Epic Data Specification

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Leslie James
Leslie James Posts: 323 admin
edited April 11 in Epic

Version: v5

Release Date: January 18, 2024

Introduction

This is the data specification for the information ControlCheck (formally known as Bluesight for Controlled Substances) requires for Epic 2022 release integrations. ControlCheck ingests Epic data from hospitals and dispensing data from the hospital’s automated dispensing cabinets. ControlCheck then compares the two sets of data to ensure that all dispenses of controlled substances have a corresponding administration for an equal amount.

Data Extract

Customers are strongly encouraged to use the template Clarity Reporting query provided as the fastest path to a compliant data feed. The canned query can be found attached to this post below. Customers may opt to author their own query to extract the required data if the output meets the following data specification. The customer is solely responsible for any issues involving a custom query. If your hospital cannot meet the following data specification, please discuss this with your implementation specialist or contact help@bluesight.com.

File Transport

Epic files can be uploaded via the ControlCheck user interface; however, delivery over SFTP is highly preferred. Most customers choose to transfer files once per day. File transfers are typically scheduled to occur after midnight and contain the previous day’s data. Data transfers should be scheduled after the Clarity ETL process has been completed.

Recommended file transfer times are from 0400-0600 to ensure 1) data has migrated to the appropriate servers and 2) that Bluesight is able to process files in a timely manner prior to customer auditing. Additionally, it is recommended that the EMR file be sent at least 30 minutes before the ADC file(s) for optimized processing and data ingestion.

Individual files should be generated per facility, although there are specific use cases that would require including multiple facilities. Discuss with your implementation specialist before finalizing hospital groupings.

File Requirements

  • Files must be formatted as .csv that conform to RFC 4180 https://www.rfc-editor.org/rfc/rfc4180 and utilize UTF-8 for character encoding
  • File size should not exceed 50 mb
  • The file name should follow the schema and can only contain letters, numbers, and underscores.
    • bluesight_IDNname_hospitalname_epic_admindate.csv
  • Output column headers are case sensitive and must match the values specified below. The order in which those columns appear can be different than the order listed below. However, it is highly recommended that customers follow the order below for consistency and readability.

Data Requirements

This information related to drug administrations should originate from administration event information found in the Clarity Report table MAR_ADMIN_INFO.

Facility Information

Facility information includes the specific location and department where the drug was administered. This information is used to filter out locations/departments that will not use ControlCheck and as an input to our algorithms related to pairing events and IRIS scores.

Output Column Name
Clarity Table.Column Name
Data type
Format
Description of Data Element

FACILITY_ID

CLARITY_DEP.REV_LOC_ID

Varchar

The unique id of the facility in which the medication was administered.

FACILITY_NAME

CLARITY_LOC.LOC_NAME

Varchar

The unique name of the facility in which the medication was administered.

DEPARTMENT_ID

MAR_ADMIN_INFO.MAR_ADMIN_DEPT_ID

Numeric

The unique id of the department in which the medication was administered.

DEPARTMENT_NAME

CLARITY_DEP.DEPARTMENT_NAME

Varchar

The unique name of the department in which the medication was administered.

Patient Information

ControlCheck requires a patient identifier that is shared between Epic and the hospital’s dispensing system. Confirm with your interface team and/or application which patient identifier is shared between systems and share that information with your implementation specialist. As a best practice, customers should provide the patient CSN, HAR, and MRN to increase the efficacy of our matching algorithms. Only valid patients should be included (VALID_PATIENT.IS_VALID_PAT_YN = ‘Y’ and PATIENT_3.IS_TEST_PAT_YN = ‘N’).

Output Column Name
Clarity Table.Column Name
Data Type
Format
Description of Data Element

MAR_CSN_ID

MAR_ADMIN_INFO.MAR_ENC_ID or CLARITY_ADT.PAT_ENC_CSN_ID when first value not available

Numeric

Unique ID of that patient encounter associated with the administration.

HAR_CSN_ID

HSP_ACCOUNT.PRIM_ENC_CSN_ID

Numeric

Unique ID for the encounter CSN

HAR_ID

PAT_ENC.HSP_ACCOUNT_ID

Numeric

Unique hospital account ID for that patient and that encounter associated with the administration.

PAT_MRN_ID

PATIENT.PAT_ID

Numeric

Unique patient identifier for the patient receiving the medication.

PAT_NAME

PATIENT.PAT_NAME

Varchar

Name of the patient receiving the medication.

Drug Administration Information

Output Column Name

Clarity Table.Column Name

Data Type

Format of Data Element

Description of Data Element

ORDER_ID

ORDER_MED.ORDER_MED_ID

Numeric

The unique ID for the order associated with the administration.

TAKEN_TIME

MAR_ADMIN_INFO.TAKEN_TIME

DateTime

Calendar dates and times with time zone designators; YYYY-MM-DD hh:mm:ss

Time the medication was administered as indicated by the provider. Based on local time of facility.

SCHED_TIME

MAR_ADMIN_INFO.SCHEDULED_TIME

DateTime

Calendar dates and times with time zone designators; YYYY-MM-DD hh:mm:ss

Time the medication was originally scheduled to be taken. Based on local time of facility.

SAVED_TIME

MAR_ADMIN_INFO.SAVED_TIME

DateTime

Calendar dates and times with time zone designators; YYYY-MM-DD hh:mm:ss

Time the administration was documented by the provider. Based on local time of facility.

ORIG_DUE_TIME

MAR_ADMIN_INFO.MAR_ORIG_DUE_TIME

DateTime

Calendar dates and times with time zone designators; YYYY-MM-DD hh:mm:ss

Time the medication was original due. Based on local time of facility.

WAS_EDITED

when MAR_ADMIN_INFO.EDITED_LINE is not NULL then ‘Y’ else ‘N’

Boolean

Y or N

Indicates whether the admin record was later edited.

MAR_ACTION_ID

ZC_EDIT_MAR_RSLT.INTERNAL_ID

Numeric

Unique ID for the administration action type.

MAR_ACTION

ZC_EDIT_MAR_RSLT.NAME

Varchar

Name of the administration action type (e.g. given, new bag, etc.)

ORDER_ERX_ID

CLARITY_MEDICATION.NAME

Numeric

Unique medication identifier for the drug administered.

ORDER_MED_NAME

CLARITY_MEDICATION.MEDICATION_NAME

Varchar

Drug name for the drug that was administered.

ADMIN_AMT

MAR_ADMIN_INFO.SIG

Numeric

The amount of drug administered.

ADMIN_UNIT

ZC_MED_UNIT.NAME

Varchar

The unit of measure for the amount of drug documented.

ROUTE_ID

ZC_ADMIN_ROUTE.INTERNAL_ID

Numeric

Unique ID for the route of administration.

ROUTE

ZC_ADMIN_ROUTE.NAME

Varchar

Name of the route of administration.

DRUG_CLASS

ZC_DEA_CLASS_CODE.NAME

Varchar

Pharmaceutical drug class of medication.

IS_MIXTURE

when MIX.NAME is not NULL then ‘Y’ else ‘N’

Boolean

Y or N

Indicates whether the ORDER_ERX_ID is a mixture.

COMPONENT_ERX_ID

CLARITY_MEDICATION.MEDICATION_ID

Numeric

The unique identifier for the component drug of the mixture.

COMPONENT_NAME

CLARITY_MEDICATION.NAME

Varchar

The name of the component drug in the mixture.

COMPONENT_ADMIN_AMT

ORDER_MEDMIXINFO.MIN_CALC_DOSE_AMT

Numeric

The amount of the component drug administered.

COMPONENT_ADMIN_UNIT

ZC_MED_UNIT.NAME

Varchar

The unit of measure for the amount of component drug documented.

COMPONENT_DRUG_CLASS

ZC_DEA_CLASS_CODE.NAME

Varchar

Pharmaceutical drug class of component drug

Provider Information

Output Column Name

Clarity Table.Column Name

Data Type

Format

Description of Data Element

USER_ID

CLARITY_EMP.USER_ID

Varchar

Epic user ID of the provider that administered.

USER_LOGIN

CLARITY_EMP.SYSTEM_LOGIN

Varchar

Provider user ID shared with ADS.

USER_NAME

CLARITY_SER.PROV_NAME

Varchar

Name of the provider that administered.

USER_ROLE

ZC_PROV_TYPE.NAME

Varchar

Provider’s role at the time they administered the medication.

NPI_NUM

CLARITY_SER2.NPI

Numeric

Provider’s NPI number.

DEA_NUM

CLARITY_SER.DEA_NUMBER

Numeric

Provider’s DEA number.

SEC_USER_ID

MAR_ADMIN_INFO.SEC_USER_ID

Numeric

Secondary Provider’s user ID.

SEC_USER_LOGIN

CLARITY_EMP.SYSTEM_LOGIN

Varchar

Secondary Provider’s user ID shared with ADS.

SEC_USER_NAME

CLARITY_EMP.NAME

Varchar

Secondary Provider’s name. If a secondary provider is involved.

SEC_USER_ROLE

ZC_USER_TYPES.NAME

Varchar

Secondary Provider’s role.

ORD_SIGNED_USER_ID

ORDER_MED_ORD_CREATR_USER_ID

Numeric

Originally signed provider’s user ID.

ORD_SIGNED_USER_LOGIN

CLARITY_EMP.SYSTEM_LOGIN

Varchar

Shared identifier with ADS system.

ORD_SIGNED_USER_NAME

CLARITY_EMP.NAME

Varchar

Originally signed provider’s name.

ORD_SIGNED_USER_ROLE

ZC_USER_TYPES.NAME

Varchar

Originally signed provider’s role.

Dispense Information

Output Column Name

Clarity Table.Column

Date Type

Format

Description of Data Element

DISP_PHARM_ID

RX_PHR.PHARMACY_OD

Numeric

Unique ID of the pharmacy location from whence the drug was dispensed.

DISP_PHARMACY

RX_PHR.PHARMACY_NAME

Varchar

Name of the pharmacy location from whence the drug was dispensed.

DISP_TYPE

ZC_ORD_CNTCT_TYPE.NAME

Varchar

Order dispense type

Version Change Log

  • Version 5: Adjusted query header to include USER_LOGIN