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NC LEAD User Manual - Environmental Health Section

1. Search Party Party Details Search Results Category Site vy Type Name Street Address City State Zip Code External ID Site ID 101 Maple Dr Raleigh NC 99999 101 Maple Dr Raleigh NC 99999 410000006 Navies 7909 Netherlands Drive Raleigh NC 27606 Tara s House 7909 Netherlands Drive Raleigh NC 27606 110000001 Street Address City Raleigh State v Displaying result s 1 2 maximum 50 Zip Code Search Options Sort By Name v Sort Order Ascending e Search History Search Clear Use selected party Cancel If the property is not in the system enter the data about the property manually into the fields displayed then follow the same instructions for creating a childhood lead event Question Packages In general the Administrative Question Package is the first package a user should fill out after creating an event it includes critical information about event assignment as well as how and when the event was reported Click on the View Question Package button or double click the name of the question package and the administrative questions for that event automatically display on the screen The Administrative Question package is shown below Administrative Package Jennifer Annibel Blood Lead Child Save Canoni Initial Source of Report to Public Heath v Reporting county Wake County v Binod Land Level e Date offered environmental investigation Non paini krad sources CO Tradtiona madone O decpa
2. Appendix F Deduplication 129 Manually Invoking Deduplication As discussed most deduplication issues within NC Lead are caught by the system and displayed in the workflow queues Occasionally however deduplication may need to be forced manually by the user because initially it was thought that the person or event were not matches but later it is determined that they were a match To deduplicate an event open the event to be deduplicated and then click the Edit Event Properties button on NC Lead dashboard Change the Deduplication Status to pending Edit Event Properties Gregory Wayne Bryan Blood Lead Child Event ID 100000663 Change Type To E Status Open Change Status To wl Note Note Type Le Public 5 v To deduplicate a person open an event for the person to be deduplicated and then click the Persons tab on NC ELSS dashboard Click the Edit Person button Change the Deduplication Status to pending Edit Person Gregory Wayne Bryan Blood Lead Child Edit Person Wayne Bryan 08 25 2002 Cl 130 Appendix F Deduplication Upon changing the status es of the persons or events to be deduplicated to pending the workflow queue page should display that there are either persons or events to be deduplicated Follow the procedure as explained above to deduplicate the persons or events When person deduplication is complete this may cause event de
3. 1 Click the person s name in the Event Summary panel of the dashboard Event Summary Event ID 100000663 Erant Type Primary Person th Date 08 25 2002 S yrs Male Phone Address 200S Min barlotte H 28202 Edit Dates Create Date 04 18 2008 Investigation Status Open Linked Events VU inked event s View Attachments 1 attachment s Add View Additional Information Linked cases e Acai 100000695 Jack Black 1243 Piano Street Raleigh NC 99999 Open Edit Event Properties 2 This provides a screen which displays the Person Summary information Person Summary Name Bryan Gregory Wayne Birth Date 08725 2002 Age 6 yrs 2 mos 30 dys Gender Male Social Security Number External ID 100034364 Notes 04 21 2008 Robert Olivieri Patient diagnosed with Asperger s Syndrome Address Information TYPE ADDRESS OFFICIAL CITY COUNTY PHONE Home 800 S Mint St Charlotte NC 28202 Mecklenburg County Vacation Home 7305 North Point Winston Salem NC 27101 Events Event ID Name Status Create Date Event Type 100000663 Bryan Gregory Wayne Open 04 18 2008 Blood Lead Child Linked People RELATIONSHIP NAME BIRTH DATE ADDRESS PHONE Other 7305 North Point Winston Salem NC 27101 Other 800 S Mint St Charlotte NC 28202 Dashboard 3 The top section of this screen displays the person s demographic information next the most up
4. Repeat the process and view the same report in Excel What is the difference between viewing a report in a browser and viewing it in Excel Viewing in a browser cannot be edited within the browser window Viewing in Excel Exporting the data allows for the data to be manipulated formatted or even graphed Which view do you prefer Why Depends on what you need to do with the data If you just need to view it and print it as it then use the browser If you need to manipulate data then export it to excel Appendix C Answers to Chapter Review Questions Exercise 6 3 Add an Attachment The purpose of this exercise is to demonstrate the ability to add an attachment within NC ELSS 7 Open your event 8 How many files are currently attached to it Answers will vary 9 Attach the Event Print file you saved this to your desktop to the event 10 Enter a description for the attachment that says print template and click Save 11 View the file after it has been attached 12 What is a real life example of when you might attach a print template to an event Why might you do this Attaching a 3651 form scanned documents with signatures such as Consent Refusal forms photographs of the property schematics from investigations etc Appendix C Answers to Chapter Review Questions 109 Appendix D Definitions Access Time Additional I nformation Address Allow Delegation Attachments Bulk Actions Ca
5. 10 Click File Save As and save the file with a name of Event_Print html to your desktop 11 How might you use print templates in your job Chapter 6 Printing Reporting and Adding Attachments 87 NC Lead Reporting Reports in NC Lead can be used to view and analyze event data The purpose of this module is to explain how to run reports However the images in this guide are only sample reports Reports can be displayed in two ways gt Ina format that cannot be edited within the browser window gt Exported to an external application such as Microsoft Excel Exporting the data allows for the data to be manipulated formatted or even graphed Viewing Reports Generally speaking reports are not based on a specific event therefore it is not necessary to have an event selected before running a report To run a report follow the instructions below 1 From NC Lead Dashboard click the Reports button 2 Click the Category dropdown list and select the desired report category 3 Click the Select Report dropdown list and select the desired report Maven Reporting Category Select Report Run Report 88 Chapter 6 Printing Reporting and Adding Attachments Next choose the parameters for the report This may include selecting a jurisdiction or entering the date range The parameter choices vary based on the report you choose Maven Reporting Custom Reports v Select Report NIOSH Repor
6. Create Date Gender Birth Date Jennifer Annibel Details 110000007 03 18 2010 Female 05 05 2005 P keen separate Social Security Number Address NC County Country USA Phone Matches Name Jennifer Annibel Details External ID 110000005 Create Date 03 18 2010 Gender Merge Type Select v Birth Date 05 05 2005 Social Security Number 555 655 5555 Use this match Use match attop Address 101 Maple Dr Raleigh NC 99999 County Wake County Country USA Phone H 919 555 5555 Back Workflows Dashboard Help Keep separate Clicking this button tells the system that this is not the same person and that a new person should be created Use this The data entered for this person will be the data that is used for the person match External ID ending with DHJ would have been selected Please note that the address information would have been merged with the WGC External ID entry since no address was entered in that entry however if the address information was different the information would not be overwritten by the merge Use match at Utilizes the person information for the person at the top In this case it would top have used External ID ending with WGC instead of DHJ but as stated 124 above the address information from the DH entry would have had the address information added to it Appendix F Deduplication Deduplicating Events 5 After hav
7. Deduplication Status Displays the Event ID of the current event Allows the user to change event type Displays the current investigation status of the event open or closed Allows the user to change the current investigation status of the event Allows the user to categorize the note according to a preset list of categories Allows the user to set the note type to Public or Sensitive Displays the deduplication status of the event Changing this dropdown can force the event to be added to the deduplication pending queue See Deduplication chapter for more information The Event I nformation Section The Event Information Section is divided into two 2 distinct sections as seen in the figure below These are the tabs located immediately below the Event Information 16 Chapter 2 The NC Lead Dashboard section header and the descriptive areas which change depending upon the chosen tab Each view will be discussed in more detail below These tabs vary depending on the type of event you are working in In this case a child event is referenced unless otherwise noted Event Information Lab Results QUESTION PACKAGE Concerns Persons NAME Tasks Event Properties Question Packages LAST UPDATE Clinical Assessment Demographic Medicaid Billing Tara Byron Tara Byron Tara Byron Event History UPDATED BY 03 28 2010 02 22 2010 02 22 2010 02 22 2010 trileywi iliams
8. Gregory Wayne Bryan Blood Lead Child 4 Locate the necessary document from the list displayed 5 Click the link to the right in the Action column that says Open 6 A screen similar to the one below will display prompting the user to Open or Save the document These steps may vary slightly depending on the user s version of the software 84 Chapter 6 Printing Reporting and Adding Attachments x File Download Do you want to open or save this file el Name 1000031_SP_Provider_Letter rtf 5 Type Microsoft Word Document 54 8 KB From localhost V Always ask before opening this type of file ham your computer If you do not trust the source do not open or C While files from the Intemet can be useful some files can potentially save this file What s the risk Tip Please note that if the user is using Microsoft Word 2000 the o document must first be saved locally and then opened from where it was saved It is preferable to use Internet Explorer 7 0 if the user experiences problems with opening letters and reports 7 Click Open to immediately open the document or Save to save it before opening If the user clicks Save a Save As prompt displays requiring the user to designate a location in which to save the document 8 Open the document The boxes in grey are editable and can be modified if they are incorrect or incomplete The boxes which contain patient inform
9. The user can use one or more of the search criteria to find a specific event Please note the more search criteria provided the fewer results will display However it is often better to put in less information e g just a first name or a birth date in the event the previous data entry does not exactly match the information you currently have Thus the fewer criteria you put in the more search results will be displayed In most cases it is therefore advisable to enter a small amount of criteria first and then add more criteria to narrow the search Tip Most searching within NC Lead system supports wildcard characters To use H a wildcard type an wherever there are characters about which the user is unsure For example it would likely be useful to enter Gonzalez into the last name field This way if there is anything with Gonzalez as part of the last name including Ramirez Gonzalez it will be found At a minimum the user must enter two characters before or after the wildcard to search Chapter 3 Working with Childhood Lead Events 41 Event searching is also tied to security Users will only be able to view the cases they are authorized to see based on their group membership Event ID First Name Last name Birth Date Gender State County Event Type Sort By Search History Search Soundex Allows the user to search for a specific event if the Event ID is known Any First Name for whom t
10. figure below Main and Administration This manual will focus only on the Main application The Main application is where all event data is accessed and edited For example users can search for an event and add new events as well as view reports within NC ELSS The Main application is always the default setting when logging into the system Login Name roiviei sid Password seeeeeeee Application main v The Administration application is used by NC Lead administrators at the state and or local levels The Administration application allows system administrators to create new users in the system to assign roles and to reset passwords Chapter 1 Overview of the NC Electronic Disease Surveillance System Lead 3 Logging In e The North Carolina Electronic Lead Surveillance System NC Lead can be accessed through Internet Explorer 6 0 and above or Firefox 2 0 and above however NC Lead is not supported by Netscape Logging into the system is simple To do so follow these steps 1 Open a browser and go to the NC Lead website by typing https ncleadtraining ncpublichealth info login do The following screen appears North Carolina Electronic Lead Surveillance System User Privacy NOTICE This system is the property of the State of North Carolina and is for is authorized use only Unauthorized access is a violation of federal and state law Unauthorized access or use of this computer system may subject violators to c
11. Informatior Nome Jennifer Annibel Gandor Birth Date 05405 2005 Social Security Number y Procooa Address NC d Matches Nome Etama iO Gender Drop Date Sociol Secunty Number Choose Purty crealos new case Address Event iD Status Event Type Create Oate Action 100000005 Open Bioog Lead Chile 02 18 2010 M em even Print Cvent Proceed Help 3 This screen shows the user the existing information for the person entered and the user then decides if there is a match If there is a match the user clicks the Choose Person creates new event button and if this is not a match the user clicks Close which creates a new person entry in the system 4 Ifa match exists and the user clicks Choose Person creates new event the information for the match is entered at the bottom of the Create Event screen At this point click Save and continue as normal Appendix F Deduplication 121 How to Avoid Creating Duplicates The best way to avoid creating duplicate persons in the system is to be in the habit of clicking the Select Person or Select Property button before manually entering the event information This is also discussed in the create event section of this manual Create Event Property Event Information Event Type Property Wi Site Name Street Address Pod oT State Zip Code _ Select Site Save M Cancel Hep The Select Person a
12. Lead Learning Objectives 1 Explain the purpose and benefits of implementing the North Carolina Electronic Lead Surveillance System NC Lead Describe the purpose of permissions roles and groups within the NC Lead system Demonstrate the ability to log into the North Carolina Electronic Disease Surveillance System Lead The North Carolina Electronic Lead Surveillance System NC Lead is an electronic lead surveillance system ELSS for North Carolina that allows public health officials to receive manage process and analyze data for cases of suspected childhood lead exposure Through data analysis NC Lead can extract surveillance data for the identification tracking and reporting of childhood lead exposure NC Lead allows secure communication and coordination between state and local health departments LHD s Furthermore NC Lead enables immediate exchange of information among clinics labs and local health departments NC Lead security environment displays only the data someone needs and is authorized to see Additional NC Lead functions include Electronic data exchange and flow of work among groups working on public health lead management Ability for lab reports to be imported electronically Data entry capability Reporting e Tracking of persons and properties Users Roles and Groups System security is in accordance with specified requirements Users will be assigned a username and password that will provide ac
13. Name regory Wayne Biyan v Lab Results Specimen Date Specimen Number Specimen Source fe Liv naa Se Report Status Report Change Date fy Test Result el Result Units Ref Range TestLocalCode Result Status Result Local Code Result Date Susceptibilities Method Test C ele Result Value Result Units Result Status Test Local Desc Bam Lab Facility Lab Facility m Chapter 2 The NC Lead Dashboard 21 Choosing Environmental Lab work displays the following screen Add Lab Result Tara Byron Blood Lead Chills Lab Manele Creenng zen a t Creenng ectty Other Acres IT reng Il e a Mec Ines en ses zess ze Done A more detailed explanation of the Lab Results screens is located in Chapter 3 Event Information Concerns Tab The concerns tab is used to highlight potential data entry issues that may need to be addressed For example if someone mistakenly inputs a date of birth that is after the 22 Chapter 2 The NC Lead Dashboard date indicating onset of symptoms the system would generate a concern or a notice that a data entry error may have occurred Additionally concerns can be entered manually by clicking the Add Concern button Conc
14. Temporary LOCKS ccssceeecseseeeeeenseeeeeeeaseeseenaseeeeenaasaeeeenaeeeeeanseseeeenaasaseaoaaseessnaaseenans 47 CHAPTER 4 EDITING PERSON DATA CHAPTER 5 THE WORKFLOW QUEUE AND TASKS CHAPTER 6 PRINTING REPORTING AND ADDING ATTACHMENTS Exercise 3 3 Add Modify Event Information cccccceeceeeee eee eee seers eerste eaneeeeee nas Person Information cccccesseeeeeeeseeeeeeeaeeeeenenaeeeeennaseeseenaaeeseeeaaseaeeeaaseeseeeaeeneneaaeenees Modifying Person nformation e eERKEEEERRRRKEEEEEREREEEERERREEEERRRRKEEEERRRKEEEER ER EEEEEERRRKe The Persons Tabb csssceececseseeeeennaeeeeennaeeeeeenaaseeeeenaseeseanaaseeeeeaaseeseonaeeeseooagseeesnaaeeanas The Demographic Question Package sssssss111s211150 11155 555 5 Exercise 4 1 Modify Person Information 0ccccceeeeeeee tee eee tee ee eee eee seen eeeeee nates Create and Assign a New Task sssceeecesseeeeeeeseeeeeeeeeseeeenaaseeeennaseesenaaeeeseeeeseeneananees ASSIGN a CASC T T Exercise 5 2 Create and Assign a TASK AA Sharing a CaSC cccssseeeeesnseeeeeeeaseeeeneseseeeenaaseeseeoaaeeeeeonaseeaeanaseeseeoaaeeeeaoaaseesennaeesnaaons Exercise 5 3 Share a Case Demonstration ccccccccccecceeeeceeseseeseeeeveeseueaseeeaeeesaneess The Event Print DOCUMENH ccssceeeeneeeeeeeenseeesnaeneeeseenaaeeseeeeaseesennaeeseeaeeneeeeseeaeenees Exercise 6 1 Print a Document eege desc tered cnet bedeh SERGE ee NC L
15. and edit lab results for a particular event Persons clicking the Persons tab allows the user to enter or change demographic information for the person involved in this particular event Event History the event history keeps track of the times the event has been updated the question packages that were modified and the username of the person who made the update Exercise 4 1 Modify Person I nformation The purpose of this exercise is to demonstrate the ability to modify person information within NC ELSS 6 Where would the user make changes to a street address In the Persons Tab not the demographic question package 7 Where would the user change the patient s primary language In the Demographic Question Package not Person s tab 8 Which fields from the Demographic question package carry over if the patient has an illness in the future Hispanic Ethnicity Race Country of Birth Primary language Appendix C Answers to Chapter Review Questions 105 Exercise 5 1 Interacting with Workflow Queues The purpose of this exercise is to demonstrate the ability to interact with Workflow Queues in NC LEAD 4 What is the purpose of Workflow Queues They allow users to keep up with events and work that needs to be done 5 Click the Workflows button on the toolbar Ki Find a workflow queue named Childhood Lead Events with User Generated Concerns Find your event within that queue 6 Open your event by clicking on th
16. and links will be copied from Event 1 to Event 2 Appendix F Deduplication 119 120 Appendix F Deduplication Person Deduplication Person deduplication is critical to ensure that the same person is not entered into the system more than one time The person might be referenced more than once because he or she might have more than one event type over time but events should always reference back to the same specific person In the example below a new event for Gregory Bryan is created Gregory already has an event in the system The potential matches screen will alert the user that there is an existing person in the system with the same name and birthday The user will then have the responsibility of determining if this is in fact the same person 1 Create the event for Gregory Bryan with his actual birth date 2 Click the Add button This prompts a deduplication check by the system If there is not a match the system continues to process the person as a new person If there is a match the system prompts the user with the Potential Matches screen shown below in an attempt to avoid creating a duplicate event The screen below is only displayed for users with deduplication permissions Potential Matches Tho Tollowing propie soam to match tha information you have entered Please review the information below and eor select an outsting person to ust or simply choose to procens to croate a new person in the system Entered
17. and specialization For example members of the Wake County group would only be able to access Wake County events Users can belong to more than one group The health department that performed the test The investigation status displays the current status of the event typically the status will be either open or closed The facility where the test was performed Clicking Lab Results presents users with the ability to view add and edit lab results for a particular event Electronic lab results are also displayed here The date upon which the concern was last updated and if no updates have been made to the concern this date refers to the date the concern was entered The lead level associated with the person Displays the number of other events that are linked to this event This is also a tool where one could initiate the linking of one event to another Links are created between Children and Properties to indicate how one is associated with another Created only by Environmental Health Specialists A more detailed description of the action Miscellaneous information and or notes regarding the lab results Allows the user to enter an event related note This produces the same result as adding a note in the edit notes screen shown above Allows the user to set the note type to Public or Sensitive The laboratory facility that placed the order for the test s to be done The physician that ordered the test This displays the detailed
18. cases UUUUUUSS 999 ATricangreyparrol reet vile 999 nicangreyparro Street Featherville NC 11111 Open 100000081 999 Sunconure Street Raleigh NC 27606 999 Sunconure Street Raleigh NC 27606 Open Edit Event Properties Copy Case 2 You can view the linked properties if any in the block next to the Additional Information field in the Event Summary section 3 Clinicians can view Investigation information by clicking on the OPEN link next to the property Clinicians can VIEW ONLY but cannot update nor edit Property Event information 96 Chapter 7 Linking Events Conclusion Conclusion The user should have an understanding of the following Benefits of the system Parts of NC Lead Dashboard Creating new events Searching for existing events Modifying events Printing documents and letters Viewing reports in either a browser or within Excel Adding attachments Utilizing the Workflow Queue Editing assigning and creating tasks Linking events If questions arise regarding this course please contact NCEDSS lists ncmail net For general questions regarding NC Lead please call the Help Desk at 1 877 625 9259 Conclusion 97 Index Adding Additional Addresses 52 Assign a Case 73 Attaching Files 87 Basic Information Sub Tab 50 Buttons Assign Case 10 Create Event 10 Print Case 10 Recent Cases 11 Reports 10 Search Event 10 Share Case 11 Tasks 10 User Information 11 Workflow
19. entered behind the scenes Has to do with Sharing a Case Provides the ability to see the full range of questions Editing is not possible with these permissions Has to do with Sharing a Case Provides the ability to see a limited number of questions based on settings entered behind the scenes Editing is not possible with these permissions Has to do with Sharing a Case Allow users to keep up with events and work that needs to be done Appendix D Definitions Appendix E Linking Property Child Events Environmental Users Only Learning Objectives 1 Demonstrate the ability to link events Appendix E Linking Property Child Events 113 Linking Events The ability to link one event to another is important for public health surveillance because it allows investigators to keep track of related events Because all events are separate within the system links are created to indicate how one is associated with another There is no limit to the number of events that can be linked to one another Link Types The ability to link events is a very powerful function within NC Lead There are several link types built into the product which provide specificity when creating linked cases The link type that NC Lead will be using is linking a PROPERTY to a CHILD Linking Property Events to Child Events In NC Lead linking will be the responsibility of ONLY the Environmental Health Specialist Linking will only occur from a P
20. finds a potential duplicate record for that person it will open the Potential Matches screen more on this in the chapter on Deduplication Clicking Save closes the Create Event window and brings the user back to the NC Lead dashboard where information about the newly created event is displayed North Carolina Electronic Lead Surveillance System Loes Cheie Loes donnie Anoint Prone 919 555 5555 101 Maple Dr Rininkgh NC 90909 EJI Create Dote Ua W200 Open Oirked mvent s View O amoctwnert s Add Chapter 3 Working with Childhood Lead Events 33 Creating a Property Event 34 To create a property event select Property for the event Type then use the Select Site button to search the database for property information This allows the user to enter information into a search screen to locate a property that may already be in the NC Lead system Create Event Property Event Information Event Type Property bz Site Name Street Address Zip Code NC Select Site Save Cancel Help Chapter 3 Working with Childhood Lead Events In the Search Party screen set the Type dropdown to Site Enter information about the property then click the Search button at the bottom of the window If a record for the property is located select the property from the list on the right side and click the Use Selected Party button
21. in his her task list on the Tasks Page as one that belongs to him her or in the Task Specific Monitor called My Open Tasks Tasks Please note that if a user tries to assign an event to someone who does not have permissions to see it the user will be notified of the problem Also this does not take the place of changing the jurisdiction of the event within the administrative question 76 Chapter 5 The Workflow Queue and Tasks package If the event is permanently changing ownership to another jurisdiction please use the assignment trail within the administrative package Also remember that if the event is not visible by the user or group to whom the event is being assigned it will need to be shared See next section Chapter 5 The Workflow Queue and Tasks 77 Exercise 5 2 Create and Assign a Task The purpose of this exercise is to demonstrate the ability to create and assign a task within NC Lead 78 1 With your partner from the previous exercise decide who is Partner A and Partner B Partner A create a new event specific task remember open the event and click the tasks button and assign it to Partner B Partner B locate the task that has been assigned to you and complete the task Partner B mark the task as complete Partner B create a new non event specific task this can be done from the Workflow screen or the Tasks screen and assign it to Partner A Partner A locate the task that has been assig
22. is in this example the first step in deduplication is person deduplication and then the event deduplication process will begin First the system will need to be notified that the person is indeed the same person The user will see the following in the workflow monitor 2 The user will click the details link to view the person s who need s to be deduplicated Person Deduplication Name Jessi Simpkin External ID PDEDWYUNKNDWGC Gender Female Birth Date 07 10 1980 Social Security Number Address NC Workflows Dashboard Help 3 In this case J essi Simpkin is the person that is to be deduplicated Therefore click the Select button beside her name Select Allows the user to select the person to be deduplicated Workflows Takes the user back to the workflows screen Dashboard Takes the user back to the Dashboard screen to whichever event was active last or to a blank Dashboard screen if an event was not already active 4 This action presents the user with the person matches such that the user may decide which person data to use as the Primary The user should select the appropriate option based on the accuracy and amount of data in each In this case the user will click the Use this match button to select the bottom option This is the option that provides the most data and the data is all accurate based on what is known to the user Appendix F Deduplication 123 Person Deduplication Name External ID
23. meaberes ether thas authorises NC 053 users 3 I agree to apply appropriate seteguards to protect the ccaticentielity esc security of the information cbtaized on the NC EDSS Windows Professional _ memes enters 4 Click and drag the IE icon in the address bar to the desktop This creates your shortcut on the desktop 100 Appendix A Tips in Internet Explorer To turn off pop up blockers in Internet Explorer select Tools Pop Up Blocker Turn Off Pop Up Blocker from the menu IOC Help Mail and News gt Pop up Blocker Manage Add ons Synchronize Windows Update Windows Messenger Internet Options Appendix A Tips in Internet Explorer 101 Appendix B How to unlock a locked form in MS Word To unlock a locked form in Microsoft Word 03 please follow the steps below e Click the View menu e Select Toolbars gt Forms e On the forms toolbar click the padlock button The form is now unlocked Edit as normal If desired click the padlock to lock it again when editing is complete To unlock a locked form in Microsoft Word 07 please follow the steps below n e Click the Office button in the top left e Click the Word Options button and on the Popular screen check the box that says Show Developer Tab in the Ribbon and click OK 102 Appendix B How to unlock a locked form in MS Word DB awe e mos popar optons nwo Display Proofing Top options for workin
24. screen Event Summary Notes AdG EdH Snow My Notes EventID 100000053 Event Type Property Name 9876 Linking Example St Raleigh NC 12345 9876 LINKING EXAMPLE ST RALEIGH NC 12345 Address 9876 Linking Example St Raleigh NC 12345 Edit Dates Create Date 04 29 2010 Investigation Status Open Attachments 0 attachment s Add Additional Information Linked cases 100000001 POLLY WOGG 123 Smith St Burnsville NC Open Edit Event Properties Copycase You can view the cases that are linked to your event by clicking on the Open in the Additional Information field 116 Appendix E Linking Property Child Events Appendix F Deduplication Administrative Users Only Learning Objectives 1 Demonstrate the ability to explain what deduplication is and why it s necessary 2 Demonstrate the ability to deduplicate persons 3 Demonstrate the ability to deduplicate events 4 Demonstrate the ability to manually invoke deduplication Appendix F Deduplication 117 Deduplication The process of deduplication helps to avoid the existence of duplicate people or events within the database which ensures data integrity This functionality provides the following benefits Prevent duplicate events by alerting users to existing events with matching event information NC LEAD deduplication functionality will reduce the chances of duplicate processing of the same event Prevent duplicate persons by alerti
25. the Use match at top button If the events are truly not duplicates of one another the user should click the Keep separate button In this scenario the user would click the Use this match button 9 Work can resume as normal on the event Appendix F Deduplication Question Merging in Question Packages During deduplication one event is selected to be the primary event and the other event is selected to be the secondary event Any data that exists in the secondary event that does not conflict with the data in primary event will be copied over into the primary event The secondary event is then discarded For answers in question packages if an answer exists on the primary event and does not exist on the secondary event then the answer from the primary event is kept If an answer exists on the secondary event and does not exist on the primary event the secondary event will be copied to the primary event Example 1 Question What is your favorite color Event A primary Answer Event B secondary Answer No Yellow Answer field is blank After merge Event A primary Answer Yellow Example 2 Question What is your favorite color Event A primary Answer No Event B secondary Answer Answer field is blank Blue After merge Event A primary Answer Blue If the answers in the two questions packages conflict then the answer from the primary event is kept Exa
26. the address history the older information is located at the bottom of the list Basic Address Information Information re vi Start Date 06 21 2006 End Date 01 01 2030 First Name Joanne Middle Name Last Name Newman Birth Date 02 27 1930 Gender Female Social Security Number 444 446 4444 Start Date 01 01 1900 End Date 06 21 2006 First Name Joanne Middle Name Last Name Woodward Birth Date 02 27 1930 Gender Female Social Security Number 44444 4444 Chapter 4 Editing Person Data 55 Notes The notes section is used to keep track of notes that are related to the person not to the event These would be notes such as the fact that a person is blind paraplegic or has Down s syndrome these things are unlikely to change over time and are not necessarily specific to a person s event Just as with the event notes the date and user name are associated with each person note entered Basic Address Demographic Information Information EH History 06 21 2006 Mike Finke This is just a sample note to be kept in the persons section of Joannes case It is important to recognize the difference between Event Notes which are entered in the Event Summary section of the dashboard and the person notes which are entered in the Persons tab The event notes won t show in any other past or future event s this person may have On the other hand the person notes persist with the person Both types
27. those events such as reassigning them or performing a bulk action on them See below for more information about bulk actions Clear all Removes any checks within the checkboxes Assign Allows the current user to assign selected events to a specific selected NC Lead user Check the box beside all events that are to be items to user assigned to the new user Assign Allows the current user to assign selected events to a specific selected NC Lead group Check the box beside all events that are to items to be assigned to the new group group 4 Click the link beside the Event ID if applicable This will either open the appropriate question package or open the event to the dashboard so that the required action s may be performed 5 Remember that upon making changes to question packages click the Save button This action returns the user to NC Lead dashboard for the currently active event If it is necessary to assign the event to another person or group check the events to be assigned first and then use the appropriate dropdown list user and or group and select the appropriate user or group Then click the Reassign button Use the Workflows button to go back to the Workflow Queue page or the Dashboard button to return to the Dashboard If the user tries to assign an event to someone who does not have permission to view the event the event will not be assigned and the user will see a note at the top of the screen indicating the followi
28. to view and use workflow queues is covered in Chapter 5 Tasks use this to assign and update the status of specific tasks Learn more about creating and assigning tasks in Chapter 5 Assign Case provides the user with a shortcut to assigning an event to someone else This is discussed further in Chapter 5 Reports users can view and print reports from data entered in NCEDSS This is covered in greater detail in Chapter 7 Chapter 2 The NC Lead Dashboard 11 12 User I nformation provides information about the current user of the system Use this button to enter your contact information and to change your password if prompted Share Case provides the user the ability to share an event with someone who would not ordinarily have permissions to see it Details regarding sharing events are covered in Chapter 5 Recent Cases provides easy access to the previous 20 events that have been worked on by the current user A detailed description of how to search for an event or lead report is covered in Chapter 3 Chapter 2 The NC Lead Dashboard The Event Summary Section The Event Summary section is divided into two smaller sections Basic Information and Notes There is also an Edit Event Properties button in this section which takes the user to a new screen when clicked The Basic Information section as its name implies highlights the following subjects for every event Event Summary CW CN Event I D T
29. who last updated the concern If the concern itself has not been updated the username of the person who entered the data that triggered the concern will appear or if the concern was manually entered it is name of the person who entered the concern Status Refers to the current state of the concern either active or resolved Notes Notes about the concern Concerns also have a severity associated with them This enables the user to understand the magnitude of the issue If a concern is considered Very High the concern will not 24 Chapter 2 The NC Lead Dashboard only display in the Concerns tab but also in red on the dashboard The concern will remain on the dashboard until it has either been corrected data entry error or it has been marked Resolved Event Information Persons Tab Information about the person involved in the event may change over time The Persons tab is used to update address or name information as well as to view other historical demographic information Clicking the Edit button will allow the user to update basic information about the person The edit person screen is shown below All of the information contained on this screen will automatically appear in any future events created for this person Edit Person Gregory Wayne Bryan Blood Lead Child Edit Person Wayne Bryan Msile m Dore x Type Address Phone Vacation Home 7305 North Point Winston Sal
30. within how many days 2 What are three benefits of implementing NC Lead 3 What is the purpose of permissions within NC Lead 4 What is the difference between a role and a group in NC Lead Chapter 1 Overview of the NC Electronic Disease Surveillance System Lead 7 8 Chapter 1 Overview of the NC Electronic Disease Surveillance System Lead Chapter 2 The NC Lead Dashboard Learning Objectives 1 Identify the three distinct areas of the NC Lead Dashboard and specify the purpose of each Chapter 2 The NC Lead Dashboard 9 The NC Lead Dashboard NC Lead Dashboard is the point from which most actions take place Here are some examples of what users can access from this screen e Create a New Childhood Lead Event for either a person or property e Search for an Existing Event e View Workflow Queues e Adda Task e Printa Letter e View Reports e Question packages to enter data NC Lead Dashboard is divided into three separate areas The first is the dashboard toolbar which has icons that perform the majority of the functions within the product Depending on a user s role the buttons displayed in the toolbar may vary For example one user might see a trashcan icon which is used to delete an event while another user may not see a trashcan because his assigned role doesn t permit deleting items The second area Event Summary is for event information specific to each reported lead event The third dis
31. 10 Case Specific Monitors 60 Change password 5 Changing the Event Type 45 Choosing an Event Type 30 Closing an Event APP G Complete a Task 69 Concerns Tab 22 Creating a Childhood Lead Event 31 Creating a Property Event 33 98 Creating an Event Dashboard Event Information Section Event Summary Section Sections Shortcut Buttons Toolbar Deduplicating Events Deduplicating Persons Deduplication Demographic History Sub Tab Demographic Question Package Edit Event Properties Event History Event Data Tab Event Deduplication Event Notes Event Print Document Event Specific Task How to Avoid Creating Duplicates Lab Results Lab Results Tab Linking Events Creating a New Linked Event Index 29 15 12 10 10 APP F APP F APP F 53 55 15 26 17 APP F 14 81 65 APP F 35 19 91 Link Types 91 Linking to Existing Events APP E Linking to Multiple Events APP E Logging In 4 Logging Out 5 Main vs Administration Applications 3 Manually Invoking Deduplication APP F Modify Event Information 15 Modifying Person Information 48 NC LEAD Reporting 83 Non Specific Task 67 Person Deduplication APP F Person Notes Sub Tab 54 Person Summary Screen 13 Persons Sub Tabs 25 Persons Tab 24 Printing documents 81 Question Packages 34 Recent Cases 42 Removing Addresses 53 Reopen a Closed Event APP G Reports Exporting Results 85 Viewing Reports 83 Searching for an Event 39 Sharing a Cas
32. 183 1000007621 o7 02 2008 1 losratiese s2 2 f a h 1411334 733 NA NC Ne Wake County Joes 1000007162 0772412007 1 25 lootese s2 2 1 ah 111422913 5 NC NC Wake County NC 183 1000007174 0770172008 1 1 omzange0 28 2 9 9 a NA Na NA NC NC Wake County s9 gga 100000823 5 1 oxsonsse s2 2 9 s ja na NA NA NC NC Wake County 99 E 1000008391 07 17 2008 1 26 lowozne74 3 1 1 a 2 na na contaminated spices NC NC Forsyth County NC Ier Geesen 1 05 30 2008 1 so osozz008 0 1 o 9 h 111422 962 NA INC NC Wake County s es 1000007331 _ o7 16 2008 1 so osoaige7 21 1 9 ja NA NA NA NC NC Wake County nc 009 1000008274 07 23 2008 1 e osoatest s7 1 o a i 441310 267 NA INC Nc Wake County s9 ees 1o0000s70 B 20 r2aerse1 26 1 9 js ja na NA NA NC Ne Alamance County 99 Joes 100000494 9 9 12726 1981 26 1 9 s a na NA NA NC NC 999 Nc 023 100000782 1 0170172007 1 26 ovonzoos3 2 fi a fo NA na NA INC NC Wake County NC 067 1000006831 os 29 2008 1 25 Jamnsene 1 j0 a fi 111422733 NA nc Nc Wake County Te ees toooo0826 h losores6 s2 2 ja 9 a na NA NA NC Ne Wake County NC 183 1000008541 _ ogv1g 2008 1 28 oe 297979 29 2 o a j na Ins NC NC Wake County s es 1000008531 0971472007 1 28 06 291979 29 2 o a P na na S NC NC Wake County NC 183 1000007261 07702720081 50 06262002 6 2 a a fi 111422 72 NA INC NC Wake County 99 E 1o0000848 1 0971772007 1 o jo
33. 9334 O22 NA RK Forsyth County L ers Be 100s SC 1 5 Ben Si IL 0 9 1 111422 733 NA NCO Wake County 5 a weng a 3 um 24 2 SR 8 NA NA W NC Wako County WW DK 1 RmCuIEI E 2 D 3 1 n 155 NA NC Wake County NC 163 10000083 1 7 16 2008 VS Em 2 EI 2 M NA 7 NC Wake County 9 sa 100000794 5 1 SUIS 52 2 s 8 H NA NA NA E x es re SS A SR Ce ie a ain I lt ail Chapter 6 Printing Reporting and Adding Attachments Exercise 6 2 View a Report The purpose of this exercise is to demonstrate the ability to view a report within NEDSS Lead 1 2 Click the Reports button Select a report Enter the desired data into the fields displayed View the report in the browser Repeat the process and view the same report in Excel What is the difference between viewing a report in a browser and viewing it in Excel 6 Which view do you prefer Why Chapter 6 Printing Reporting and Adding Attachments 91 Attaching Files Often there may be a document or file such as a lab report letter or photograph that should be attached to an event As long as the file is accessible from the user s computer the file can be attached to the event Attachment information is displayed in the Event Summary section at the top of NC Lead dashboard To attach a file to an event follow these simple steps 92 Open the event to which an attachment will be added From within the Event Summary section on the line specify
34. Consilience SOFTWARE NORTH CAROLINA ELECTRONIC DISEASE SURVEILLANCE SYSTEM LEAD User s Manual and Training Guide Version 4 0 May 2010 Consilience Software 9005 Mountain Ridge Drive Suite 190 Austin TX 78759 TABLE OF CONTENTS CHAPTER 1 OVERVIEW OF THE NC ELECTRONIC DI SEASE SURVEILLANCE SYSTEM LEAD1 The North Carolina Electronic Lead Surveillance SyStemM sssssss2111 5 2 Users Roles and Groups cssscccsssscssseeeseeeensenenenceeeneseneeeeneseennseennaeeenseeeseeeseeeseneasenses 2 Main vs Administration Applications ccccsesseeeeeeeseeeeeeeeseeeeenseeeeeeaaeeesneaeeeseaeas 3 Logging ln eeeeeeeeserreeekEEEEERRKKEERERRKEEEERRERKEEEERERKEEEERERREEREERRRKEEEERRRKEEEERERREEEERERKEEEEERRRKKeEEN 4 System PaSSWOMS ccccceeseeeeeeeseeeeeenaeeeeeneaaseesennasseseeonaeeeseooaseseeeoaaeeeeeoaaeeeeeaoasenneaoeee 5 LOGGING Out eseekkeEERRRRKEEEERRRKEEEEREEREEEEREERKEEEERERKEEEERERKEEEEEEERKEEEERRRKEEEERERREEEEREERKEEERERRKKeEEN 5 Exercise 1 1 Logging into NC Leed eee ere errr ean ieee renner ere anaeeeaaaaaeeeeeaaa 6 Chapter 1 Review Ouestions eect e eee eter een rere an eee eran e arena erase anne eeeeeaaies 7 CHAPTER 2 THE NC LEAD DASHBOARD A ekEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEER 9 The NC Lead Dashboard ssssssssssssssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnna 10 Shortcut Buttons sssssssssssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn
35. Dashboard toolbar D PH 2 What are three pieces of information ascertained from the Event Summary portion of NC Lead Dashboard 3 What are the tabs shown in the Event Information section and what is the primary purpose of each 28 Chapter 2 The NC Lead Dashboard Chapter 3 Working with Childhood Lead Events Learning Objectives 1 Demonstrate the ability to create a new event 2 Demonstrate the ability to search for an existing event 3 Demonstrate the ability to modify update an event Chapter 3 Working with Childhood Lead Events 29 Creating an Event To create an event in NC Lead complete the following steps Click the Create Event button o on NC Lead Dashboard Toolbar and the following screen will appear Create Event Person Information Event Information Add Person First Name Middle Name Last Name Birth Date Gender Social Security Number C A Lo o Address Type Street Address Home City State Zip Code es ES County Country Home Phone Mobile Phone Select Person Caneel 30 Chapter 3 Working with Childhood Lead Events Choosing an Event Type The Create Event page is divided into three separate sections In the first section is the Event Type dropdown menu This dropdown menu allows the user to select a specific event type The list of event types in the dropdown will depend on the NC Lead g
36. Pending v Created By tmoore Talytha Moore Create Date 02 23 2010 Last Update 02 23 2010 Priority Very High w Due Date e Start Date Fe Complete Date fal Description CLP in need of Investigation ASAP Notes Assign to user tmoore Talytha Moore vi Assign to group 0 cme mm 4 Click the Status dropdown to select the new status of the task gt Ifthe work is not yet completed choose In Progress Chapter 5 The Workflow Queue and Tasks 75 gt If the task is complete select Completed and fill in the Complete Date 5 Click Save This action saves the new status so that the user who assigned the task will see that it s been started or completed Assign a Case Assigning an event is typically done by a supervisor to the people on his or her team This allows the supervisor to help manage workloads The user must have assign case permissions to be able to assign an event To perform this action first open the event to be assigned and then follow the steps below 1 Click the Assign case gt button Assign Case External ID Event ID Name Event Type Create Date Status Assign To User Assign To Group Description Gregory Wayne Bryan Blood Lead Child 100000663 100000663 Gregory Wayne Bryan Blood Lead Child 04 18 2008 Open 2 Select the User or Group to whom the event should be assigned and click Save 3 The assignee will see this event
37. R2008 State geet Droen TC Augen Not specitec to s cose Lan Sue CresteSeepes Penang Robert Omen 07 16200 Grp gege Omeri Daaplaying resstis 1 2 ex fr lt Prev 1 1 hiert Last gt gt Assign secim tema to ewer Y Anne echt trma te grouo Reese Worktows Uasrbesrs te If it is necessary to reassign a task check the box to the left of the specific task and then select the appropriate username or group in the Assign selected items to user or Assign selected items to group dropdown box and click Reassign 4 Upon acknowledging the task click the Edit Task link to change the status of the task Chapter 5 The Workflow Queue and Tasks 73 Edit Task Task Information 100000663 Gregory Wayne Bryan Blood Lead Child Assignment v 07 18 2008 Medium v rolivieri Robert Olivieri el E C sae canei ne 5 Click the Status dropdown to select the new status of the task If the work is not yet completed choose In Progress If the task is complete select Completed and enter the Complete Date 6 Click Save This action saves the new status so that the user who assigned the task will see that it s been started or completed From the Dashboard Tasks Button 1 To perform a task from the Dashboard first click the Tasks D button on NC Lead toolbar 2 Review the tasks listed in the table Tasks d Perso
38. Re Chathood Less Elevaled Everts Not Assigned io User er Group 1125 2008 rr Chasnoed vents with System Generates Concerns H wan nean C peeg yents win User Generated Concerns 210 Zeun Cranoed Less Pomaned Everts Not Anegnas to User er Group 1L2SQ008 04 05 SU EST em Chichood Lead cases where case is associa with more man one schve case 11252008 04 05 Pu EST oO teas Zenteren Lead Posen Ope vestigate 108 04 14 PU EST Sg Gevanted Lead Canes tee oppen per than years 11 26 2008 0414 PU EST 1282 0 esas Open Canes Assigned to Current User Hu Zen 1587 0 Zeun asro Jeun Open Leas Events 11252005 04 4 PU EST H f Be Shared Cases Cases shared ty me 11 28 2008 04 14 PU EST Deduplicationtimport Person Desupicaton 1 Ste Desspicoren s Case Dedupicaten 11282008 D 14 Pu EST EEF Task Specific Monitors A33 Taak Compteted Tasks Crested by Me 1123 2008 04 16 PM EST My Groupe Open Teska 11 25 2000 04 14 PM EST nn 11282000 04 14 PM EST Created by Me 11 25 2006 04 14 PM EST Oversue Tasas Crested by Me 11252008 04 14 PU EST 3 Click the Details link in the row that displays either My Groups Open Tasks or My Open Tasks Workflow Queues My Open Tasks pen Taska Type Ta Tyee rest O Task De f ie Dencegen Sute vert Type Created Dy Last Update AsspiedTo Assigned To Group E Assgemes 100000053 Bryan Gregory Wayne Charone NC tatueat Penang Geos imed Chit Reber Chven OT I
39. SS 1 Where would the user make changes to a street address 2 Where would the user change the patient s primary language 3 Which fields from the Demographic question package carry over if the patient has an illness in the future 4 Make a change to the home street address for your event 5 Add a vacation home address for your event Chapter 4 Editing Person Data 59 60 Chapter 4 Editing Person Data Chapter 5 The Workflow Queue and Tasks Learning Objectives 1 2 3 Explain the importance of the Workflow Queue Demonstrate how to interact with the Workflow Queue Explain the importance of tasks Perform a task Assign an existing task Create and assign a new task Share a case Chapter 5 The Workflow Queue and Tasks 61 WORKFLOW QUEUES Workflow Queues are important in NC Lead because they allow users to keep up with events and work that needs to be done Events can be placed in workflow queues automatically based on what has happened or has to happen with the event Also events can be placed in workflow queues manually in the form of a task Task events are located in the Task Specific Monitors Workflows On the Workflow Queues screen workflow queues are differentiated from one another as Case Specific Monitors or Task Specific Monitors The primary difference between the Case Specific Monitors and the Task Specific Monitors is that the Case Specific Monitors are triggered au
40. a Non Specific Task 70 1 2 3 For the purposes of this exercise assume the task is not specific to an event Click the Tasks button on NC Lead toolbar Then click the Add Task button OR Click the Workflow Queues button Ki from NC Lead toolbar 4 Beside Task Specific Monitors click the Add Task link Clicking this link brings up a screen similar to the following screen Chapter 5 The Workflow Queue and Tasks Add Task Task Information Event Not specific to a case Type Assignment v Status Priority Very Low wi Due Date Start Date Complete Date Description Notes Assign to user Assign to group Save Cancel Help 5 Follow the steps above beginning with step 4 Continue as before through the rest of the steps Tip From the Tasks screen clicking the button that reads Add Task will create o a task which is non specific to an event Chapter 5 The Workflow Queue and Tasks 71 Complete a Task Task information provided on the Tasks screen which is accessed via the Tasks button from the Dashboard is different than the task information on the Workflow Queues screen The Tasks screen displays tasks which are specific to the event that is currently open in the Dashboard regardless of whom the task is assigned Additionally on the Tasks screen all tasks which are assigned to the current user regardless of which event
41. ackage Chapter 2 The NC Lead Dashboard 19 Event I nformation Lab Results Tab To manually enter or examine laboratory results applicable to a specific event first click the Lab Results tab This action causes the screen below to display Zeeceectie Dats 12343875 A brief summary of the previously entered lab results is displayed on this screen the sample collection date sample source and sample number Additionally if test results have been entered the results will display in the lower section of the screen Similar to Question Packages the user is able to view and edit lab results by clicking first on the result in question and then clicking Update Lab Result Double clicking the lab result line item is also a way to access the results for viewing editing or deleting Note that not all users will see the Delete Lab Result button as shown in the screen above it will depend on the user s role To enter a laboratory result first click the Add Lab Result button This action results in the following screen being displayed Add Lab Result Gregory Wayne Bryan Blood Lead Child Lab Results Gregory Wayne Bryan el The user can choose between adding Clinical lab work or Environmental Lab Work 20 Chapter 2 The NC Lead Dashboard Choosing Clinical displays the following screen Add Lab Result Gregory Wayne Bryan Blood Lead Child Lab Results esul
42. address and phone information for that physician The doctor or clinic that ordered the test This displays the detailed address and phone information for that doctor or clinic Permissions in NC Lead provide the ability within the system to perform certain actions such as run a report or delete a case The person about whom the event is based Clicking the Persons tab allows the user to enter or change demographic information for the person involved in this particular event This person information will display if a future event is created for this person The person about whom data is entered when an event is input into NC Lead is reflected in this field Used to view and analyze event data Roles define the user s permissions the ability to use specific functions features in NC Lead Example The Local Health Clinician role has permissions to create or edit an event and to run reports A user belonging to the Local Data Entry Role has a different set of permissions than the Clinician Appendix D Definitions 111 Share a Case Specimen I nfo Status Task Specific Monitors Tasks Tasks Tab Tests Time User View amp Update Full View amp Update Limited View only Full View only Limited Workflow Queues 112 It allows someone to provide temporary permissions to someone else or another group to view an event that ordinarily wouldn t be accessible by the other person or group Det
43. ails about the specimen These include the date the specimen was taken the number assigned to the specimen and the source of the specimen Displays the current investigation status of the event concern or investigation status of the event Workflows that usually have a due date and are often manually created by the user A technique for users to manually delegate assignments or work to others within their group Typically tasks have a due date Tasks can be accessed from three places the toolbar on the dashboard Tasks button the Add Task button in the Tasks tab in the Event Information section and from the Workflow Queues page the Add Task link under Task Specific Monitors Clicking the tasks tab will provide the user with information about all the tasks associated with the open event Event tasks will display here regardless of who is assigned the task The details regarding the test that was done These details include the test name findings of the test and the date on which the results were determined The Delete link will display only for those users who have permission to delete a lab test result The date and time of the occurrence of the action The username of NC Lead user who performed the action Any individual using the NC Lead system Users will be able to view and edit the full range of questions Has to do with Sharing a Case Users will be able to view and edit a limited number of questions based on settings
44. al criteria as well 42 Chapter 3 Working with Childhood Lead Events 2 Enter parameter information into one or more of the event details fields For example a first name or first few letters with a wildcard 3 Set the sort by criteria in the way you d like the search results to appear 4 Click Search Clicking the Clear button will delete any search parameters that have been entered 5 Search results will display in the table to the right of the screen as shown Search Case Search Criteria Search Results Event ID Last Name Annt Event ID Name Birth Date Status Event Type Create Date External ID First Name E 100000005 Jennifer Annibel Open Blood Lead Child 0348 2010 110000005 Birth Date PH e inexact e Gender v Steet Address Displaying result s 1 1 lt lt First lt Prev 1 1 Next gt Last gt gt City State Mi Zip Code County y Event Type Search Options Sort By Create Date v Sort Order Descending Search History Use selected case Cancel Search Soundex Search Clear 6 Upon locating the event in question select the corresponding line and click Use selected Case or simply double click on the record 7 This action automatically closes the search window and displays the selected event in the NC Lead dashboard The user can now update print or review the event information as required Chapter 3 Working with Childhood Lead Event
45. ation are normally pre populated by NC Lead NOTE If there is pre populated data that is missing or incorrect in the print document the user MUST close the document and go back into NC Lead to make the updates Otherwise the changes made to the document will not be retained After making changes in NC Lead click on the print template again from the Print Documents screen and the information will be updated Chapter 6 Printing Reporting and Adding Attachments 85 CONSENT REFUSAL FORM I the undersigned am the kenger f the property located at and I hereby consent to a lead investigation of the property by the Health Department and the Department of Environment and Natural Resources Tunderstand that a full lead investigation will be done and that the investigation may involve taking X ray fluorescence readings water dust soil and paint chip samples Tunderstand that an investigation report will be written and a copy of the report will be provided to the owner and me if different from the undersigned Tunderstand that upon sale or lease of the property the owner must disclose the presence of known lead based paint and or lead based paint hazards Talso understand that the investigation report is considered a public record and is therefore subject to disclosure by the Health Department upon request Signature Date DOCUMENTATION OF VERBAL REFUSAL Signature amp Position Title Date 9 To print a har
46. cess to the system Each username is associated with one or more roles and one or more groups which give access to specific system features and lead information The roles and groups to which a user is assigned depend on their job function Permissions roles and groups are described in detail below gt User Any individual using the NC Lead system gt Group Groups determine what cases are visible to the user Users are members of groups based on jurisdiction and specialization For example members of the Wake County group would only be able to access Wake County events Users can belong to more than one group gt Role Roles define the user s permissions the ability to use specific functions features in NC Lead Example The Local Health Clinician role has permissions to create or edit an event and to run reports A user belonging to the Local Data Entry Role has a different set of permissions than the Clinician gt Permission Permissions in NC Lead provide the ability within the system to perform certain actions such as run a report or delete a case 2 Chapter 1 Overview of the NC Electronic Disease Surveillance System Lead Roles define the Groups define user s permissions which cases are accessible What can do What can see Users belong to groups and are assigned roles Main vs Administration Applications There are two major applications or computer modes of NC Lead system as seen in the
47. clinical question package If the concern was valid the user could go back into the question package and correct the error and the concern will no longer display However if the blood lead level was truly this extreme the user could acknowledge the concern and keep the information in its present condition To acknowledge that a concern has been recognized click on the concern and then click the update concern button and set the status to Resolved Setting the status to Resolved indicates to other users that someone has acknowledged the concern and ascertained that the data is accurate It is good practice to record in the notes field how the concern was resolved Edit Concern Gregory Wayne Bryan Blood Lead Child Concern Information Concern QUALIFICATION_RULES_CONCERN_ELSE Description The zip code entered for the child indicates that the property meets the criteria for universal screening Name Gregory Wayne Bryan Create Date 04 18 2008 Last Update 04 18 2008 Updated By ieri Status Notes Cane J Hee Concern Unique name of the concern in the database produced by NC ELSS Description Describes the concern Name The person about whom the event is based Create Date The date upon which the concern was created Last Update The date upon which the concern was last updated and if no updates have been made to the concern this date refers to the date the concern was entered Updated By The name of the user
48. d copy of a document click the print option within the application For example in Microsoft Word click File Print to print the document 10 From NC Lead Print Documents screen click the Back button to return to the Dashboard The Event Print Document NC Lead offers a default print document which prints every question that has been answered in the active event This is called Event_Print xsl This print document is also unique in that it opens in a browser as opposed to within MS Word Please note that the only way to edit this document is to change data within the current event in NC Lead 86 Chapter 6 Printing Reporting and Adding Attachments Exercise 6 1 Print a Document The purpose of this exercise is to demonstrate the ability to print a document within NC Lead 1 Click the Print Case button 2 Select a document or form other than Event_Print xsl that you would like to view 3 Click Open 4 When the File Download prompt displays click Open Please only save documents to the Computere desktop as this is a training computer 5 Which information has been pre populated in the document displayed 6 Suppose you opened a letter that needs SS or date of birth updated or inserted How would you fix this Why 7 Open some of the question packages in your event and enter some data 8 Click the Print Case button 9 Open the Event Print vel document and view the data that displays
49. duplication to become necessary Follow the procedures outlined previously in this chapter to complete this process If there no event matches the message no matches found will display on the Case Deduplication screen Appendix F Deduplication 131 Appendix G Closing Events Administrative Users Only Learning Objectives 1 Close an event in NC ELSS 2 Reopen an event within NC ELSS 132 Appendix G Closing Events Closing an Event When an investigation is completed it is important to close events as appropriate to maintain accurate records Close an event by performing the following procedure 1 Be sure that the event to be closed is displayed on NC Lead Dashboard 2 Click the Edit Event Properties button just under the Summary Information section of the screen 3 In Change Status To select the dropdown option that says Closed Edit Event Properties Gregory Wayne Bryan Blood Lead Child Event Information Event ID 100000663 Change Type To atus Change Status To 2500 characters left Note Type Public v Replace Previous Note No x Deduplication Status Gene el cancel Heo 4 If necessary enter any relevant notes in the Add Note text area 5 Click Save to save your changes Note that there is a difference between closing an event and changing the event type status Changing the event type status is done in the Administrative package and only refers to the sta
50. e Birth Date E Gender v Street Address City State K Zip Code Displaying result s 1 1 maximum 50 Search Options Sort By Name v Sort Order Ascending Search History C Cancel Search Soundex Clear If the person is not in the system click Cancel You will return to the Create Event Screen You can then enter the data about the person manually into the Add Person Section While the Add Person section minimally requires that the first name is provided by the user the more data about the person that can be entered the better Note that a couple of the fields are filled in by default e g state and country but if the information is incorrect simply use the dropdown menu and select the appropriate entry Any data that needs to be changed after entry can always be updated at a later time 32 Chapter 3 Working with Childhood Lead Events Add Person First Name Middle Name Last Name Jennifer Annike Birth Date Gender Social Security Number C m C a Ess Address Type Street Address 101 Maple Dr City State Zip Code Raleigh NC 99999 County Country Wake County v USA v Home Phone Mobile Phone Once the person information is entered click the Save button The system will then compare the entered person information to existing persons in the data base If you missed a matching person during the search and the system
51. e 75 System Passwords 5 Index Tabs Concerns Lab Results Persons Tasks Event History Event Data Tasks Tasks Tab Temporary Locks Unshare a Case Updating Address Information Users Roles and Groups Workflow Queue 99 21 19 24 25 26 17 63 25 45 77 51 59 Appendix A Tips in Internet Explorer To create a shortcut to a specific web page first open Internet Explorer IE 1 Type the URL of the site for which you d like the shortcut In the case of training the URL is http ncedsstraining ncpublichealth info login do 2 Click Enter to be sure that the page opens where you d like een B G x 3 Click the Restore Down button on the IE window so that you can see both the IE window and part of the desktop as shown below fe St ven regen tos H O O Da pm kren OSS D ase EEN North Carolina Electronic Disease Surveillance System eer Privecy WITT This syaver ia the property of the Zrete of Sei authorized use only Unasthorized access is dew Unestheriszes access oz sse of this ege ze GEAMinal civil and or aGmaniatratave acta Acceptable Uae Puicy 2 I enderetend the Bo EOSS information system ie te be ures osly fos officiel A parposes 2 ALI informasion ce the NC EDSS is confidential wiil zot use or disclose this inforaetisn except for ste esthozised purposes I egret sot to shere informasion chceised on the NC KDSS with anyone inclodisg fezily
52. e Event ID link Next click the Concerns tab in the Event Information section and find the concern you created in exercise 3 3 Update the concern by changing the value of the Status field to Resolved and save your changes Click the Workflows button once again Has your event been removed from the queue Yes Exercise 5 2 Create and Assign a Task The purpose of this exercise is to demonstrate the ability to create and assign a task within NC LEAD 10 With your partner from the previous exercise decide who is Partner A and Partner B 11 Partner A create a new event specific task remember open the event and click the tasks button and assign it to Partner B 12 Partner B locate the task that has been assigned to you and complete the task 13 Partner B mark the task as complete 14 Partner B create a new non event specific task this can be done from the Workflow screen or the Tasks screen and assign it to Partner A 15 Partner A locate the task that has been assigned to you and complete the task 16 Partner A mark the task as complete 17 How did you know that a task had been assigned to you View My Open Tasks in the Workflow Queue 18 How can you tell if a task that you ve created and assigned has been completed View Completed Tasks Created by Me less than 30 days old in the Workflow Queue 106 Appendix C Answers to Chapter Review Questions Exercise 6 1 Print a Document The purpose of this exercise is t
53. e The type of permissions being given to the user View only Limited View only Full View and Update Limited View and Update Full View Only Limited provides the ability to see a limited number of questions based on settings entered behind the scenes Editing is not possible with these permissions View Only Full provides the ability to see the full range of questions Editing is not possible with these permissions View amp Update Limited Users will be able to view and edit a limited number of questions based on settings entered behind the scenes View amp Update Full Users will be able to view and edit the full range of questions User A dropdown list of users within NC Lead system User Group A dropdown list of user groups within NC Lead system Allow Specifies if the user or group with whom this event is being Delegation shared will have the ability to share it with another user or group 4 Using the dropdown choose the User or User Group with whom the event will be shared Note that when creating a share it is only possible to select either a user or a group but not both at once To share with an additional party user or group follow the steps to create another instance of a share 5 Check the Delegation box to allow the user or group with whom the event is being shared to also be able to share the event with other users or groups if desired 6 Click Save The Shared Cases table is now popu
54. e report or Save to save it before opening If the user clicks Save a Save As prompt displays requiring the user to designate a location in which to save the document Use Excel s functionality to format sort or filter the data The image below shows the same report after some formatting in Excel seele veel esreh z z i Els z 5 zasledi z 3 CF WMO Report 1 90 ee BEE eae LEE RE RSR RES E SS NIOSH Report Report period 01 01 2008 11 11 2008 StateRes Compte Statelxp Coumytxp ID Siams BLL Date Date type HLL DOU Age Sex Ethnicity Race WorkRel SIC NAICS COC Process ne Wake County NC 185 tonne 1 SUE 1 0 nw S Tt 14 2 NA NA E NC Wake County NC 163 100000700 1 2010 VS Jomes 18 2 0 4 1 SS 197 NA NC Wake County EI 399 100000505 9 Bee 9 13 g NA NANA NC Wake County we 163 10000084 1 Bug 1 53 mme 23 1 14 3 NANA D NC Wake County P ma 1000S 1 1 mamen 742 3 8 NA Ma NA MO Anne Arundel Courty Ki Ep 1ILLLLE D 9 PER 1 0 9 3 NA FO Othar Test Field NC Wake County n Sea mme 1 mm VS aus 52 2 RS S N NA NA NC Wake County We 163 pe 1 9172008 VO S S ji E 2O MO M 3 NC Wake County Ki ss 100000734 1 7 02008 1 SO 321977 31 1 H 3 H NA NA NC Wake County We 163 100000762 1 72206 1 3311956 522 14 1199584 733 NA NC Wake County Tx F 00e 2 FANAT 1 amp amne 52 2 14 3110422913 5 NC Wake County NC 163 100000717 4 70 1 1 AG W 2 9 9 9 NA NA NA NC Wake County E 3 EH 5 1 AS 522 S 3 S ba MA NG W
55. ead Reporting 1 ccccseseeeecceeseeeeennaseaeennaseesennaaeeeeeoaaseeeeoaeeseseenaaeeeeeoageeesenaasennaes Exercise 6 2 View a Report Attaching Files cccssceeeeceeseeeeeneseeeeeneaeeeeeeeaaseeenonaseeseenaaseaeenaaseeseeaaseesenoaaeeeeeoaeeeeees Exercise 6 3 Add an Attachment dl GE 98 APPENDIX A TIPS IN INTERNET EXPLORER sssscssseessneessnneessneeessneessnneessneeesnneesennes 100 APPENDIX B HOW TO UNLOCK A LOCKED FORM IN MS WORD 0 ecsssseessneeessneesennee 102 APPENDIX C ANSWERS TO CHAPTER REVIEW QUESTIONS cccsssccssseesssseessseessneeeenees 104 Chapter 1 Review Ouestions A 104 Chapter 2 Review QUESTIONS eter ne err e eran e enna erase aaaeeeeeeaaaes 104 Exercise 4 1 Modify Person Information 105 Exercise 5 1 Interacting with Workflow Oueues cet etree tere ered 106 Exercise 5 2 Create and Assign a Task AA Exercise 6 L Print a DOCUMENE iiss op eegnen aut tend gege ace A ae ave ee Exercise 6 2 View a REDOT deene edd eege EEN Exercise 6 3 Add an Attachment AAA APPENDIX D DEFINITIONS cccsssccesseecsneeessneeessneeesnneeesnneessneeesnneeesnneessneeesaneeeenneaeesnneeseas 110 APPENDIX E LINKING PROPERTY CHI LD EVENTS cccsssccssseesssseessneeesnneessneessneeeeneesenner 113 LINKING Events xketRRRKKEEERERRKEEEREEREEEEERERKEEEERRRREEEERERRKEEEREREREEEERERKEEEERERKEEEERRRRKEEEERKKeEn 114 LINK TYPOS EN 114 Linking Property Events to Child Event ccsssceece
56. em Entered information Name Jennifer Annibel Birth Date 0505 2005 Social Si Number Social Security Number e Sg Name Jennifer Annibel ia Exdemal iO 110000005 Bet Dato josmsr2005 Social Security Number 555 555555 Address 1101 Mapte Dr Raleigh NC 99999 County Wake County Country USA Phone H 019 555 5555 Emat Choose Part creates new case Event iD Status Event Type Create Date Action 100000005 Open Blood Lead Child 0382010 se this event Print Brent Proceed Help 3 In this case because the event is a duplicate click the Use this event link to utilize the existing event and avoid creating a duplicate If the event is not a match because this is a different Gregory Bryan click the Proceed button to continue 4 Ifthe user selects Use this event the system will open that event in NC LEAD dashboard and will avoid creating the duplicate If the user does not believe there is a match and therefore clicks Close the user will be taken back to the create event screen and will need to click Save to continue to create the new event The following picture shows how events will be merged within NC LEAD The pentagons are events while the rectangular box is a person within NC LEAD Event 2 which displays at the bottom of the diagram could also have been Event 1 depending on which event had more accurate data In this case Event 2 was selected as the primary event All attachments labs
57. em NC 27101 07 14 2008 ca 01 01 2020 Cl 800 S Mint St Charlotte nc x 28202 Mecklenburg County v Chapter 2 The NC Lead Dashboard 25 Persons Sub Tabs The Persons tab contains several sub tabs These tabs provide further information about the person and allow for changes and additions to be made Information such as address history social relationships and if applicable name changes can be viewed added or changed All information in the Persons tab will appear in future events for the person More information regarding the Persons tab can be found in Chapter 4 Address Linked People Demographic Notes Information History Event Information Tasks Tab The Tasks tab provides information about the tasks associated with the open event Click Add Task to add a task which is related to the event open in the Dashboard The tasks associated with the open event will display in the table at the top of the screen shown below Details about that task display in the lower table More information about tasks is located in Chapter 5 Type The type of task Status The status of the task pending in progress or completed Priority The priority of the task as set by the user who created the task Due Date The date specified by the user who created the task as the date by which the task should be complete Description The short description of the task as written by the creator of t
58. er 3 Appendix E Linking Property Child Events 115 7 Enter parameter information into one or more of the event details fields For example a first name or first few letters with a wildcard 8 Set the sort by criteria in the way you d like the search results to appear 9 Click Search Clicking the Clear button will delete any search parameters that have been entered 10 Search results will display in the table to the right of the screen as shown Search Case Search Criteria Search Results Event ID Last Name e Event ID Name Birth Date Status Event Type Creste Date External ID First Name J 100000005 Jennifer Annibel Open Blood Lead Chile 0348 2010 110000005 Birth Date rescht Gender Sires Address Displaying result s 1 1 lt lt First lt Prev 1 1 Next gt Last City State Zip Code County Event Type Search Options Sort By Create Date v Sort Order Descending v Search History Use selected case Search Soundex Search Clear 11 Upon locating the event in question select the corresponding line and click Use selected Case or simply double click on the record 12 This action automatically closes the search window and displays the selected child in the First Child s Name if any question 13 Complete the rest of the question package questions as necessary When reviewing Property events or Child events linked cases can be seen on the Event Summary
59. er words the event cannot be updated by two people at the same time Chapter 3 Working with Childhood Lead Events 47 Exercise 3 3 Add Modify Event I nformation The purpose of this exercise is to demonstrate the ability to add or modify event information using NC Lead 48 1 2 Load the event you created earlier Open a question package and add new information Don t forget to save your changes Click the Lab Results tab in the Event Information section Add a new lab result with two tests for the same specimen relevant to the associated lead for your event Click the Concerns tab in the Event Information section Add a new concern Set the severity of the concern to Very High Click the Edit link in the Event Summary section to add two 2 new Event Notes Click Done Click the Edit link once more and Edit the last note you added Chapter 3 Working with Childhood Lead Events Chapter 4 Editing Person Data Learning Objectives 1 Demonstrate the ability to edit person data 2 Explain which data will display in future events for the person Chapter 4 Editing Person Data 49 Person Information NC Lead stores a Master Patient Index in the database This means that anytime a person is entered into the system whether or not the event was reported and even if the event is closed immediately the person exists as an entry in the database Because this person now exists in the database it is importan
60. erns that are generated by the system are always related to data entry however concerns that are entered manually can be about anything Additionally when the data entry error has been corrected the concern no longer displays in the Concerns tab but when the concern is manually entered it will display with the event permanently Note Because data entry errors are primarily noted in the Concerns tab is important to check the concerns tab regularly before unloading the event Evont Information po Te CONCERN QUALPICATON M Vease Concern DESCRETION je LASTUPDATE SEVERITY STATUS The 29 cose entwas Ier Pe chat nscales thal De property mesta the crtana for universal screening Gregory Wayne Bryan ZOO ecm Active Concern Description Person Last Update Status Unique name of the concern in the database Describes the concern The person about whom the event is based The date upon which the concern was last updated and if no updates have been made to the concern this date refers to the date the concern was entered Refers to the current state of the concern either active or resolved Chapter 2 The NC Lead Dashboard 23 Sometimes the concerns may not be valid so users have the ability to note that the concern has been acknowledged and that the data entry is fine as is For example the system might produce a concern about an extremely high blood lead level that a user input into the
61. es to the Basic Information click the Edit button referenced above Jennifer Annget Maider Other Name Alst Bath Date MALO Death Dee Age D Ferae Social Securty Number Street Address 1608 Gienwoos Ave fr Kean Official City we Ze Code 27808 County Wake County usa Heme Prone Moble Phone Work Phone Contact Method Dasmal POLOWVUOVCUUNS GIS info Lattude 35 80 Longtude 78 85 Tract 16 Block 2012 Status Successful View Wag Address I nformation The address information tab contains information regarding the person s addresses This is where information regarding both current and past addresses is accessible The person s address information can be edited or updated Clicking the Add Address or Edit Address buttons takes the user to the lower part of the Edit Person screen 52 Chapter 4 Editing Person Data Tip Every person in the system must have a minimum of one address associated o with him If no address is entered a home address with simply North Carolina as the state will be automatically created Updating Address I nformation The Edit Address button allows the user to update or change the person s address For example if the patient has recently moved the user would click the Edit Address button to change their address The Start Date and End Date fields allow the user to enter a date range for the address When a new event is created the Start Date defaults t
62. g with Word Save W Show Mini Toolbar on selection V Enable Live Preview W Show Developer tab in the Ribbon Customize Open e mail attachments in Full Screen Reading view Add Ins Color scheme Blue H Advanced Trust Center Screentip style Show feature descriptions in ScreenTips D Resources Personalize your copy of Microsoft Office User name Michelle Initials MB Choose the languages you want to use with Microsoft Office Language Settings e On the Developer tab click Protect Document dropdown e Choose Restrict Formatting and Editing e Inthe Restrict Formatting and Editing side bar click Stop Protection The form is now unlocked Edit as normal If desired click Yes Start Enforcing Protection to re lock the form Appendix B How to unlock a locked form in MS Word 103 Appendix C Answers to Chapter Review Questions Chapter 1 Review Questions Chapter 2 4 104 5 6 What does EDSS stand for in NC Lead Electronic Disease Surveillance System What are three benefits of implementing NC Lead Answers will vary some examples are Ability to import labs electronically Increased data entry capability Secure electronic data exchange among groups working in childhood lead Improved data reporting and tracking What is the purpose of permissions within NC Lead Permissions in NC Lead provide the ability wi
63. gosvi9a2 26 j1 f1 a P na NA fo NC Ne 999 99 ge 100000721 4 9 999 9 Ia s a na NA NA NC NC Wake County s9 ees 1000007931 0270172007 1 26 losrotese s2 2 ja o a na Na Na NC NC Mecklenburg County 99 999 100000662 4 1 03727 1969 29 1 9 9 ja na NA NA NC NC Wake County NC 183 1000008504 o9r16r2007 1 22 losnzis74 34 2 Jo a 2 na NA 4 INC NC Wake County 99 ees 100000822 1 03 30 1956 S2 2 9 Jo na na Na NC Ne Durham County Im oe 100000440 2 D tories 24 1 fi s je na INA NA NC NC 999 s9 J99 100000492 9 D 1001798324 1 0 1 a NA NA NA NC NC 999 99 ees 100000791 3 men 26 ovonzos 3 2 fi a fo i i ar a or r te ka GR EE SS a Taam EEN k eoo Tessess an Chapter 6 Printing Reporting and Adding Attachments 89 Exporting Report Results 1 Follow the steps to select the report and enter the parameter values Then rather than clicking the Run Report button click the Export Results button instead The user will be prompted with a security warning from Microsoft Excel FieDwoad Ei Do you want to open or saye this file es Name NIOSH_Report xls Type Microsoft Excel Worksheet 15 1KB From ncedsstest ncpublichealth info harm your computer If you do not trust the source do not open or 9 While files from the Internet can be useful some files can potentially save this file what s the risk Click Open to immediately open th
64. h a specific event Chapter 5 The Workflow Queue and Tasks 67 Create an Event Specific Task 1 If it is necessary to create a task specific to an event first open the event in NC Lead dashboard Click the Tasks button D on NC Lead toolbar Then click the Add event task button OR Click the Tasks tab in the Event Information section Then click the Add Task button Event Information Event Data Lab Results Concerns Persons Event fet TYPE STATUS PRIORITY DUE DATE DESCRIPTION ASSIGNED TO ASSIGNED TO GROUP Clicking this button brings up the following screen 68 Chapter 5 The Workflow Queue and Tasks Add Task Task Information Event Type Status Priority Due Date Start Date Complete Date Description Notes Assign to user Assign to group 100000005 Jennifer Annibel Blood Lead Child Pending S E C EH D em D em D oe em Save Cancel Help F Event Type Status Priority Due Date Start Date Complete Date Chapter 5 The Workflow Queue and Tasks The Event ID Full Name and Disease to which a task is to be associated This will not appear if the task is not specific to an event instead the user will see Not specific to a case The type of task assignment outreach business rule investigation other The status of the task The status will be Pending by defa
65. he dashboard Tasks button the Add Task button in the Tasks tab in the Event Information section and from the Workflow Queues page the Add Task link under Task Specific Monitors All three provide similar information but offer slightly different views and functionality Task creation can be different depending upon where the user initiates the create task action gt Ifthe user clicks the Add Task button under the Task tab they can only create an event specific task gt Ifthe user clicks the Add Task link from the Workflow Queues page under Task Specific Monitors they can only create a general not event specific task gt If the user clicks the Tasks button on the toolbar they can create both the task can be associated with the currently active event or it can be non event specific An example of a task that would be associated to a specific event is to ask a user to contact the patient for an interview An example of a non event specific task would be to ask a user or group to review lab results for all of the EBL events that have been received in their jurisdiction recently to check for similarities to previous EBL cases Create and Assign a New Task Again it is important to note that tasks can be associated or not be associated with a specific event The steps to create either type of task are virtually the same Follow the procedures outlined below but first determine if the task you need to create is associated wit
66. he task Assigned to Displays the name of the user to which the task is assigned Assigned to Group Displays the name of the group to which the task is assigned 26 Chapter 2 The NC Lead Dashboard Event I nformation Event History Tab Sometimes it may be important to research who handled some of the data entry on a given event This can be done using the Event History In this section users can view information about who has entered data and when in a given question package It also provides information such as who last updated person information concerns and lab results The event history only appears for certain roles many people may not see this tab mo mm 02220010 0 21 Et WSA Van Cove Crested Cone created Cane Property Uipciatied Lyana case properties DecugiestonSiatus Done gt Peneing apesse Parapat Updated Updated pardepart romadon Jennter Anger Arezze Tapcgat egen Updated Contact Pont for Jennvter Anniel of type Home dyer Aerer Upeiatnct Adel steiert Tonga rt Jerrie Argent Attachment Updated Edt attachment Fo ti Jenniter Arrgt Time Event Message User The date and time of the occurrence of the action The type of action that occurred A more detailed description of the action The username of NC Lead user who performed the action Chapter 2 The NC Lead Dashboard 27 Chapter 2 Review Questions 1 Name and describe the purpose of each of the following buttons from NC Lead
67. he unique event number automatically assigned by NC ELSS Event Type The type selected from a dropdown menu when an event is first entered into NC Lead is reflected in this field Primary The person about whom data is entered when an event is input into Person NC Lead is reflected in this field Address The address of the person in the event Dates The date the event was created Investigation The investigation status displays the current status of the event Status typically the status will be either open or closed Linked Displays the number of other events that are linked to this event Events This is also a tool where one could initiate the linking of one event to another Attachments Displays the number of files that are attached to this event This is also the tool used to access the attachments Any file such as a report letter or photographs can be attached to an event Additional Displays additional information about the event such as a listing of Information linked events Chapter 2 The NC Lead Dashboard 13 The Person Summary Screen The Person Summary screen is accessed by clicking the person s name in the Event Summary panel of the dashboard The primary purpose of the Person Summary screen is to display to the user other events which have been associated with the same person This alleviates the potential need to link events of one person to other events for the same person To access the Person Summary screen
68. he user wishes to search Any Last Name for whom the user wishes to search Any birth date using the mm dd yyyy search format Allows the user to search by gender Allows the user to specify the state of residence associated with the person Allows the user to specify the county of residence associated with the person All event types are listed in this dropdown however if the user only has permissions to see specific events and selects a type of event for which the user does not have permissions no results will be displayed due to the user s role Provides two dropdown menus for the user to choose how the search results are presented The first dropdown menu specifies which field to sort results by and the other dropdown specifies the order in which the results will be presented ascending alphabetical or numeric or descending reverse alphabetical or numeric Allows the user to broaden the search to include historical event party history When this box is checked historical demographic address information is also compared against the search criteria e g old address or old event party ID etc Allows the user to broaden the search beyond the literal spelling of the input search criteria e g searching on Tom will also search on Thom searching on J ohn will also search on J ack Please note that these search criteria are the minimum criteria that will be available There may be addition
69. hin NC ELSS 40 1 Decide on a name and a date of birth for a make believe person and write the information in the spaces below Name First Middle Last Date of Birth 2 Click the Create Event button on the toolbar D 3 Select the Blood lead child from the dropdown list 4 Click the Select Person button to verify that your make believe person is not already in the NC LEAD database 5 Enter the following information for your new event e First Name Last Name Birth Date Please enter the name and birth date you specified above e County Choose Wake County 6 Click Add 7 Click Save to create the new event Chapter 3 Working with Childhood Lead Events Searching for an Existing Event Often it is necessary to view or edit an existing event To search for an existing event follow the steps below 1 Click the Search event iad button on NC Lead Dashboard toolbar and the following screen will appear Search Case Search Criteria Search Results Event ID Ir Last Name IT i Event ID Name Birth Date Status Event Type Create Date External ID First Name ISSN Birth Date CS inexact Gender v Street Address No search done city State E Zip Code County Event Type C J d Search Options Sort By Create Date Y Sort Order Descending Search History eae Search Soundex Search Clear NC Lead provides multiple search criteria to find events
70. ific user are listed Workflow Queues Open Cases Open Cases Penging 10 Open Leas Events 11 Shared Cases Cases stared ty me 11252008 04 14 PU EST vm Zen 3 Click Details beside the appropriate workflow queue name and a screen similar to the one below will appear Workflow Queues Childhood Lead Events with User Generated Concerns Seeag erg Assigned To Group Environmental es Feet lt Prev 1 1 Next Lanter Assign selected tema t9 user Sanne seieessa tems neg ae Wertows Desttcwd pe Event The Event ID Often in this column is a link to the specific question package where data entry or other task is to be done If the queue requires that the user update information in more than one question package the Event ID will display as a link to take the user to the dashboard for that event Name The name of the Child Status The status of the event Create Date The date the event was created Event Type The event type specified e Blood Lead Child Last Update The last time something was changed in this event Assigned To The person to whom this event is assigned 64 Chapter 5 The Workflow Queue and Tasks Assignedto The group to whom this event is assigned Group Other actions performed on this page are noted below Select all Places a check mark inside the checkboxes to the left of each event Checking multiple or individual events allows for an action to be completed on
71. in to warn the user that the password will expire 15 days before it actually expires If the password does expire the user will need to contact a system administrator to regain access to the system To change the password before it has expired first click on the User Information button discussed in Chapter 2 then simply type the new password into the password field and then confirm it by re typing the same password click Save to maintain changes Password Requirements NC Lead requires users to establish strong passwords Passwords must be 8 14 characters in length and contain at least one number and one symbol e g amp Logging Out To logout of the system click the Logout button highlighted in the image above This action logs the user out of the system and takes the user back to the sign in page at which point it is safe to close the browser window Chapter 1 Overview of the NC Electronic Disease Surveillance System Lead Exercise 1 1 Logging into NC Lead The purpose of this exercise is to demonstrate the ability to log into the North Carolina Electronic Lead Surveillance System 1 Open a browser and enter the URL for the training system 2 Enter login information 3 Click Login This information will be provided by the instructor 6 Chapter 1 Overview of the NC Electronic Disease Surveillance System Lead Chapter 1 Review Questions 1 Your NC Lead password will expire if you do not change it
72. ing Attachments click the link that says Add The following screen will appear Add Attachment Gregory Wayne Bryan Blood Lead Child Attachment Information File Browse Description Name Gregory Wayne Bryan el Status Requires Review v Type General v Save Cancel Help File The name and path of the file to be attached Description A description of the file being attached Required Name The name of the Child or Property in the current event Status The status of the attachment and whether it requires review or is approved or rejected Type The type of file being attached this can include photographs correspondence etc Notes Notes about the attachment 3 Click the Browse button and locate the file to be added from your computer 4 Click Open to add the file to the Add Attachment Screen 5 Enter an appropriate description of the file required Chapter 6 Printing Reporting and Adding Attachments 6 Set the status and the type of file 7 Add a note if necessary 8 Click Save This action opens the Manage Attachments screen 9 From the Manage Attachments screen click Add Attachment to add another file to the event Repeat steps 3 7 10 Click View in the Actions column to view the attachment if desired The actions column also gives users the ability to edit or delete the attachment Click DASHBOARD to return to NC Lead Dashboard Observe that in the Summary Informat
73. ing selected the appropriate person the user can go back to the workflows screen to see that now there are events that need to be deduplicated Click the Details link to display the events which need to be deduplicated Deduplication Import Monitors Doss BEER 6 Choose the EVENT to deduplicate In this case the two displaying are the two that are a potential match therefore clicking the Select button on either of these will display the details of both for comparison purposes Click the Select button for either event Case Deduplication Event ID 100000371 Name 1243 Piano Street Raleigh NC 99999 Social Security Number Sane Address 1243 Piano Street Raleigh NC 99999 Event Type PMP Clearance Create Date 12 11 2007 Displaying result s 1 1 lt lt First lt Prev 1 1 Next gt Last gt gt Workflows Dashboard Help 7 The user is now able to see details about both events From this screen the user is able to get a feel for how much data collection has been done in each instance of the event Additionally there is a Print Event link beside each of the Event ID s Clicking this link provides the user visibility to any of the fields that have been filled in which allows the user to check the accuracy of the data such that the proper case is selected as the Primary In the example shown below there are more clinical questions answered in the lower match option so the user should look at the print template and verif
74. ion section Attachments now lists the number of attachments Click Add to add another attachment or View to view the existing attachment s The Delete button will allow the user to delete the attachment not affecting any data in the event itself and if desired reattach it This is useful if a mistake was made in the process of adding the attachment and the wrong attachment was added Dates Create Date 04 18 2008 Investigation Status Open inked ente ink Chapter 6 Printing Reporting and Adding Attachments 93 Exercise 6 3 Add an Attachment The purpose of this exercise is to demonstrate the ability to add an attachment within NC Lead 94 1 2 Open your event How many files are currently attached to it Attach the Event Print file you saved this to your desktop to the event Enter a description for the attachment that says print template and click Save View the file after it has been attached What is a real life example of when you might attach a print template to an event Why might you do this Chapter 6 Printing Reporting and Adding Attachments Chapter 7 Linking Events Learning Objectives 1 Demonstrate the ability to view linked events Chapter 7 Linking Events 95 Linking Events The ability to link one event to another is important for public health surveillance because it allows investigators and clinicians to keep track of related events Because all events are se
75. just recently married Her event was previously entered into NC Lead using her maiden name and a middle name Locate her event How old is Anna Ramirez Gonzalez Chapter 3 Working with Childhood Lead Events 45 Adding or Updating information in an Event It is often necessary to add change or delete information in an existing event To modify an existing event follow the steps below Using one of the previously mentioned search techniques locate the event to be updated Once the event is located the screen should look like this North Carolina Electronic Lead Surveillance System Coren Creio _ Loosst Modifying Question Packages Much of the data entry and edits will be done within the question packages First click the question package that needs to be updated and make the changes necessary within the question package Then click Save to keep the changes This action closes the question package screen and reopens the NC Lead Dashboard It is recommended that users save frequently The application times out after a half hour of inactivity If the user does not click the Save button and the application does time out the data that has been entered since the last save will be lost Modifying Lab Results If lab results need to be edited click the Lab Results tab Select the lab results to be changed and click Update Lab Result Make the appropriate updates and click Save upon completion This action wil
76. l close the lab results page and once again display the NC Lead Dashboard 46 Chapter 3 Working with Childhood Lead Events Changing the Event Type If an event type needs to be changed it is possible for someone with the appropriate permissions to change it Open the event to be changed in the NC Lead dashboard Click the Edit Event Properties button and change the Change Type to dropdown to the appropriate event type The dropdown list shows only a limited number of types based on your original selection Remember that questions differ between event types so if the user changes the type for an event all data that does not apply to the new type will be lost Changing back to the original type will not restore the lost data Temporary Locks When a user is working on an event other users are not able to work on the same event The system automatically puts temporary locks on all active open in someone s Dashboard events When a different user opens the event a notice regarding who is already working on it is displayed The page at http ncedsstest ncpublichealth inf A schang is currently updating the case Access is readonly This user will still have access to the event however the access is read only It is important to recognize that if someone is viewing an event in a read only state the fields in the question package still seem to be editable however the Save button is deactivated thus no data can be saved In oth
77. lated with the information from this share Share Case Gregory Wayne Bryan Blood Lead Child user User Group Allow Delegation 80 Chapter 5 The Workflow Queue and Tasks Unshare a Case There will be occasions where it is only necessary to share an event with another group for a limited period of time When the required amount of time has passed it is advisable to Unshare the event To Unshare an event 1 4 Open the event to be Unshared in the NC Lead Dashboard Click the Share Case Da button In the Action column click the link that says Unshare next to the share that needs to be removed The page at http ncedsstest ncpublichealt S Are you sure you want to stop sharing this case Cancel Click OK to confirm that the event should no longer be shared Exercise 5 3 Share a Case Demonstration The purpose of this exercise is for the instructor to demonstrate sharing an event The reason that this exercise is a demonstration is because all the students in the class are part of the same group and have access to the same events The instructor will log in as a person with different event access and will share the event with the students of the class 1 The instructor will log out of the system and log back in as a user with different event access The instructor will locate an event that only the instructor has visibility to The instructor will ask the students
78. lume Units Specimen Received Date Report Status Report Change Date d a i D w Result Value Result Units Ref Range Test Local Desc TestLocalCode Result Status Result Local Desc Result Local Code Specimen Details about the specimen These include the date the specimen Info was taken the number assigned to the specimen and the source of the specimen Tests The details regarding the test that was done These details include the test name findings of the test and the date on which the results were determined The Delete link will display only for those users who have permission to delete a lab test result Lab Facility The laboratory where the test was analyzed Ordering The doctor or clinic that ordered the test This displays the detailed Chapter 3 Working with Childhood Lead Events 37 Facility Ordering Provider Misc I nfo address and phone information for that doctor or clinic The provider that ordered the test optional info Miscellaneous information and or notes regarding the lab results Choosing Environmental Lab work displays the following screen Add Lab Result Jennifer Annibel Blood Lead Child Lab Results Lab Results Environmental Sample v Order Info Order Number Collection Date Date Received el Collector Name Collector Ph
79. mple 3 Question What is your favorite color Event A primary Answer Event B secondary Answer Yellow Green After merge Event A primary Answer Yellow Appendix F Deduplication 127 Multi select and Repeatable Questions For multi select questions the answer on the primary event will contain all the values selected on both the primary and the secondary events Example 4 Question What are your three favorite colors Event A primary Answer Event B secondary Answer Yellow Blue Green Red Green Purple After merge Event A primary Answer Yellow Blue Green Red Purple The logic for repeatable questions is a bit more complex NC ELSS compares each iteration of a repeatable question and all of its descendant questions on the secondary event to those on the primary event If there is an iteration with all of the same values for the repeatable question and its descendants then the data is not copied over If there is no match a new iteration is created on the primary event and the repeatable question and all of its descendants are copied over Example 5 Question repeatable What movies have you seen in the past month Event A primary iteration 1 Answer Wall E Descendant Question Rate it from 1 good to 5 bad Descendant Question Answer 1 Event A primary iteration 2 Answer Wanted Descendant Question Rate it from 1 good
80. nal Taska yee Event O Task Ove Date Deseretien Em EvertType Created By Leg Upsete Assigned Te Aspnes To Group Tasks for the selected event Nose zait My tasks specifically assigned to me aert Net specific to a cane Kattass 04 17 2000 Create Daoges Penang tolven Raben Onvert 077182000 DOEN roken Risen Omeri Type Describes the type of task selected by the creator of the 74 Chapter 5 The Workflow Queue and Tasks Priority Due Date Description Status Created by Event Assigned to Assigned to group Action task The priority that was assigned to the event The date by which this task should be completed This is decided upon by the user creating the event The description of the given task The status of the task The status will be Pending when a task is first assigned The user who created the task The event type being reporting upon in the given event This will be blank if the task is not tied to an event The person to whom the task is assigned May be blank if not assigned to an individual The group to whom the task is assigned May be blank if not assigned to a group Edit or Delete the Task 3 After performing the task required reopen the task list and click Edit Task on the appropriate task to change the status of the task Edit Task Task Information Event CONV SITE 1189068 300 Discovery Way 312 Durham NC 27703 Proj Type Investigation Status
81. nd Select Site buttons are different than the Search Event button on the dashboard because rather than allowing the user to only see the events for which he has permission they allow the user to see ALL of the persons or properties in the database regardless of jurisdiction or event type Clicking this button brings up a search window similar to the search event window but again it is only searching for person information Use the search parameters on the left to enter the person data to determine if the person is already in the system If the person is found click the Use Selected Person button and continue to create your event If any demographic data has changed since the person was entered such as the county of residence please remember to update the information in the Persons tab on the Edit Person screen If the person is not found the user knows that manually entering the information will not result in a duplicate person within the system 122 Appendix F Deduplication Deduplicating Persons Despite all of the system s efforts to avoid the creation of duplicate persons or events in the system they will probably still occur occasionally When there are duplicates in NC ELSS follow the process described below to deduplicate the persons events 1 The user with deduplication permissions will notice that there is action required for deduplication within the workflow monitor If it s an event to be deduplicated as it
82. neath the figure Event Information Lab Results Concerns Event History Persons Tasks Question Packages QUESTION PACKAGE NAME LAST UPDATE UPDATED BY Administrative Tara Byron 03 25 2010 tmoore Clinical Assessment Tara Byron 02 22 2010 trileywilliams Demographic Tara Byron 02 22 2010 trileywilliams Medicaid Billing Tara Byron 02 22 2010 triley williams Question Package _ dentifies the titles of the question packages Name Indicates the name of the person involved in the event Last Update Displays the date on which each question package was last updated 18 Chapter 2 The NC Lead Dashboard Updated By Identifies the user who made the last update or modification to the question package The number of questions in a specific question package is displayed in the details section below the list of question packages Click the name of the question package and view the details at the bottom of the section The question packages are unique to the event type selected Property Event question packages are illustrated below Event Information Lab Results Concerns Site Information Tasks Event History Question Packages QUESTION PACKAGE LAST UPDATE UPDATEL P 4 19 2010 1 Pro 04 19 2010 2 Envi 04 21 2010 kblount 3 XRF Readings 11 Jack B Nimbel Street Roper NC 27970 04 19 2010 kblount 4 Remediation 11 Jack B Nimbel Street Roper NC 27970 04 21 2010 kblount View Question P
83. ned to you and complete the task Partner A mark the task as complete How did you know that a task had been assigned to you How can you tell if a task that you ve created and assigned has been completed Chapter 5 The Workflow Queue and Tasks Sharing a Case The ability to share an event is a useful feature because it allows someone to provide temporary permissions to someone else or another group to view an event that ordinarily wouldn t be accessible by the other person or group For example a Lead event was created in Warren County but the person moves to Halifax County Both counties need access to this specific event At this point Warren County should share the event with Halifax County Share a Case To share an event the case must be open within the Dashboard Follow the steps below to share an event 1 From NC Lead Dashboard while viewing the event to be shared click the Share Case button 2 A screen displays with all the information about existing shares with the event If there are no existing shares the screen will display a blank table at the top of the window as shown Share Case Gregory Wayne Bryan Blood Lead Child 3 Select the type of permissions being allocated to the new user Event I D The Event ID of the event Name The name of the child in the specific event being shared Event Type The type of event being shared Chapter 5 The Workflow Queue and Tasks 79 Typ
84. ng Warning The group selected does not have access to at least one of the selected cases When assigning an event in the workflow queue it s important to recognize that the event will also be assigned to that user or group if the same event is listed in other workflow queues Chapter 5 The Workflow Queue and Tasks 65 Exercise 5 1 Interacting with Workflow Queues The purpose of this exercise is to demonstrate the ability to interact with Workflow Queues in NC Lead 1 What is the purpose of Workflow Queues 2 Click the Workflows button on the toolbar Ki Find a workflow queue named Childhood Lead Events with User Generated Concerns Find your event within that queue 3 Open your event by clicking on the Event ID link Next click the Concerns tab in the Event Information section and find the concern you created in exercise 3 3 Update the concern by changing the value of the Status field to Resolved and save your changes Click the Workflows button once again Has your event been removed from the queue 66 Chapter 5 The Workflow Queue and Tasks Tasks Similar to the items in the Case Specific Monitors a task within NC Lead is another technique for users to delegate assignments or work to others The major difference between task and case specific monitors is that task monitors have a due date while case specific monitors do not Tasks can be accessed from three places the toolbar on t
85. ng users to existing people with matching demographic information NC LEAD deduplication functionality will allow the same person record in the database to be linked and shared across events Both event and person demographic information is automatically checked for deduplication when A new event is created in NC LEAD by a user Demographic information used in deduplication is updated The person is then reevaluated to see if there is now a suspected match against other persons due to the new and or updated demographic information To deduplicate persons a combination of name date of birth social security number and address is used to compute a similarity score Deduplication is then triggered based on scores assigned to various fields Event Deduplication Event deduplication is vital to ensure accurate data collection in NC LEAD Perform the following actions to deduplicate an event 1 118 Create a childhood lead event using the same information as a previously created event Gregory Bryan s information is already in the database so the user will see the following screen All users in the system will be able to view this screen regardless of deduplication permissions Appendix F Deduplication Potential Matches The following people seem to match the information you have entered Please review the information below and ether select an existing person to use or simply choose to proceed to create a new person in the syst
86. nnnnnnnanannnnnnnnnnnnnnnnnnnnnnnnnnnan nnn 11 The Dashboard Toolbar sssssssssssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnna 11 The Event Summary SectiOn ss sssss21111 155 5555 1555 5 555 55555 551555515555115 15 13 The Event nformation Section sssssssssssssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnna 16 Chapter 2 Review Questions cece et renee eran aera anne eeeeaaaeeeeeeaaaee 28 CHAPTER 3 WORKING WITH CHILDHOOD LEAD EVENTS ssssssssssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn 29 Creating an Event xketRRRRKEEERRRRKEEEEREREEERERERREEEEERRRKEEEERRRREEEEERKEEEREERERKKEEERRRRKEEEERRRKKEEEEN 30 Choosing an Event Type ccsssceeeccesseeeeenaseeeeeaeseeeseenaseeeeeoaaseeeeonaseeseaseeseseseaseeneeoaaees 31 Exercise 3 1 Create a New EVO ceccccceecceeeeee eset eeeereeseeeeea ne eaeeeeeeeneeeaaaneeeeeneeteeeaeains 40 Searching for an Existing Event scecccsssseeeecenseeeeeeenseeeeenaseeseeoaseeeeeenaeeeeeanenensenoas 41 Recent CaSes ssskerERRSKESEERKRKEEEEREREEEEEERERKEEEERKRREEEERRERKEEERREEREEEERRRRKEEERRRRKEEEERKRKEEEKRREREe 44 Exercise 3 2 Search for Events vecciciccimendtssuicesacrimens ave eiicandrnnenadeaudisddaveeawaayedidanearaenataese 45 Adding or Updating information in an Event cccccsssseeeeeseseeeeeesnseeeeneeaeeeeneeneeeees 46 Changing the Event Type ceccsesseeeecenseeeeeeseeeesennaseeeeenaaseeseoaaseeeeageeseseeaaseeeesnanees 47
87. nt note if it was the last note added to the event It will be displayed for editing at the bottom of the Add Note screen However if Bill enters a note then Judy enters a different note Bill will no longer be able to edit his previous note Likewise users can delete their own notes unless a note was added by another user between the time that the first note was added and the time the user realizes their note needs to be deleted If Bill enters Note 1 then Judy enters Note 2 then Bill enters Notes 3 and 4 Bill can edit or delete Notes 3 and 4 but cannot delete nor edit note 1 Also in order for Bill to edit or delete Note 3 he would have to have first deleted Note 4 Chapter 2 The NC Lead Dashboard 15 Editing Event Properties The Edit Event Properties window can be accessed by clicking the Edit Event Properties button Edit Event Properties On the Edit Event Properties screen the user is able to change the event type change the status Change Status To field add an event note specify the note type set the deduplication status and replace a previous note Edit Event Properties Tara Byron Blood Lead Child Event Information Event ID Change Type To Status Change Status To Note Category Note Type 2500 characters left Generic Vv Pubic ei Deduplication Status Done Vv Save Cancel Help Event I D Change Type To Status Change Status To Category Note Type
88. o demonstrate the ability to print a document within NC ELSS 12 13 14 15 16 17 18 19 20 21 22 Click the Print Case button Select a document or form other than Event_Print xsl that you would like to view Click Open When the File Download prompt displays click Open Please only save documents to the computer s desktop as this is a training computer Which information has been pre populated in the document displayed Typically the Child Property Demographic info as well as Guardian Parent Demographic Info Suppose you opened a letter that needs SS or date of birth updated or inserted How would you fix this Why Go back into the NC LEAD Event Then go into the correct question package to edit the information Open some of the question packages in your event and enter some data Click the Print Case button Open the Event Print vel document and view the data that displays Click File Save As and save the file with a name of Event Print hm to your desktop How might you use print templates in your job Answers will vary Appendix C Answers to Chapter Review Questions 107 Exercise 6 2 View a Report The purpose of this exercise is to demonstrate the ability to view a report within NC ELSS 108 7 8 9 10 11 12 Click the Reports button Select a report Enter the desired data into the fields displayed View the report in the browser
89. o the date the event was created and the End Date defaults to 1 1 2030 When the user makes changes to the person s address in an existing event the Start Date of the new address will default to the current date Likewise the End Date of the previous address defaults to the current date Therefore when an address is edited it is not necessary for the user to either create a start date for the new address or create an end date for the previous address NC Lead will do this automatically However if the user would like the patient s new address to have an earlier start date she may change the default date Edit Address Address Type Home fw Dih 07 14 2008 ES Start Date and End pe Kees JE Date fields Street Address e00 S Mint St SS City cr arlotte State nc ae Zip Code 28202 County Mecklenburg County v Home Phone Mobile Phone Chapter 4 Editing Person Data 53 Address History Once an address is modified NC Lead keeps track of the address history The address history appears at the bottom of the screen The most recent address information is at the top of the list with the previous address information below it Notice the image above the address information which displays at the bottom of the screen for whichever is the selected address is the historical data this is evident by looking at the start and end dates The oldest addresses will be at the bottom and the newest most
90. of notes have a public vs sensitive setting please remember this when adding notes 56 Chapter 4 Editing Person Data The Demographic Question Package Demographic data is also collected within one of the question packages The fields in the Demographic question package which are grayed out are the fields which need to be updated in the Persons tab The quickest way to view the Edit Person screen from any question package is to click the person s name at the top of the screen This is a shortcut to the Edit Person screen Demographic Package Jennifer Annibel Blood Lead Child San Cancel Child s fret name Wonner Chis middie name Child s hast Jeng name Date of birth Social security number 556 55 6655 Modicaid number Confirmed SSN 655 655 6565 Confirmed SSN Verined io Gender m Raco a Hispanic origin Je the child a refugee k is the child enrolled in the VAC program a From rnultipte birth such as ten triplet x etc Is the child deceased w Home phone ernssss5s5 Mobile phone ParentQuardian frst name E ParertOuardian last name Additional notes Address Information Street address 101 Mapte Dr gt City aen State D gt Dp code fins County Wake County Date residence began x Siroot address DEER city State Ines Zipcode Ez 2 County ES Date residence began D Miarmge Contact information Neat of kin nolos Add aternate contact CN S
91. oke County 9 39 100000039 1 7 17200 1 S 20874 u U 1 4 2 NA HA contammated spices NC Forsyth County We 67 mee 1 5302008 1 5 Som 1 o 1118432 SB NA NC Wake County 8 100007331 Jup 1 9 aan 311 8 9 3 wa NANA ne Wake County nc 3 1007 4 ATR 1 B Boies 57 1 DH a 1 441310 SI NA ne Wake County 9 em 10000470 4 d D Vien 5 U 3 3 9 Na NA NA NC Alamance County E Se 1000s 9 g Ien 6 t S 5 9 NA MA WW NC 999 NC 28 wg 1 10 1 5 Wm 3 2 1 4 9 NA NANA NC Wake County Ne 67 1000006883 5032000 1 3 Jemen S D a 1 nna 733 NA NC Wake County E mmm 6 1 ane Si 2 8 3 5 Na NA NA ne Wake County NC 1863 100000954 1 wears 1 S Bag a H D 2 NA NA 5 NC Wake County E SS mme 1 Sum LS Kam A 7 D 4 2 RA MA 5 NC Wake County nie 163 1000007 1 Zog VS EE 6 2 S 4 vm 772 NA NC Wake County EI Sen 100000843 1 9 17 2007 1 o asi S 1 a 2 m M D NC zm E 6 000007 4 3 mm a pes SNA NA NA NC Wake County E mamm 1 20201 5 Sum S22 9 9 9 NA NANA NC Mecklenburg County Ka s9 10000062 1 MINS H U 3 3 9 NA NA NA NC Wake County tes ween 4 ET VS Rm AM F 0 4 Z2 M M D NC Wake County EI s e 5 1 monse Si 2 9 9 9 M M NA NC Durham County EI 33 100000420 2 Ines 2 1 1 3 SNA NANA Ne nu B mm mune 9 9 mue 24 1 ot 9 NA NANA NC A 8 10s 2 le 1 5 nE 3 2 1 4 E Na NA NA KS NC a mm mm m0en ER 3 Gem es 1 2 np NA NA M NC Wake County 9 5 100000782 D 1 SES 13 1 g 93 9 NMU MA M NC Woke County NC 163 100000722 47 2 2008 1 5 SS 6 9 Ss 9 Vu TANA NC Alamance County NC 163 10000070 1 722006 14 asns 5 2 D A 119
92. one Report Status Lab Sample Number Field Sample Number Specimen Source Surface Type Sample Description Test Description Las Result Value Dust VVipe Length Hazard ivi Lab Facility Lab Facility l A Test Local Description Units Reporting Limit Result Dust Wipe Width Dust Wipe Area Recomputed Result Result Date ig Lab Facility Other Name Address Phone CLIA Ordering Facility Ordering Facility Order Info Tests Lab Facility Ordering Facility 38 Tn ESA Details about the specimen These include the collection date the specimen was taken as well as additional details The details regarding the test that was done These details include the test name findings of the test and the date on which the results were determined The Delete link will display only for those users who have permission to delete a lab test result The laboratory that analyzed the test The physician that ordered the test This displays the detailed address and phone information for that physician Chapter 3 Working with Childhood Lead Events Orderer Name of the EHS person that ordered the test Misc I nfo Miscellaneous information and or notes regarding the lab results Chapter 3 Working with Childhood Lead Events 39 Exercise 3 1 Create a New Event The purpose of this exercise is to demonstrate the ability to create a new event wit
93. parate within the system links are created to indicate how one is associated with another There is no limit to the number of events that can be linked to one another LINKING WILL ONLY BE PERFORMED BY ENVIRONMENTAL HEALTH SPECIALISTS This will be covered in more detail during the Day 2 training for NC Lead and in the Environmental Health training manual Link Types The ability to link events is a very powerful function within NC Lead There are several link types built into the product which provide specificity when creating linked cases This makes it quite simple to see the way in which two events are related The link types within NC Lead are the same for all event types even if the link type may not apply for example a vertical link type The link types are as follows Property to The person is in direct contact or associated with a lead event Child Links Creating a link between investigation properties and children demonstrates the relationship between a child ren and a property s Viewing Linked Property Events to Child Events 1 Open the Child event fpasicinformation Event ID 100000010 Event Type Blood Lead Child Primary Person Tara Byron Phone Address 999 African Grey Parrot Street Featherville NC 11111 Edit Dates Create Date 02 22 2010 Investigation Status Open Linked Events 2 linked event s View Attachments 0 attachment s Add Additional information Linked
94. r Hey NAME CEDER BRTH DATE ADCRESS STATUS Jerrge Arkel 101 Meris Dr Rabsigh NC 22893 Active ea Adaress Denge Faren ee Matay Nus 50 Chapter 4 Editing Person Data The Edit Button Click the Edit button to make changes to nearly all person information This includes changes to date of birth social security number address changes address additions name changes etc The Edit Person screen is shown below observe that the form on the top of the page includes demographic information the middle of the screen lists the addresses and the lower form provides further information about the addresses and the ability to edit them Edit Person Gregory Wayne Bryan Blood Lead Child Edit Person Wayne Bryan base J Male v CH Done v Type Address Phone Vacation Home 7305 North Point Winston Salem NC 27101 07 14 2008 01 01 2020 800 S Mint St Charlotte NC i Mecklenburg County v Chapter 4 Editing Person Data 51 Using the Person Sub Tabs Address z Demographic imm me O O ve The five sub tabs below the Person tab allow the user to update edit or view information about the person Basic I nformation The basic information tab contains the most recently entered information about the person such as name address birth date age gender This information is available for viewing only To make chang
95. r to change event type Unique name of the concern in the database Clicking the Concerns tab allows the user to see possible issues with data entry For example if someone types a blood lead test date that is prior to the patient s date of birth a notification will display in the concerns tab indicating the error Additionally concerns can be entered manually The date the event was created Displays the deduplication status of the event Changing this dropdown can force the event to be added to the deduplication pending queue See Deduplication chapter for more information Defines how the lab entry was entered in NC ELSS The type of action that occurred The event history keeps track of the times the event has been updated the question packages that were modified and the username of the person who made the update Clicking the Event Data tab presents the user with the question packages specific to the event Further information on question packages is covered in Chapter 3 Displays the Event ID of the current event Appendix D Definitions Group Health Dept Investigation Status Lab Facility Lab Results Last Update Lead Linked Events Links Message Misc I nfo Note Note Type Ordering Facility Ordering Physician Ordering Provider Permission Person Persons Tab Primary Person Reports Role Groups determine what cases are visible to the user Users are members of groups based on jurisdiction
96. result information that must be manually added to an event This can be done by clicking on the lab results tab Some laboratories will be submitting lab reports electronically to the NC Lead system When this occurs the electronic lab report ELR is either attached to an existing event in the system or if an event doesn t exist for the person yet a new event will be automatically created The biggest difference between a manually entered lab report and one that was created electronically is that the electronic ones are read only No data can be edited in these nor can data be added to them Manually created lab reports can only be edited by people with the appropriate permissions If it is necessary to manually add lab results click the Lab Results tab and then click the Add Lab Result button In the Add Lab Result screen choose the type of Lab Result 36 Chapter 3 Working with Childhood Lead Events The user can choose between adding Clinical Environmental Sample and Water Sample Lab Work Add Lab Result Jennifer Annibel Blood Lead Child Lab Results Name Jennifer Annibel ze Lab Results f Choosing Clinical displays the following screen Add Lab Result Gregory Wayne Bryan Blood Lead Child Lab Results H Gregory Wayne Bryan v Lab Results Lab Work x Specimen Date Specimen Number Specimen Source fe x Specimen Collection Volume Specimen Collection Vo
97. riminal civil and or administrative action Acceptable Use Policy 1 I understand the NC EDSS information system is to be used only for official purposes P 2 All information on the NC EDSS is confidential I will not use or disclose this information except for its authorized purposes I agree not to share information obtained on the NC EDSS with anyone including family members other than authorized NC EDSS users 3 I agree to apply appropriate safeguards to protect the confidentiality and security of the information obtained on the NC EDSS Login Name i Oo o Password Ir Application Main bg Login Powered by Maven a product of Consilience Software www consiliencesoftware com www consiliencesoftware com 2 Enter your assigned username and password in the appropriate text boxes and verify the Application is set to Main Caution Username and password are case sensitive so be sure to enter these exactly as they were provided For example WXYZ1234 Is not the same password as wxyz1234 3 Click Login The NC Lead dashboard displays 4 Chapter 1 Overview of the NC Electronic Disease Surveillance System Lead North Carolina Electronic Lead Surveillance System Con Cue kegu The dashboard is where users are able to access functions such as searching for an event printing a letter and much more System Passwords Note that passwords do expire after 90 days The system will beg
98. roperty Event to a Child Event The Environmental Activity question package provides the gateway for linking The following activities enable linking to a child Investigation Abandonment Monitoring Annual Monitoring Attempt invest Left Info Clearance Consultation Other PMP Quality Assurance Monitoring Pre certification Compliance Inspection and Research Samples For the purpose of this exercise we will be linking through an Investigation activity 1 Open the Property event Open the Environmental Activity question package North Carolina Electronic Lead Surveillance System s page 9 8 7 fe 8 a me Yo Unload Event Logged in as tmoore Notes Acd Edt Show My Notes Event ID 100000053 Event Type Property Name 9876 Linking Example St Raleigh NC 12345 9876 LINKING EXAMPLE ST RALEIGH NC 12345 Address 9876 Linking Example St Raleigh NC 12345 Edit Dates Create Date 04 29 2010 Investigation Status Open Attachments 0 attachment s Add Edit Event Properties JI copy case Event Information Question Packages E QUESTION PACKAGE NAME LASTUPDATE UPDATED BY 1 Property Information 9876 Linking Example St Raleigh NC 12345 9876 LINKING EXAMPLE ST RALEIGH NC 12345 04 29 2010 tmoore a ee ee a GEET E SE Eesen 3 XRF Readings 9876 Linking Example St Raleigh NC 12345 9876 LINKING EXAMPLE ST RALEIGH NC 12345 04 29 2010 tmoore 4 Remediation 9876 Linking Example S
99. roup to which the user belongs Remember that the groups are based on one s job role The appropriate type is accessed by left clicking the down arrow and selecting on the appropriate lead event type The choices for Event Type are gt gt gt gt Blood Lead Adult Blood Lead Child Blood Lead Not Classified Employer Laboratory Property Note Childhood Lead will be primarily concerned with the following Event Types Blood Lead Child Blood Lead Not Classified and Property Event Information ril To navigate the list more quickly type the first letter of the lead being entered Chapter 3 Working with Childhood Lead Events 31 Creating a Childhood Lead Event Once you have chosen Blood Lead Child for the event type click the Select Person button to search the database for the person Use the Search Party screen to locate a person who may already be in the NC Lead system Make sure the Category dropdown is set to Person Enter the first or last name then click the Search button at the bottom of the window If a record for the person is located select the person s name from the list on the right side and click the Use Selected Party Button Search Party Party Details Search Results Category Person lt Type Name Birth Date Street Address City State Zip Code External ID External ID TH Johnson Michelle D n 7 2007 NC 410000004 Last Name Jor First Nam
100. s 43 Recent Cases A simple alternative to searching for a recently viewed event is to use the Recent Cases button on NC Lead toolbar This option is a quick method of locating the twenty most recent events on which the user has worked To open an event using the Recent Cases button follow the steps below 1 Click the Recent Cases button 2 Look at the events listed in the table for the event to be edited Recent Cases Se Event I D The ID of the event Click this number to view that event in NC Lead Dashboard Person Person s full name Status The investigation status of the event open or closed Lead The lead level associated with the person Access Time The time the event was last accessed by the user 3 Click the Event ID of the event to be updated This action will close the Recent Cases window and will open the event in NC Lead Dashboard 44 Chapter 3 Working with Childhood Lead Events Exercise 3 2 Search for Events The purpose of this exercise is to demonstrate the ability to search for and locate an event within NC Lead 1 Unload your event Click the Search Event button on the toolbar Search for events to answer the following questions What event type is associated with Adam Hill s event When is J oAnne Baker s birthday On what date was Melanie Smith s event created How many events are associated with people who have the first name Michael Anna Ramirez Gonzalez was
101. se Specific Monitors Category Change Status To Change Type To Concern Concerns Tab Dates Deduplication Status Entry Method Event Event History Event Data Event ID 110 The time the event was last accessed by the user Displays additional information about the event such as a listing of linked events The address of the person in the event Has to do with Sharing a Case Specifies if the user or group with whom this event is being shared will have the ability to share it with another user or group Displays the number of files that are attached to this event This is also the tool used to access the attachments Any file such as a report letter or photographs can be attached to an event Bulk actions are actions which take place on more than one event within a workflow queue Examples print letters for multiple people at one time close several events at once etc Workflows that automatically run monitors describing the condition of events These vary depending upon the user s permissions within the system For NC LEAD these workflows are categorized according to Clinician and Environmental Health Specialist These workflows are triggered automatically by something in the system such as missing data and don t have a specified due date Allows the user to categorize the note according to a preset list of categories Allows the user to change the current investigation status of the event Allows the use
102. seseeeeeeeeeeeesnenseeeeeeneeeeenenaeenens 114 APPENDIX E DEDUPLI CATI ON cccsseecsnneessneeessneeesnneessnneessneeesaneeesnneessneeesaneeesnneesenaneesens 117 Deduplication ccccesseeeeeeeseeeeeeeseeenneeseeseenaaeeeeenaaseeeeonasseeneaaseeseeoageeeeeoaaeeeenonaeeenas 118 Event Deduplication cccsscececseseeeeneeeseeeeseeeeeeeneaseeeennaseeseenaeeeseaseseeeeeeeaseeeneaeenens 118 Person Deduplication cccccseseeeeneeneeeeeeenseeeeennaeeeeennaseeseenaseeseageeeseeeoaaeeeeseaaeenees 121 How to Avoid Creating Duplicates ccsssseeeeeseseeeeeeeeeeeeeeeaeeeseneaseeeeeeeaeeeenenaeenees 122 Deduplicating Persons scccccseseeeeneenseeeeeeeeeeennnaeeeeeeaaeeeeeenaseeseeaseseeenaaeeeeneaaeennes 123 Deduplicating EVents ccsscecccseseeeeneesseeeeeeseeeeennaseeeeonaseeseanaseeseesegeeeeenageeeeneaaeenees 125 Question Merging in Question Packages cs sscseccseseeeeeensseeeeaeeeeeeeeeaaeeeseeaaeeesnnaas 127 Manually Invoking Deduplication s sssss 1111 1 5 130 APPENDIX G CLOSING EVENTS eteEESREEEEEEEEEEEEEEEEEREEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEE Closing an Event ccccseseeeeeeeeeeeeeeeaeeeenneaaeeeeeenaeeeseooaseeeeenaaseeeenaaeeeseenaeeesennaseenenaaee Reopen a Closed Event sscccccseseeeenceneeeeennasesuenenaeeeeenaaeeeseenaseeseeaeesaueeoaaeeeesonaeeneas vi Chapter 1 Overview of the NC Electronic Disease Surveillance System
103. specific user or group which were created manually and may have a due date associated Task specific monitors are always cleared manually by the user completing the task Case Specific Monitors A case specific monitor is automatically watching for a specific occurrence which will trigger it These occurrences may vary from event to event and role to role An example of a case specific monitor is when an electronic lab result leads to the creation of a new event within NC Lead A Case Specific Monitor may display that there are new events in a users clinical or environmental health workflow A message would then be displayed in the appropriate users or groups Workflow Queue Usually these types of monitors can be cleared and the workflow queue emptied by filling in a field or fields in a question package NC Lead runs queries intermittently throughout a 24 hour period Some workflow queries run 1 time in 24 hours where others may run as frequently as every 5 minutes The frequency with which the workflow query runs is based on the criticality of the workflow as well as the burden on the system Chapter 5 The Workflow Queue and Tasks 63 It is not necessary to have an event open in order to view the Workflow Queue To interact with the Workflow Queues follow these steps 1 After logging into NC Lead click the Workflow button on the Dashboard in the NC Lead toolbar 2 Observe that the Case Specific Monitors for the spec
104. t Raleigh NC 12345 9876 LINKING EXAMPLE ST RALEIGH NC 12345 04 29 2010 tmoore View Question Package nn OOOO Vv Done internet 100 114 Appendix E Linking Property Child Events 2 Enter the Environmental Activity Date 2 Environmental Activity Package 9876 Linking Example St Raleigh NC 12345 9876 LINKING EXAMPLE ST RALEIGH NC 12345 Property E Pensa Environmental Activity County Environmental Activity Date E 04 02 2010 Cl Add New Activity Save Cancel Help 3 Choose Activity of Investigation 4 Complete the Investigator Other Lead Team Members and Property Type questions 5 Answer Does this activity also serve as an investigation attempt for a child as YES Does this activity also serve as an investigation attempt for a child First Child s Name ifany Would you like to see supplemental risk questions 6 Click on the Search Button for the First Child s name if any question to open the Search Case window Search Criteria Search Results Event ID Search Results Last Name Event ID Name Birth Date First Name Birth Date inexact Gender Street Address No search done City State Zip Code County Event Type Search Options Sort By Create Date Vv Ke Sort Order Descending v Search History 5 Search Soundex Search Clear Searching for Events is covered in detail in Chapt
105. t event This person information will display if a future event is created for this person Site Information Clicking this tab allows the user to enter or change demographic information for the property involved in this particular event Property Event Tasks Clicking the tasks tab will provide the user with information about all the tasks associated with the open event Event tasks will display here regardless of who is assigned the task Event Properties Event properties is a read only section that shows summary information about the event and the output of various rules Property Event The information on this tab is generally used for configuration and troubleshooting Event History The event history displays the time and date the event was created and keeps track of the times the event has been updated including which question packages were modified and the username of the person who made the update Event Information Event Data Tab The Event Data tab is where the user accesses the specific question packages A question package is a group of questions which share a common theme For example the Demographic question package includes only information such as age birth date and address while the Clinical question package includes information about the event such as symptoms and date of diagnosis The question packages table is divided into four 4 columns as seen in the figure below These headings are described in detail be
106. t b Re End Date Category Run Report Export Results Heel Et th co ea ei 31 Select date To view the report in a browser window click the Run Report button This will display the results in a browser window However the report is static The user will be unable to change the formatting sort or filter the data NIOSH Report Report period 01 01 2008 1 1 11 2008 StateRep StateRes CountyRes StateExp CountyExp ID Status BLL Date Date Type BLL DOB Age Sex Ethnicity Race WorkRel SIC NAICS coc Process nc INC WakeCounty Iw e 1000008471 o9717 2006 1 43 ososngez 26 1 1 la 2 na NA 9 NC NC Wake County NC 183 1000007801 07721720081 26 osze1990 18 2 o ah se 192 NA Nc NC Wake County 99 ees 1000005059 D 0s0si1957 50 9 1 3 f na na na Nc NC Wake County NC 183 1000008401 0871772008 1 s3 lo7enges 23 1 f1 a P na us INC NC Wake County s9 ees 100000845 1 1 1009793374 2 o a f na NA NA NC mo L ns Arundel County 99 es hooooo680 4 e saa o o a na 990 lOther Test teg NC NC Wake County a Joes 1000007631 1172912007 1 26 oaaugeele 2 1 a io na na Na NC NC Wake County NC 183 1000008491 0971772008 1 43 ososnoe2 26 1 f1 a P na NA jo NC NC Wake County s9 ess 1000007341 Jenna eo loszie77 31 1 9 9 ja na NA NA INC NC Wake County NC
107. t to remember to reuse the person information rather than creating a new person entry in the system Reuse of the data helps to keep data and reporting information as up to date and accurate as possible Let s look at an example J ennifer Annibel has been entered in NC Lead as a contact of someone else Two years later J ennifer Annibel is suspected of having high levels of lead To create the new event in the system for J ennifer remember to utilize the Select Person button on the create event screen If Jennifer s personal information has changed since she was originally entered in the database two years earlier please review the steps below to understand how to update her information Modifying Person Information Person information is entered in the Persons tab as well as in the Demographic Question Package The information that is entered in the Persons tab is applicable to all events for the person The information in the demographic question package is not necessarily the same across events Please see below for the distinctions on these as well as information on how to enter edit data in the persons tab The Persons Tab Modifying most information about the person is to be done using the Persons tab on the dashboard Click the Edit button from this section to update or add information about the person The Persons tab is also divided into several sub tabs as noted below Event Information Erat Data Lab ens Tals eege Eve
108. they are assigned will also display The task information on the Workflow Queues screen is displayed in several queues within the Task Specific Monitors The queues displayed on this screen are as follows Completed Tasks Created by Me less than 30 days old My Groups Open Tasks My Open Tasks My Overdue Tasks Open Tasks Created by Me Overdue Tasks Created by Me Completed tasks that have been assigned by the current user within the last 30 days Displays a list of tasks that have been assigned to any group or groups of which the user is a part Displays a list of open tasks that have been specifically assigned to the user Displays a list of the tasks which have been assigned to the user which are past their due date Incomplete tasks that have been created by the user Incomplete tasks that have been created by the user which are past due Given that there are two ways to access task information the steps to perform a task in both locations are discussed below From the Workflow Queue 1 Click the Workflows button Ki on the Dashboard 2 Observe the tasks that are listed in the Task Specific Monitors 72 Chapter 5 The Workflow Queue and Tasks Workflow Queues rok now Queues Workfiow Queue Total Count Assigned to me Zenn Case Specife Monitors Active Ste nvessgatons 1121 2000 04 14 PU EST on Agut Lead informeren Request Letters Vaarg Aeepense 11 25008 04 14 PU EST o
109. thin the system to perform certain actions such as run a report or delete a case What is the difference between a role and a group in NC Lead Roles define the user s permissions the ability to use specific functions features in NC Lead Example The Local Health Clinician role has permissions to create or edit an event and to run reports Groups determine what cases are visible to the user Users are members of groups based on jurisdiction and specialization Review Questions Name and describe the purpose of each of the following buttons from NC Lead Dashboard toolbar h BE Event used to create a new lead report Bd search Event used to search for a specific lead event based on various search criteria K Cases lists the last 20 events opened by the user Appendix C Answers to Chapter Review Questions Eh esis use this to assign and update statuses of specific tasks 5 What are three pieces of information ascertained from the Event Summary portion of NC Lead Dashboard Answers will vary Event ID Event Type Primary Person Address Date the event was created Investigation status Linked events attachments 6 What are the tabs shown in the Event Information section and what is the primary purpose of each Event Data clicking the Event Data tab allows the user to access the question packages specific to the event Lab Results clicking the Lab Results tab gives users the ability to view add
110. tinct area on the dashboard is the Event Information which contains the detailed information about the event North Carolina Electronic Lead Surveillance System Lopen 7 L ees 7 egout Shortcut Buttons Event Summary Event Information 10 Chapter 2 The NC Lead Dashboard Shortcut Buttons The shortcut buttons allow the user to quickly locate an event by its ID provide the user help and allow the user to logout of the system To locate an event by its ID enter the ID in the textbox and click the Open button To obtain general help click the Help button To logout of the system click the Logout button This action will take the user back to the login screen The Dashboard Toolbar The buttons on the toolbar are described below from left to right ODO PR BG B Create Event used to create a new lead event A detailed description of how to enter a new event is covered in Chapter 3 Search Event used to search for an existing event based on various search criteria A detailed description of how to search for an event is covered in Chapter 3 Print Case used to print letters or other forms specific to the open event This topic is covered in depth in Chapter 7 Workflow used to view user specified workflow queues Workflow queues display results of database queries The queries are designed to bring attention to various issues which may need the users attention A detailed description of how
111. tion ot neunehold member noddy ot housencia member l Pottery imported or imeroperty tred C Cris occupation Diany IR O toys C trer Notes State Admiristralive Nutes rdbcates required fiski Dere Fill in the fields displayed on this screen Required questions are indicated by an asterisk The user may answer the questions in any order Chapter 3 Working with Childhood Lead Events 35 After answering the questions click the Save button and the information is saved Once the user clicks the Save button NC Lead reverts back to the Dashboard as seen below Clicking the Cancel button will not save any of the changes updates made to this page It is recommended that users save frequently The product times out after a half hour of inactivity f the user does not click the Save button and the product does time out the data that has been entered since the last save will be lost North Carolina Electronic Lead Surveillance System pen lp Less Event 100000863 Gregery Wayne Bryan Deag Lend Oris lack 1243 Pane Sreet Raisga NC 99999 Daas This is a sample set of question packages the question packages may vary depending on the event type chosen The user is advised to open each question package and answer as many questions as possible until each question package has been completed Lab Results In addition to answering questions in the question packages there might be lab
112. to 5 bad Descendant Question Answer 3 Event B secondary iteration 1 Answer Wall E Descendant Question Rate it from 1 good to 5 bad Descendant Question Answer 2 Event B secondary iteration 2 Answer Hancock Descendant Question Rate it from 1 good to 5 bad Descendant Question Answer 3 128 Appendix F Deduplication After merge Event A primary iteration 1 Answer Wall E Descendant Question Rate it from 1 good to 5 bad Descendant Question Answer 1 Event A primary iteration 2 Answer Wanted Descendant Question Rate it from 1 good to 5 bad Descendant Question Answer 3 Event A primary iteration 3 Answer Wall E Descendant Question Rate it from 1 good to 5 bad Descendant Question Answer 2 Event A primary iteration 4 Answer Hancock Descendant Question Rate it from 1 good to 5 bad Descendant Question Answer 3 After merging takes place the user may have to review the question packages on the primary event and perform some cleanup of the data Example The demographic question package contains a question that asks for the patient s race This is a repeating question If for event A primary the Race is entered as White and for event B secondary the Race is entered as Asian then after the merge the answer will list BOTH White and Asian
113. to date address information is displayed and the third section lists the other events for the person Click the links under Event ID in the Events table to open the other events for the person 4 Click the Dashboard button to be returned to the Dashboard 14 Chapter 2 The NC Lead Dashboard Event Notes The Notes section displayed in the Event Summary section of the NC Lead dashboard allows users to add event specific notes that are retained with the event only In other words if the same person has a different lead event in the future the notes entered in the previous event will not display The user activates the Notes section by clicking on Edit found beside the section title Notes as seen below Basic Information Notes Add Edit Show My Notes Clicking this link will present the user with a new screen shown below A note may also be entered by clicking on the Edit Event Properties button as discussed in the next section Notes can be designated as either public or sensitive by specifying in the dropdown The determination of which notes are viewable is determined by a user s role Some user roles have the ability to see all notes public and sensitive and others will only see public notes likewise some users will be able to write both public and sensitive notes while others can only add public notes Add Edit Notes 2500 characters left Generic Y Users are able to edit their own most rece
114. to search for this event to demonstrate that they currently do not have visibility to the event The instructor will share the event with the class Students will again search for the event and will see that they have visibility to it now Chapter 5 The Workflow Queue and Tasks 81 82 Chapter 5 The Workflow Queue and Tasks Chapter 6 Printing Reporting and Adding Attachments Learning Objectives 1 Demonstrate the ability to view and print letters 2 Demonstrate the ability to open and view existing reports 3 Demonstrate the ability to add an attachment to an existing event Chapter 6 Printing Reporting and Adding Attachments 83 PRINTING DOCUMENTS NC Lead allows common letters forms and other documentation to be printed with pre populated information about the event type and the child To print a document the user must first select an event to be referenced and then click the Print Case button If the user clicks Print Case prior to selecting an event the following message will appear Microsoft Internet Explorer B Please select a case first Follow the steps below to print a document using NC Lead 1 Open the event about which a document needs to be printed 2 Click the Print Case button 3 A screen will appear listing all documents available for printing for the specific event This screen is different depending on the event type specified in the event Print Documents
115. tomatically by something in the system such as missing data and don t have a specified due date Task Specific Monitors usually have a due date and are often manually created NC Lead users will be expected to stay abreast of Workflow Queues It is recommended that users refer to them on a daily basis actual implementation may vary They will also differ by user according to Ki Workflow Queues are all based on custom requirements The queues in an group and role Workflow Queues Total Court Assigned to me Zenn Task Specific Monitors Acs Task Deen L ze 62 Chapter 5 The Workflow Queue and Tasks The fields within the workflow screen are described below Workflow Queue The name of the query which describes the condition of the events Total Count Assigned to me The number of events that have been triggered by the specific monitor and the number within the parentheses is the number of events that have specifically been assigned to the user Details Clicking the link within this column will open a new screen which provides further detail about the event s in the queue Case Specific Monitors These automatically run monitors that describe the condition of events These vary depending upon the user s permissions within the system For NC Lead these workflows are categorized according to Clinician and Environmental Health Specialist Task Specific Monitors Tasks that have been assigned to a
116. trileywilliams trileywilliams View Question Package Name Description Name Status Number of Questions Incomplete Required Questions Last Update Updated By Question Package Details Administrative Administrative Tara Byron Complete 17 D 03 25 2010 tmoore Event I nformation Tabs The Tabs section contains tabs that provide the user with a variety of information about the event Depending on the user s permissions he may not be able to see each tab Child Event sms zap zen sono rte emt Property Event These tabs are discussed below Event Data Lab Results Concerns Clicking the Event Data tab presents the user with the question packages specific to the event Further information on question packages is covered in Chapter 3 Clicking Lab Results presents users with the ability to view add and edit lab results for a particular event Electronic lab results are also displayed here Clicking the Concerns tab allows the user to see possible issues with data entry For example if someone types a blood lead test date that is prior to the patient s date of birth a notification will display in the concerns tab indicating the error Additionally concerns can be entered manually Chapter 2 The NC Lead Dashboard 17 Persons Clicking the Persons tab allows the user to enter or change demographic information for the person involved in this particular Child Even
117. tus of the patient s event whereas the event status refers to the status of the investigation Therefore if the event classification status is Does Not Meet Criteria it is necessary to first select this classification status and then to close the event utilizing the procedure covered above Appendix G Closing Events 133 Reopen a Closed Event If an event was closed prematurely it can be reopened by someone with the appropriate privileges To reopen an event first locate the event to be reopened This can be done by searching for the event When the event to be reopened is being displayed on the NC Lead dashboard click the Edit Event Properties button and change the Change Status To dropdown to Open 134 Appendix G Closing Events
118. ult when a task is first assigned The statuses include Pending In Progress and Completed Assigns a specific priority to the event Very High High Medium Low Very Low The date by which the task is to be completed The date that work on the task begins The date entered by the user completing the task indicating the completion date of the task 69 7 8 Description Describes briefly the task to be accomplished Notes Further notes regarding the task to be completed Assign to user A dropdown list of users on NC Lead system Assign to group A dropdown list of groups on NC Lead system Select the type of task from the dropdown list The status of the task is most likely Pending since the user is creating the event but if it s something other than Pending select the appropriate option from the list Select the priority of the task and if necessary set the due date of the task Enter a brief but concise description of the task to be done so that the assignee has a clear understanding of what is to be done Add notes to clarify if necessary Select the correct user or group from the appropriate dropdown list Click the Save button Repeat steps 1 9 to create and assign another task Alternatively another way to create an Event Specific task is to click the Tasks Tab in the Event Information section of the NC Lead dashboard Click the Add Task button and then follow the steps beginning at step 4 above Create
119. up to date information will be at the top of the list Adding Additional Addresses NC Lead allows several types of addresses home work etc to be simultaneously stored in the system Clicking the Add Address button allows the user to add a different type of address for the person For example a user may need to add a work address or a vacation home address for a person who only has a primary home address in the system Use the Address Type dropdown menu to select the type of address being entered The user is only able to enter one of each type of address for the person Edit Address 54 Chapter 4 Editing Person Data Removing Addresses Clicking the Remove Address button will allow a user to delete an address that s no longer relevant Note that if the Remove Address button is clicked it removes not only the current address but all addresses of this type in the address history For example if a user highlights the work address and clicks Remove Address this work address and any previous work addresses in the history will be deleted The user is not prompted to be sure that he wants to remove the address the address is simply deleted Please be cautious about using this button particularly for home address Demographic History The demographic history tab is where information such as a person s last name can be tracked If a person changes his her name for any reason the historical names are noted here Similar to
120. y the accuracy of the data Upon verifying the data is accurate the user in this scenario should select the lower option because more data has been entered in the Clinical question package Appendix F Deduplication 125 Case Deduplication 126 Jennifer Annibel External ID 110000005 Create Date 03 18 2010 Gender Birth Date 05 05 2005 Social Security Number 555 55 5555 Address 101 Maple Dr Raleigh NC 00999 County Wake County Country usa Phone H 919 555 5555 Event ID 490000006 Print Event Event Type Blood Lead Child Create Date 03 18 2010 Question Packages Administrative 2 Answers Clinical Assessment 1 Answers Demographic 9 Answers Medicaid Billing 0 Answers Matches Name Jennifer Annibel External ID 410000005 Create Date 03 18 2010 Gender Birth Date 05 05 2005 Social Security Number 555 55 5555 Address 101 Maple Dr Raleigh NC 99999 o comis Wake County Use this match Use match attop Country USA Phone H 919 555 5555 Event ID 100000005 Print Event Event Type Blood Lead Child Create Date 03 18 2010 Question Packages Administrative 3 Answers Clinical Assessment 4 Answers Demographic 15 Answers Medicaid Billing 0 Answers 8 Upon making the decision of which event to use as the Primary event click the appropriate button If the event below is the Primary click the Use this Match button if instead it s the one above click
121. ystem idoniifier information Person iO 110000005 7 indicates required Sela Save Cancel Help An interesting note about the Demographic package is that there is some data on this screen that will change over time like a person s preferred contact number There is also data that will remain constant over time such as a person s race However due to some constraints of the application this data is collected in the Demographic question package instead of in the Persons tab To alleviate a need for repetitive data entry some of the fields in the Demographic question package can be pre populated based on the most recent event for that person in the system The fields that are copied from one Demographic question package to the next are as follows race Hispanic ethnicity country of birth and primary language Chapter 4 Editing Person Data 57 If this data is entered in a person s first event and then changed in a second event the subsequent event s will display the most recently entered data i e from the second event until further changes are made This behavior is unique to the Demographic question package All other question package data is entered for each event in the system and none of the rest of this data is copied from one event to another 58 Chapter 4 Editing Person Data Exercise 4 1 Modify Person I nformation The purpose of this exercise is to demonstrate the ability to modify person information within NC EL

NC LEAD User Manual - Environmental Health Section

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