Articles in this section

See more

SO020 Manual Transaction Templates

  • Updated
Standard Order Category:
  • New, Modify & Delete: Category 2
  • Restore: Category 3
Who should fulfill this SO? SO Analyst, and additionally EMR SA for execution of restore requests
Link to the SO request form: http://communitysystems.vch.ca/published/UR_-_Manual_Transaction_Template_(VCH).pdf

Reminder to please follow the Standard Order Guidelines on top of the specific instructions outlined below.


Background
Prerequisite: Requester to Complete the SO Request Form
Prerequisite: Approval from Clinical Informatics (New, Modify & Delete)
Fulfillment Instructions
     Add a New Manual Transaction Template
          Prerequisite: Analysis
          Development, Testing & Deployment
          Validation & Post-Deployment
     Modify an Existing Manual Transaction Template
     Delete an Existing Manual Transaction Template
     Restore a Deleted Manual Transaction Template
          SO Analyst: Identify the Latest Available Manual Transaction Template
          SO Analyst: Forward request to EMR SA
          EMR SA: Deployment
          SO Analyst: Validation & Post-Deployment

 

Background

Add, modify delete or restore manual transaction templates for the Manual Measures List. Restore requests must be analyzed by the SO analyst and then deployed by the Sys Admin.

Prerequisite: Requester to Complete the SO Request Form

If a request was received for this Standard Order but without using the SO request form, send the form's URL link to the requester. After receiving the form submission, ensure all the mandatory fields are completed before proceeding. If not, discuss further with the requester.

Prerequisite: Approval from Clinical Informatics

Note: for new requests, you may need to do the Prerequisite: Analysis first before requesting for approval. 

Clinical Informatics approval is required for all action request types except for restoring. Once the requester has completed the SO request form, copy and paste the below to an email, replace #VALUE# with the appropriate information, then ensure the PDF is attached to the email before sending:

Email Subject: For SO Approval: SO020 Manual Transaction Template

Email Body:

Hello CSSEs,

Can you please review and approve this SO submitted by #VALUE = requester name# from POS #VALUE = POS code#? Please see attached form completed by the requester.

Thanks

After sending the email:

  • Set the JIRA status to Waiting for Approval
  • Create a subtask for SO020 CIS Approval for EMR-XXXXX, where EMR-XXXXX is the JIRA ID. Assign it to the person the email was sent to

Fulfillment Instructions

For all except for the restore request type, create a subtask for SO020 Implementation for EMR-XXXXX, where EMR-XXXXX is the JIRA ID. Assign it to yourself. Note: do not create this subtask earlier while waiting for CIS Approval; create it only once CIS has approved. If this is not followed, this will report inaccurate metrics for the monthly performance reports.

Add a New Manual Transaction Template

Prerequisite: Analysis

The requestor has to include the following to process this SO (or need to follow up with the requestor to get this information):

  • Manual Transaction Custom Template Name
  • Paris ID (or File Num) of a client with existing result
  • Collection date of the existing result
  • Data Type (ex: text, quantity, date/time, etc.)
  • Measure Unit
  1. Open Medical record
  2. Find result -> right click -> Cross Reference Terms to find: 
  •  
    • Term set
    • Base Concept Code
    • Display Name

Clinical analysis should include:

  • Consultation with other clinicians for validation
  • Literature review as necessary
  • Verify terms with lab results
  • Names

Development, Testing & Deployment

  1. Sign into EMR DEV using an account with a Sys Admin or Support Analyst role
  2. Open New Encounter for a test client (ex: PARISID 148 or 84484) 
    manTrans1.jpg
     
  3. Click Manual Trans button within the New Encounters window
    manTrans2.jpg
     
  4. Confirm that Custom Templates is selected for Source field
  5. Right-click on the right side panel, select New Item and then the desired data type (ex: Text)
  6. Select the term code from term set window (ensure Base Concept Code on the window name matches - example, z.587 )
  7. Click Add button at the bottom left and enter a Template NamemanTrans7.jpg
  8. Click OK
  9. Export the template as a Jaffa file to be saved into the SO folder by selecting it and then clicking on the Export buttonmanTrans8.jpg
  10. Using the generic ADMIN user account, add the changes done above to EMR VTM. This is so both Training and Self-Training environments will get this update on next refresh. Note: if there is a step to back up any files, that step can be skipped in VTM.

Validate & Post-Deployment

  1. Validate by confirming the new template is visible on the list
  2. Reply back to the requester in regards with the SO fulfillment

Modify an Existing Manual Transaction Template

Please note that "Modify" concept can be accomplished through creation a duplicate Transaction Template and deleting the existing (original version) template. 

  1. Sign into EMR DEV using an account with a Sys Admin or Support Analyst role
  2. Open New Encounter for a test client (ex: PARISID 148 or 84484) 
    manTrans1.jpg
     
  3. Click Manual Trans button within the New Encounters window
    manTrans2.jpg
     
  4. Confirm that Custom Templates is selected for Source field
  5. Select the template from the left panel and double click on the item that needs to be updated
  6. If a term set needs to be updated/changed: right-click on the item and select Modify > Concept and Term
  7. If the item type needs to be updated, right-click on the item and select Modify > Item Type
  8. If the unit (Dimension) and/or range (Max/Min) need updating, right-click on the item Modify > Item Properties > Content tab
  9. If a new item needs to be added to a set, right-click on the right side panel and select New Item and the desired data type (see the steps above in the Add a new Manual Transaction Template section).  
  10. When all updates completed, Click Add button at the bottom left and enter a Template Name 

  11. Delete the original template - the one before updates to avoid duplicates:

  12. If all is good, create the rollback from Profile EMR Production - export the template as a Jaffa file to be saved into the SO folder by selecting it and then clicking on the Export button
  13. Proceed to do the same change into Profile EMR Production
  14. Export the updated template as a Jaffa file to be saved into the SO folder by selecting it and then clicking on the Export button
    manTrans8.jpg
  15. Validate by confirming the new template is visible on the list and the deleted one is no longer present
  16. Reply back to the requester in regards with the SO fulfillment

Delete an Existing Manual Transaction Template

  1. Sign into EMR DEV using an account with a Sys Admin or Support Analyst role
  2. Open New Encounter for a test client (ex: PARISID 148 or 84484) 
    manTrans1.jpg
     
  3. Click Manual Trans button within the New Encounters window
    manTrans2.jpg
     
  4. Confirm that Custom Templates is selected for Source field
  5. For rollback purposes, export the template as a Jaffa file to be saved into the SO folder by selecting it and then clicking on the Export button
    manTrans8.jpg
     
  6. Select the template from the left panel and either
    1. Right-click and select Delete or
    2. Click on the Delete button
      manTrans9.jpg
  7. Confirm it is not visible anymore
  8. If all is good, proceed to do the same change into Profile EMR Production
  9. Validate by confirming the template is no longer visible
  10. Reply back to the requester in regards with the SO fulfillment
  11. Using the generic ADMIN user account, add the changes done above to EMR VTM. This is so both Training and Self-Training environments will get this update on next refresh. Note: if there is a step to back up any files, that step can be skipped in VTM.

Restore Deleted Manual Transaction Template

While the Delete button is hidden from end users, they can right-click a template and Delete. When this happens, the template can be restored from a copy (i.e., original work item request or backup). 

SO Analyst: Identify Latest Available Manual Transaction Template

The person on SO duty must identify the most up to date version of the manual transaction template requested to restore. Consider the following:

Once the most up-to-date manual transaction template is identified, exported it to the SO folder then request the EMR SA to deploy. 

SO Analyst: Forward Request to EMR SA

  1. Export the most up-to-date manual transaction template into the SO folder
  2. Send a request to the EMR SA to deploy it to production and VTM. Email Template:

    Hello EMR SAs,

    Please restore the deleted manual transaction template into production and VTM by following the instructions found in Zendesk ( https://imitspccs.zendesk.com/hc/en-us/articles/360054366051 ). Once completed, let reply so that I may complete validation.

    The Jaffa file can be found here: <insert link to Jaffa>

    Thanks
     
  3. Once the EMR SA notifies that it has been deployed to production, validate and let the requester know of the restoration completion.

EMR SA: Deployment

  1. Sign into EMR Production using a Sys Admin account.
  2. Complete usual steps to import the Jaffa File that is found in the SO folder. 
  3. Using the generic ADMIN user account, add the changes done above to EMR VTM. This is so both Training and Self-Training environments will get this update on next refresh.
  4. Notify the person on SO duty that it has been deployed. 

SO Analyst: Validation & Post-Deployment

  1. Validate by confirming the restored template is visible in production
  2. Reply back to the requester in regards with the SO fulfillment