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FDB First Databank Formulary Update Toolkit

  • Updated

First Draft only! Discuss with SAs and Rachelle/Raman if any questions.

FDB Update Steps
Appendix A: Change Log
Appendix B: Missing DIN after Run Macro

 

FDB Update Steps

FDB Formulary Update Frequency: Quarterly

  1. Every month, analyst to ask SA to download the target month's FDB jfa files uploaded by vendor in SFTP every second Friday of every month
    If not available, create IH vendor ticket

    Copy path of the folder into your work item folder (typically lives in \\vch.ca\departments\PCAC_EMR\01 - PCCEMR\System Administration\01 - Software\FDB)

    Confirm that there are 5 files:

    File Name Description Notes
    1-Termset RX-FDB Contains "First DataBank" term set  
    2-CDO Rx Database (RXDB)

    Contains "First DataBank" Rx system objects (chemical, groups, preparations, packages) and their relationships (links).

    After importing the file, all obsolete (i.e., present in the database but not in the jaffa-file) Rx objects are marked in the DB as deleted so, they are still available by direct reference, but cannot be used to create new prescriptions.

    		  
    3-CDO Rx Consumer Medicine Information (RCMI)

    Contains consumer medicine information (CMI), related to FDB Rx system preparations, that are defined in the "2-CDO Rx Database (RXDB) MMM YYYY.jfa"

    After importing the file, references to all obsolete (i.e., present in DB but not in the jaffa-file) CMI objects are cleared from prescriptions.

    		  
    4-CDO Rx Cross-References (RXRF) Contains cross references links between DPD and FDB Rx system objects. Usually has errors but ignored
    RCANPM0_PRODUCT_MASTER MONTHLY Change Log Does not currently have DINs (outstanding with vendor)

    Previously, there was 5-SADrugsMMMYYYY(RXDB).jfa which contains definitions of the "Special Authority Drugs" subgroups (“Standart SA Group“, “PPI SA Group“, “GLIT SA Group“) and links of FDB Rx system preparations and packages, that are defined in the “2-CDO Rx Database (RXDB) MMM YYYY.jfa“ file, to these subgroups. However, SA is mainly managed in the Special Authority eForms website and this is no longer updated.
     

  2. Analyst to update existing JIRA with next scheduled FDB Update once files confirmed downloaded by SAs
    If available, add any formulary changes requested to this Jira as received via EMRHelp

    JIRA Title: [MMMYYYY] Quarterly First DataBank (FDB) Formulary Update
    JIRA Description:

    Last First Databank (FDB) formulary: [MMMYYYY] (see EMR-XXXX)

    Goal frequency: Quarterly

    Target Go Live date: TBD

    FDB Upgrade Toolkit: https://imitspccs.zendesk.com/hc/en-us/articles/34495965567124 

  3. Analyst to ask for SA to import into QA1 environment and ask for time to import and errors info
    [SAs to refer to their OneNote with details of import steps - e.g., directly on server, show successes only]
    • Analyst to document time to import in JIRA
    • Analyst to create IH Ticket of new errors and warnings (see table for known exceptions - i.e., LOINC termset)
  4. Analyst to check for removed DINs needed by OUD and DUP forms via macro:
    • Short codes affected
      • OAT Medications
      • OAT Medications DUP
    • Download macro attached to this article: MACRO_autosearchDINS
      1. In environment where SA ran FDB update, navigate to Special > Run Macro
      2. Open and copy script from MACRO_autosearchDINS.txt and paste into Run Macro window
      3. Click green arrow to Run Macro 
    • Expected result in Output Window: (no missing DINs except for ADHOC medications)
      Searching for DUP Medications
      ADHOC is not found for med Diacetylmorphine (heroin)
      search finished
      Searching for OUD Medications
      search finished
    • If missing DINs, consult with Stan for replacement DINs and create separate Jira to update short code/s (sample EMR-9989). See Appendix B: Missing DIN after Run Macro
    • If no missing DINs, continue to next step
  5. Analyst to create and run FDB Update test case/run:
    • No test run required if:
      • No formulary changes required, AND
      • No missing DINs
    • If any formulary changes requested, test if new DINs exist (see Scripts module for steps)
    • If no missing DINs, no test run required
       
  6. SA and Analyst to coordinate date/time of deployment according to run time
    SA does NOT need to fill out RFC (one time for 4 years-worth of formulary update)
     
  7. Analyst to determine with Stan/CIS if any user readiness required (likely bulletin standing announcement with last formulary update?)
     
  8. Complete the Other Instruction tab on the Sysconfig
    • refer to previous update sysconfig for example
  9. SA to deploy FDB Update and Analyst to validate (by running macro in Support environment next day)
     
  10. Analyst to close work item and create next scheduled FDB Update in 3 months' time
    • Set status to Analysis Ready
    • Connect w/Mai for assignee 

Appendix A: Change Log

This is outstanding item with the vendor.

Monthly change logs between FDB updates can be helpful in identifying which drugs have been deleted, changed, or added. However, because the change log is monthly while our updates are quarterly, multiple change logs will need to be collated for a full change log for that particular quarterly update.

No use case for the change log at this time due to missing DIN column (outstanding with vendor) and monthly frequency only.

Change log columns are defined as:

Column A record_type Update Action
Column B idc FDB International Drug Code
Column C din Canadian Drug Identification No.
Column D icaprovce Province Abbreviation
Column E ad Additional Descriptor
Column F bn Brand Name
Column G ln Label Name
Column H gcn_seqno Clinical Formulation ID (Stable ID)
Column I iadddte IDDF Add Date (ccyymmdd)
Column J icaaig Canadian Active Ingredient Group
Column K icabn Canadian Product Name
Column L icaotdte IDDF CA Ottawa Disc Date (ccyymmdd)
Column M icafsch Canadian Federal Regulatory Code
Column N icapfsch Canadian Federal Regulatory Code Prev
Column O iobsdte IDDF Obsolete Date
Column P df Drug Form Code
Column Q ilblrid IDDF MFG/Labeler Unique Identifier
Column R icapdin Canadian Previous Drug Identification Number
Column S icarepdin Replacement DIN
Column T icanmkdin NOT Marketed DIN Indicator

Appendix B: Missing DIN after Run Macro

  1. Open Drug Product Database online query https://health-products.canada.ca/dpd-bdpp/search-recherche
  2. Search for missing DIN per run macro results
  3. Refer to Drug Statuses terminology that would define the reason why the DIN is now missing from formulary https://www.canada.ca/en/health-canada/services/drugs-health-products/drug-products/drug-product-database/terminology.html 
  4. Use the above reason to create the JIRA for replacement DIN (see sample JIRA as template: EMR-9989)