Schedule

(4)



By Electronic Lab Reports (ELRs)

◦

_{Missing person demographic data; therefore,}

ineffective search for existing person and/or

event(s) in NC EDSS



By NC EDSS users

y

(people who use the system)

(p p

y

)

◦

_{No searching before creating an event}

◦

_{Search for event or person with incorrect criteria}

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Before you create an event always:



Search Event before you create an event



Use “Select Person” button to Search Person



Use Select Person button to Search Person

before create an event

T l

h

hi

Tools to use when searching:

Wildcard (*) Search History Search Soundex Inexact birth date



Hep B local user account (statewide access)

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

Search Event



Search Person

( ia Create E ent

)



Search Event

(via Create Event )

UNC Center for Public Health Preparedness February 2011

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Option 1

Option 2

Option 1

Option 3 Option 1

(8)



From the

Potential Matches

screen, users

have 3 options:

1. Create New

–

different

person and

different

event; will create a NEW person with a NEW Event

will create a NEW person with a NEW Event

2. Choose Person (creates new event)

–

same

person, but a

different

Event; will create a NEW Event

3. Use this Event

–

same

person and the

same

Event; will NOT create anything new in NC EDSS

•

Print Event

–

will allow you to view all of the content in

existing event (use this feature to help you decide if you want to select “use this event”)

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(9)



To determine if

events

are potential

p

matches (duplicates), NC EDSS uses the

following hierarchy of dates:

1. The best date of illness identification (e.g., symptom onset date; diagnosis date).

2. If that is not present, the first specimen collection date is used from the lab screen.

3. If no lab is present, then the date the event is created in NC EDSS is used.

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

Only state (NC DPH) users can merge duplicate

y

g

p

persons

o Local users will not see a ‘Person Deduplication’

kfl workflow



All users will see a “Deduplicate” hyperlink on an

Event’s Dashboard if NC EDSS suspects the

person

has duplicate profiles in the system

◦ _{Do not click this hyperlink} ◦ _{Do not click this hyperlink}

◦ _{If you need person profiles “deduplicated” call the State} Help Desk

p

(11)



Only Local Health Clinician II users can merge

d li

duplicate

events

◦ _{These users will see an “Event Deduplication “ workflow}



All users will see a “Deduplicate” hyperlink on an

Event’s Dashboard if NC EDSS suspects there is a

duplicate

event

in the system

◦ _{Do not click this hyperlink if you are not an LHC II user} ◦ _{If you need events “deduplicated” work with an LHC II}

(12)



Only state (NC DPH) users should merge



Only state (NC DPH) users should merge

duplicate

Hepatitis B events

◦

_{DPH routinely merges Hep B Lab/Condition}

Reports with previously reported events

◦

_{LHDs that need duplicate Hep B events merged}

should call the State Help Desk

12

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Option 1

Option 2 Option 3

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

When deciding if events are duplicates, users

have 3 options:

1. Keep Separate – these are different events that need to remain separate (perhaps due to disease timeframe).

2. Use this match – these are two duplicate events that need to be merged; the event to the left of this button is the one I want to identify as the “primary” event.

3. Use match at top – these are two duplicate events that need to be merged; the event at the top of the screen is the one I want to identify as the “primary” event.y p y

• Print Event – will allow you to view all of the content in

the existing event (use this feature to help you decide if these events are duplicates or not and if so which one these events are duplicates or not, and if so, which one should be the “primary” event.)

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

To determine if

events

are duplicates and



To determine if

events

are duplicates and

need to be merged:

R i

h

P i E

f b h/ ll

◦

_{Review the}

Print Events

_{for both/all events}



Question Package data



Lab Results data

K d t

(

b

d

f ill

id

ifi i

fi



Key dates

(

best date of illness identification or first

specimen collection date)

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Primary Event Secondary Event Merged Event Single Entry questions, i.e., no “Add New” feature

Primary Event Secondary Event Merged Event

Event you keep Event you do not keep Merged event Example 1 Initial Source of

Report to PH Lab Initial Source of Report to PH LHD Provider Initial Source of Report to PH Lab Report to PH Report to PH Provider Report to PH

Example 2 Initial Source of

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Repeatable blocks, e.g., “Add New” hyperlink

Primary Event Secondary Event Merged Event

Event you keep Event you do not keep Merged event Example 1 Did the Yes Did the Yes Did the patient Yes

Example 1 Did the patient take an

antibiotic?

Yes Did the patient take an

antibiotic?

Yes Did the patient take an

antibiotic?

Yes

Specify Penicillin Specify Cefaclor Specify Name Penicillin

Specify

Name Penicillin Specify Name Cefaclor Specify Name Penicillin Did the patient

take an antibiotic?

Yes

antibiotic?

Specify Name Cefaclor

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

There are some instances when you will view

the

Event Print

and notice the investigation

status of the event is “Closed”



It is OK to merge a

closed

event

◦ _{e.g., an STD event is created that is later discovered} to be a duplicate event for a closed case; one could merge the events keeping the closed event as the primary event.

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

Once you merge two

events, there is no going

back!



If you are not sure, click on

“Keep Separate”

p p

◦

_{You can always}

manually

force deduplication/merge

events at a later time

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

After you “deduplicate” events, the merged

y

p

g

event will:

◦ _{only include the}_y

Investigation Trail

g

_{of the event you}_y selected (primary source event)

◦ _{contain the}

Event ID

_{of the event that no longer exists} in the Event History Tab

◦ _{include 2}

attachments

_{: the Event Printouts from the}

t t t (“ i ” d “ d ”

two separate events (“primary” and “secondary” source events)

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

Create an

event note

in the remaining

event

◦

_{E.g., “This event is a merged event; event ID}

_{E.g., This event is a merged event; event ID}

###### was merged into this event.”



Review event for accuracy



Review event for accuracy

◦

_{Question Packages}



Investigation Trail

“Add New” fields (e g Treatment in Clinical QP)



Add New fields (e.g., Treatment in Clinical QP)

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

NC EDSS Help Desk at NC DPH

◦ _{(919) 715-5548 or (877)-625-9259}_{(9 9)} _{5 55 8 o (8 ) 6 5 9 59}

◦ _{ncedsshelpdesk@dhhs.nc.gov}

◦ _{Use Event ID only – no names or SSNs}

A il bl 8 5 M F

◦ _{Available 8 am – 5 pm, M-F}



NC EDSS @ NC Communicable Disease website



NC EDSS @ NC Communicable Disease website

◦ _{http://www.epi.state.nc.us/epi/gcdc/manual/ncedss.html}

◦ _{Guidance on various topics, past Webinar presentations, etc.}

