General Data Specification for Non-Supported EMR Systems

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Leslie James
Leslie James Posts: 325 admin

Version: 1

Introduction

This is the generic data specification for the information ControlCheck (formally known as Bluesight for Controlled Substances) requires for administration data coming from an EMR systems. ControlCheck ingests Administration data from hospitals along with 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.

ControlCheck officially supports Epic, Cerner and MediTech for which there are individual data specifications. The data specification below is provided so that hospitals can create ControlCheck-compatible data loads for their administration data. If your hospital cannot meet the following data specification, please discuss with your implementation specialist or contact help@kitcheck.com.


💡 Note: ControlCheck’s ability to troubleshoot unsupported EMR data loads is limited and we offer no guarantee that ControlCheck will work as intended using data from said EMR.

File Transport

EMR 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 Administration data from the previous day. Data dumps should be scheduled after any ETL process has been completed which may cause delays for when events are available for reconciliation in the ControlCheck platform.

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 certain use cases that would require including multiple facilities. Discuss with your implementation specialist before finalizing hospital groupings.


💡 Pre-Implementation & Data Validation File: 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.

File Requirements

  • Files must be formatted as .csv that 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_IDNname_hospitalname_EMRname_admindate.csv
  • Output column headers 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. https://www.rfc-editor.org/rfc/rfc4180

Data Fields

Output Column Name

Required

Data Type

Formating

Description

FACILITY_NAME

Y

String

N/A

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

LOCATION_NAME

Y

String

N/A

The name of the location within the facility in which the medication was administered.

PAT_NAME

Y

String

“Last Name, First Name” (includes quotes)

Name of the patient receiving the medication.

PAT_MRN_ID

Y

Numeric

N/A

Unique Medical Record Number patient identifier for the patient receiving the medication.

PAT_CSN_ID

Y

Numeric

N/A

Unique ID of that patient encounter/visit number associated with the administration (i.e. financial information number).

ORDER_ID

Y

Numeric

N/A

The unique ID for the order associated with the administration. Can be blank for procedural areas.

GIVEN_TIME

Y

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.

DRUG_NAME

Y

Varchar

Molecule(s), Concentration, Form Factor

Drug name for the drug that was administered. Should include molecule(s), concentration, and form factor.

DRUG_ID

Y

String

N/A

Unique medication identifier for the drug administered.

ADMIN_AMT

Y

Numeric

N/A

The amount of drug administered.

ADMIN_UNIT

Y

Varchar

N/A

The unit of measure for the amount of drug documented.

USER_ID

Y

String

N/A

System login ID of the provider that administered the medication.

USER_NAME

Y

String

“Last Name, First Name” (includes quotes)

Name of the provider that administered the medication.

USER_ROLE

Y

String

N/A

Role of the provider that administered the medication. https://en.wikipedia.org/wiki/ISO_8601

Comments

  • Chardy
    Chardy Posts: 30 ✭✭
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    I was hoping to get some clarification on one of the data points (DRUG_NAME). For this field which of the following examples best meets the requirement:

    • Fentanyl 100mcg, 50mcg/ml, vial
    • Fentanyl, 50mcg/ml, vial

    Essentially does the total amount of the product need to be included? I would assume so, but the description does not indicate that.