Followup

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== OVERVIEW ==
+
= '''OVERVIEW''' =
 +
 
 +
* NOTE: this documentation is for the Caisis v5 Follow Up Module.
The Follow Up Module currently supports two Prostate Quality of Life Surveys:
The Follow Up Module currently supports two Prostate Quality of Life Surveys:
     •  The EPIC-26 Short Form
     •  The EPIC-26 Short Form
-
    •  Three versions of the RAND: 
 
 +
    •  Three versions of the RAND: 
         1.  Pre-Treatment
         1.  Pre-Treatment
         2.  Early Post Treatment  
         2.  Early Post Treatment  
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== SETUP/REQUIREMENTS ==
+
= '''SETUP/REQUIREMENTS''' =
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== '''''Patient Status''''' ==
+
 
 +
== ''Patient Status'' ==
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'''''Patient Data'''''
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== ''Patient Data'' ==
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Both the Batch Print Surveys and Batch Print Letters interfaces have “Procedure” dorp downs.  To filter the Procedures that show up in the drop downs and ensure that only relevant procedures are queried for follow up, tag the ProcName lookup code with:
+
Both the Batch Print Surveys and Batch Print Letters interfaces have “Procedure” drop downs.  To filter the Procedures that show up in the drop downs and ensure that only relevant procedures are queried for follow up, tag the ProcName lookup code with:
     • Attribute = "DefaultModule", Value = "FollowUp"
     • Attribute = "DefaultModule", Value = "FollowUp"
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In addition, the Doctor name at bottom of a Follow Up Letter  also comes from most recent "Treating" physician . The Patient's title comes from first the patient "Title" field.  However, if blank, then based on “Gender” field (Ms./Mr.).  If also blank, then the patient’s “First Name” is used with no title.  All else, left blank.
In addition, the Doctor name at bottom of a Follow Up Letter  also comes from most recent "Treating" physician . The Patient's title comes from first the patient "Title" field.  However, if blank, then based on “Gender” field (Ms./Mr.).  If also blank, then the patient’s “First Name” is used with no title.  All else, left blank.
-
 
+
== ''Survey Data'' ==
-
'''''Survey Data'''''
+
Survey Electronic data capture forms are driven from Survey Meta data. Survey Names must NOT be changed.  
Survey Electronic data capture forms are driven from Survey Meta data. Survey Names must NOT be changed.  
 +
= '''SURVEYS''' =
-
== SURVEYS ==
 
-
'''''Overview'''''
+
== ''Overview'' ==
 +
 
Surveys can be either Pre-Op (before scheduled surgery) or Post-Op (after scheduled surgery) surveys.  Some sending rules apply to both Pre- and Post-Op surveys, while others are specific to the type of survey.
Surveys can be either Pre-Op (before scheduled surgery) or Post-Op (after scheduled surgery) surveys.  Some sending rules apply to both Pre- and Post-Op surveys, while others are specific to the type of survey.
-
'''''Rules for Sending All Surveys''''':
+
== ''Rules for Sending All Surveys'' ==
 +
 
     • Do not show deceased patients (have DeathType or DeathDate in the Patient table)
     • Do not show deceased patients (have DeathType or DeathDate in the Patient table)
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'''''Rules for Sending PRE-OP Surveys''''':
+
== ''Rules for Sending PRE-OP Surveys'' ==
-
    • DUE_DATE is 14 days prior to scheduled surgery
 
-
     • Patient should be sent survey if all the following are true:
+
     • DUE_DATE is 14 days prior to scheduled surgery. PROCESSING_DATE is the date specified on the Batch Print interface.
-
          o Processing Date  >  (DUE_DATE -  30 days)
+
-
          o Processing Date <  SCHEDULED_SURGERY_DATE
+
-
          o Pre Op Survey has not been sent before
+
-
          o If Pre-Op Survey was sent before, make sure it was not 14 days or less ago
+
 +
    • Patient should be sent survey if ALL the following are true:
 +
          o PROCESSING_DATE  >  (DUE_DATE  -  30 days)
 +
          o PROCESSING_DATE  <  SCHEDULED_SURGERY_DATE
 +
          o Pre Op Survey has NOT been sent before
 +
          o Pre-Op Survey HAS been sent, but was sent more than 14 days ago
 +
 +
== ''Rules for Sending POST -OP Surveys'' ==
-
'''''Rules for Sending POST -OP Surveys''''':
 
     • The Post-Op Survey send timeframes can be seen below, where  
     • The Post-Op Survey send timeframes can be seen below, where  
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           o  column 2 (DAYS_PRIOR) is the number of days prior to the due date the survey is available to be sent (i.e., 21 days before due date, 30 days before due date, etc.) :
           o  column 2 (DAYS_PRIOR) is the number of days prior to the due date the survey is available to be sent (i.e., 21 days before due date, 30 days before due date, etc.) :
                                         { 1, 21 }
                                         { 1, 21 }
-
                                         { 3, 30 }
+
                                         { 3, 21 }
-
                                         { 6, 45 }
+
                                         { 6, 21 }
-
                                         { 12, 60 }
+
                                         { 12, 21 }
-
                                         { 18, 75 }
+
                                         { 18, 30 }
-
                                         { 24, 75 }
+
                                         { 24, 30 }
-
                                         { 30, 75 }
+
                                         { 30, 30 }
-
                                         { 36, 75 }
+
                                         { 36, 30 }
-
                                         { 48, 75 }
+
                                         { 48, 30 }
-
                                         { 60, 75 }
+
                                         { 60, 30 }
-
     • DUE_DATE =  (SCHEDULED_SURGERY_DATE + MONTH_VALUE)
+
     • DUE_DATE =  (SCHEDULED_SURGERY_DATE + MONTH_VALUE).  PROCESSING_DATE is the date specified on the Batch Print interface.
-
     • Patient should be sent survey if all the following are true:
+
     • Patient should be sent survey if ALL the following are true:
-
           o  Processing Date  >= (DUE_DATE  -  DAYS_PRIOR )  
+
           o  PROCESSING_DATE >= (DUE_DATE  -  DAYS_PRIOR )  
-
           o  Processing Date <= (DUE_DATE  +  15 days)
+
           o  PROCESSING_DATE <= (DUE_DATE  +  15 days)
-
           o  Post-Op Survey has not been sent before
+
           o  Survey has not been sent before
 +
          o  At least 1 of the previous 3 surveys have been sent AND received
 +
= '''LETTERS''' =
-
== LETTERS ==
 
-
'''''Overview'''''
+
== ''Overview'' ==
-
Once a patient has been sent a survey, if it has not been received (scored)within the allotted timeframe rules, a patient may be qualified to receive a follow up letter.  For
 
-
now, the same follow up letter is sent, regardless of the type of survey sent (“EPIC” or “RAND”) or the survey version (“Pre-Op” or “Post-Op”).
 
-
   
+
Once a patient has been sent a survey, if it has not been received (scored) within the allotted time frame rules, a patient may be qualified to receive a follow up letter. For now, the same follow up letter is sent, regardless of the type of survey sent (“EPIC” or “RAND”) or the survey version (“Pre-Op” or “Post-Op”).
-
'''''Rules for Sending Letters''''':
+
 
 +
== ''Rules for Sending Letters'' ==
 +
 
     • Do not show deceased patients (have DeathType or DeathDate in the Patient table)
     • Do not show deceased patients (have DeathType or DeathDate in the Patient table)
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     • Only show patients if their "Contact Status" on the Demographics form is set to "RAND Survey" or "EPIC-26 Survey" (Patients.PtContactStatus field)
     • Only show patients if their "Contact Status" on the Demographics form is set to "RAND Survey" or "EPIC-26 Survey" (Patients.PtContactStatus field)
-
     • SENT_DATE is the date the survey was sent (process date) to the patient
+
     • SENT_DATE is the date the survey was sent to the patient.  PROCESSING_DATE is the date specified on the Batch Print interface.
-
     • Patient should be sent letter if all the following are true:
+
     • Patient should be sent letter if ALL the following are true:
-
           o  Processing Date  > (SENT_DATE 20 days)
+
           o  PROCESSING_DATE > (SENT_DATE + 20 days)
           o  Follow up letter has NOT been sent before
           o  Follow up letter has NOT been sent before
 +
 +
= '''REPORTS''' =
 +
 +
 +
 +
== ''Overview'' ==
 +
 +
 +
Reports of surveys/letters sent and received can be printed and/or exported to excel.  There are three types of surveys that can be created:
 +
 +
    • A Follow Up History report that shows the survey/letter sent and received history for all patients.
 +
    • A Scored Survey Data report that shows the scores for every survey, broken down into general sections.
 +
    • A Raw Survey Data report that shows the scores for every survey, broken down into each question of the survey.
 +
 +
= '''PENDING FIXES/ KNOWN ISSUES''' =
 +
 +
 +
    • Formatting may be off when printing Forms in FireFox.
 +
 +
    • If a Scored Survey record is deleted, then currently the relationship to the action item, in the related records table,  is left behind.
 +
 +
    • Follow Up Letters do not expire. For instance, if survey is never received, then Follow up letter will continue to appear in list until it is sent.

Current revision as of 15:01, 12 February 2013

Contents

OVERVIEW

  • NOTE: this documentation is for the Caisis v5 Follow Up Module.

The Follow Up Module currently supports two Prostate Quality of Life Surveys:

    •  The EPIC-26 Short Form
    •  Three versions of the RAND:   
       1.  Pre-Treatment
       2.  Early Post Treatment 
       3.  Late Post Treatment

Patients are followed 30 days prior to scheduled surgery, then 1, 3, 6, 12, 18, 24, 30, 36, 48, and 60 months after surgery.


SETUP/REQUIREMENTS

Patient Status

Patients are designated for Follow Up on the Demographics form of the Patient Data Section using the Patient Contact Status field. Drop downs in that field use the PtContactStatus lookup code. Two new PtContactStatus lookup code values are needed:

    •  "EPIC-26 Survey"
    •  "RAND Survey"

On the Batch Print Surveys Interface, the "Patient Contact Type" drop down options are PtContactStatus lookup codes tagged with:

    •  Attribute =  "FollowUpType", Value =  "Survey"

(On the Batch Print Letters interface, the corresponding drop down is “Survey Type”, which is also driven by the PtContactStatus lookup code)


Patient Data

Both the Batch Print Surveys and Batch Print Letters interfaces have “Procedure” drop downs. To filter the Procedures that show up in the drop downs and ensure that only relevant procedures are queried for follow up, tag the ProcName lookup code with:

    •	Attribute = "DefaultModule", Value = "FollowUp"

(i.e., assign the attribute to "RP" if tracking Prostatectomy patients)

Many queries in the Follow Up return a "Treating Physician" field. This is the most recently added physician for the patient with a Role of "Treating", specified on the Patient Physician form in the Patient Data Section.

In addition, the Doctor name at bottom of a Follow Up Letter also comes from most recent "Treating" physician . The Patient's title comes from first the patient "Title" field. However, if blank, then based on “Gender” field (Ms./Mr.). If also blank, then the patient’s “First Name” is used with no title. All else, left blank.

Survey Data

Survey Electronic data capture forms are driven from Survey Meta data. Survey Names must NOT be changed.


SURVEYS

Overview

Surveys can be either Pre-Op (before scheduled surgery) or Post-Op (after scheduled surgery) surveys. Some sending rules apply to both Pre- and Post-Op surveys, while others are specific to the type of survey.


Rules for Sending All Surveys

    •	Do not show deceased patients (have DeathType or DeathDate in the Patient table)
    •	Only show patients if their "Contact Status" on the Demographics form is set to "RAND Survey" or "EPIC-26 Survey" (Patients.PtContactStatus field)
    •   For " SCHEDULED_SURGERY_DATE " we are only checking the Procedure table for a ProcDate in the future (ProcDate > processDate)
    •	For " SCHEDULED_SURGERY_DATE " we are NOT checking that Pending is true


Rules for Sending PRE-OP Surveys

    •	DUE_DATE is 14 days prior to scheduled surgery.  PROCESSING_DATE is the date specified on the Batch Print interface.
    •	Patient should be sent survey if ALL the following are true:
         o	PROCESSING_DATE   >  (DUE_DATE  -   30 days)
         o	PROCESSING_DATE   <   SCHEDULED_SURGERY_DATE
         o	Pre Op Survey has NOT been sent before 
         o	Pre-Op Survey HAS been sent, but was sent more than 14 days ago

Rules for Sending POST -OP Surveys

    •	The Post-Op Survey send timeframes can be seen below, where 
         o  column 1 (MONTH_VALUE)is the number of months after surgery the survey is for (i.e., 1-month survey, 3-month survey, 6-month survey, etc.) 
         o  column 2 (DAYS_PRIOR) is the number of days prior to the due date the survey is available to be sent (i.e., 21 days before due date, 30 days before due date, etc.) :
                                       { 1, 21 }
                                       { 3, 21 }
                                       { 6, 21 }
                                       { 12, 21 }
                                       { 18, 30 }
                                       { 24, 30 }
                                       { 30, 30 }
                                       { 36, 30 }
                                       { 48, 30 }
                                       { 60, 30 }
    •	DUE_DATE =  (SCHEDULED_SURGERY_DATE + MONTH_VALUE).  PROCESSING_DATE is the date specified on the Batch Print interface.
    •	Patient should be sent survey if ALL the following are true:
         o  PROCESSING_DATE >= (DUE_DATE  -  DAYS_PRIOR ) 
         o  PROCESSING_DATE <= (DUE_DATE  +  15 days)
         o  Survey has not been sent before
         o  At least 1 of the previous 3 surveys have been sent AND received

LETTERS

Overview

Once a patient has been sent a survey, if it has not been received (scored) within the allotted time frame rules, a patient may be qualified to receive a follow up letter. For now, the same follow up letter is sent, regardless of the type of survey sent (“EPIC” or “RAND”) or the survey version (“Pre-Op” or “Post-Op”).

Rules for Sending Letters

    •	Do not show deceased patients (have DeathType or DeathDate in the Patient table)
    •	Only show patients if their "Contact Status" on the Demographics form is set to "RAND Survey" or "EPIC-26 Survey" (Patients.PtContactStatus field)
    •	SENT_DATE is the date the survey was sent to the patient.  PROCESSING_DATE is the date specified on the Batch Print interface.
    •	Patient should be sent letter if ALL the following are true:
         o  PROCESSING_DATE > (SENT_DATE + 20 days)
         o  Follow up letter has NOT been sent before

REPORTS

Overview

Reports of surveys/letters sent and received can be printed and/or exported to excel. There are three types of surveys that can be created:

    •	A Follow Up History report that shows the survey/letter sent and received history for all patients.
    •	A Scored Survey Data report that shows the scores for every survey, broken down into general sections.
    •	A Raw Survey Data report that shows the scores for every survey, broken down into each question of the survey.

PENDING FIXES/ KNOWN ISSUES

    •	Formatting may be off when printing Forms in FireFox.
    •	If a Scored Survey record is deleted, then currently the relationship to the action item, in the related records table,  is left behind.
    •	Follow Up Letters do not expire. For instance, if survey is never received, then Follow up letter will continue to appear in list until it is sent.
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