Articles in this section

See more

SO019 Cross-Reference Terms

  • Updated
Standard Order Category: Category 2
Who should fulfill this SO? SO Analyst
Link to the SO request form: http://communitysystems.vch.ca/published/UR_-_Cross-Reference_Terms_(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: Analysis
Prerequisite: Approval from Clinical Informatics
Fulfillment Instructions
     Development & Testing
     Deployment, Validation & Post Deployment

Background

A Term Set is a group of clinical codes (e.g., ICD9) used to link items in forms, measures, and disease codes. Each item is connected to a specific code from a term set stored in the database.

You can cross-reference term sets to align data from different sources, including imported data and entries in Profile EMR. This also allows lab results from various labs to be displayed on a single graph.

Keeping cross-references up to date helps:

  • Ensure consistent lab result interpretation
  • Improve data sharing across systems
  • Support accurate reporting and clinical decisions

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: Analysis

  1. Sign into EMR SUPPORT using an account with a Sys Admin or Support Analyst role
  2. Confirm lack of cross-referencing:
    • Navigate to Medical Record > Results for client PID
    • Navigate to Result 1's collection date - identify affected test name and confirm originating lab
    • Navigate to Result 2's collection date - identify affected test name and confirm originating lab

       
    • Right-click on Result 1's test name and select Tabulate Item - note that Result 2 collection date does not appear in table
  3. Right-click on the test name and select Cross-Reference Terms

     
  4. The Search for Terms window opens and prefills Search for with the test name
  5. Click Search - This searches All termsets for any terms that starts with the test name (if the search needs to be wider, it will be with CIS guidance - i.e., Natriuretic Peptide B Prohormone vs Natriuretic vs BNP)
  6. Take a screenshot of the Search for Terms window on the New Cross-References tab

Prerequisite: Approval from Clinical Informatics

Clinical Informatics approval is required. 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: SO019 Cross-Reference Terms (#VALUE = Test name#)

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.

Please answer below questions - Note: Search term used: starts with #VALUE = Search For field# 

  1. Are there other Search terms that should be used? Yes/No
    • If yes, specify search terms and I will reply back with results
    • If no, see question #2
  2. Should all identified terms be cross-referenced? Yes/No 
    • If yes, I will complete the request using Select all button
    • If no, specify ONLY the terms to be cross-reference and I will only add those terms for cross-referencing
      See New Cross-References tab.

Thanks

After sending the email:

  • Set the JIRA status to Waiting for Approval
  • Create a subtask for SO019 CIS Approval for EMR-XXXXX, where XXXXX is the ID for this SO. Assign it to the CIS the email was sent to

Fulfillment Instructions

Create a subtask for SO019 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

Development & Testing

  1. Sign into EMR SUPPORT with a Sys Admin or Support Analyst role
  2. Repeat the same steps of the Prerequisites: Analysis section to get to the same results in New Cross-References tab
  3. Click Select all (or tick checkboxes of the ones approved by Clinical Informatics)
  4. Click Add
  5. Click OK
  6. Test by right-click on test name Result 1 and select Tabulate Item
  7. Result 2 and likely other results for the same test name now display in the table (note: may need to change timeframe if results is >5 years old)

Deployment, Validation & Post Deployment

  1. Repeat the same steps as listed in the Development & Testing section in Profile EMR Production
    Note: this is not required to be deployed to VTM as no results flow into the training environments.
  2. Reply back to the requester's email, notifying of the request's completion.