Omnicell Data Extraction Instructions

[Deleted User]

Version: 1

Release Date: March 10, 2023

Introduction

This is the data specification and directions for accessing and automating the information ControlCheck (formally known as Bluesight for Controlled Substances) requires for Omnicell dispensing systems. ControlCheck utilizes a canned Omnicell report. Customers are strongly encouraged to used the canned report and follow the below steps provided as the fastest path to a compliant data feed. Customers may opt to author their own query to extract data a different way as long as the output meets the criteria provided by the canned Omnicell report. The customer is solely responsible for any issues involving a custom query or report.

ControlCheck ingests Omnicell data from hospitals along with administration data from the hospital’s electronic medical record. ControlCheck then compares the two sets of data to ensure that all dispenses of controlled substances have a corresponding administration for an equal amount. The data specification below is provided so that hospitals can create ControlCheck-compatible data loads for their dispensing data. If your hospital cannot meet the following data specification, please discuss with your implementation specialist or contact help@kitcheck.com.

File Transport

Omnicell files can be uploaded via the ControlCheck user interface, however, delivery over SFTP is highly preferred. File transfers should occur once per day, in the middle of the night, containing Omnicell data from the previous day.

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 ADC file(s) can be sent at least 30 minutes after the EMR file for optimized processing and data ingestion.

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

File Requirements

• Files must conform to RFC 4180 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_healthsystem_hospitalname_omnicell_dispensedate.xls

Pre-Implementation & Data Validation

During implementation, your implementation specialist will request a historical extract of data. This is a one-time request that will be manually uploaded into the application. The historical file upload would not depend on the SFTP being fully setup. Potentially some requirements may be different during testing/validation such as file size, naming, and date range.

Generating Omnicell Reports for Patient Care Module

Steps:

1. In Omnicenter, go to Administration, and selected ‘Scheduled Reports Setup’, click ‘continue’
2. In Scheduled Reports Setup screen, click ‘Add’

Under General

1. From General, enter file name in Description field (this will become the name of the exported file in the ‘outputs’ box
2. Select ‘Operational’ from the Report Type dropdown
3. Select ‘Transaction by Patient’ from the Report dropdown
4. Check the box ‘Attach report to emails as an Excel spreadsheet’ (uncheck other boxes, if needed)
5. Click ‘Add’ under the Outputs box
6. Scroll toward the bottom and select Export/Excel Spreadsheet, click ‘Add’, then close the ‘Please Choose’ window
7. In the Export Path field, enter the desired export path to the directory location of where the report is to be ‘dropped’. Can select location via ellipsis (...) to the right of the field, click ‘OK’

Under Report Setup

1. Click ‘Change’ next to ‘Schedule’ box to set up how often to run the report and at what time.
   1. In the Schedule Setup screen, click the calendar button next to the date.
   2. Set the parameters for the initial run of the report as follows:
      1. Date: enter first run date or click on calendar to ‘Select Range by’ Day or Hour radio buttons to set the day and time
         1. Day: check additional day(s) to run
         2. Hour: click the time of day to run the report; or can enter in the ‘Run Times’ box on the Schedule Setup screen
         3. Click ‘OK’ to exit ‘Select a date’ box
      2. Repeat Rate: set the frequency of automated report
         1. Select Daily
         2. Click ‘OK’
2. Click ‘Change’ next to the ‘Date Range’ box to set up the time period for the report to pull data when it runs
   1. In the Date Range Setup box, click the From radio button. Click the beginning date of the range on the calendar. Click the Through radio button. Click the last day, inclusive, of the report range on the calendar.
      1. Review the dates as displayed in the Date Range data fields below.
      2. Click OK.
3. Click ‘Change’ next to ‘Parameters’ box, to select parameters for the automated report, click ‘OK’
4. Once the Schedule Reports Setup is complete, click ‘Save’

Generating Omnicell Reports for Pharmacy Module

Transaction Details by Item report should be filtered to just the Omnicell CSM locations to prevent duplicate records being sent.

*Note: Users often pull the "Transactions by Item/Procedure" report. This is not the same/correct report to generate. ControlCheck would need the Transaction Details by Item report.