hsx clinical data repository (cdr) query portal user guide · hsx clinical data repository (cdr)...

HSXClinicalDataRepository(CDR)QueryPortalUserGuide

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ThisdocumentexplainshowtousetheHSXQueryPortalinordertoaccesstheCDR.

TableofContents

REQUESTINGNEWUSERACCOUNTS: 3

DEACTIVATINGUSERACCOUNTS: 3

MAKINGCHANGESTOEXISTINGUSERACCOUNTS: 3

PASSWORDEXPIRATION: 3

ACCOUNTLOCKOUTS: 3

AUDITANDMONITORING: 4

HSXSUPPORT: 4

LOGGINGIN: 5

LOGGINGOUT: 5

CHANGINGYOURPASSWORD: 6

FORGOTYOURPASSWORD: 8

FORGOTUSERNAME: 9


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HOWTOCONDUCTAPATIENTSEARCH: 10

USINGFIRSTNAME,LASTNAME,GENDERANDDATEOFBIRTHFORPATIENTLOOK-UP: 10USINGAHOSPITALMRNFORPATIENTLOOK-UP: 11

VIEWINGRESTRICTEDDATA: 13

DOWNLOADINGACONTINUITYOFCAREDOCUMENT(CCD): 16

DOWNLOADINGASUMMARYPDF: 17

CONFIGURINGTHELAYOUTOFCLINICALINFORMATION: 18


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RequestingNewUserAccounts:HSXasksthateachorganizationcontractedtoaccesstheCDRidentifyanEntitySecurityAdministrator(ESA)whowillbetheonlypersonabletorequestnewaccounts.TheCDRQueryPortalAccessRequestFormlinkcanbefoundintheCDRsectionofhttps://hie.hsxsepa.org.OncetheESAsubmitsarequestform,HSXwillcreateaccountswithinthreebusinessdaysandscheduletraining.WhilecompletingtheCDRQueryPortalAccessRequestForm,theESAwillbeaskedwhatroleeachrequesteduserholdsintheorganization.TheserolesrelatetothepermissionsusershavesetupwithintheCDR.MoreinformationabouttheCDRQueryPortalUserrolescanbefoundintheCDRsectionofhttps://hie.hsxsepa.org.

DeactivatingUserAccounts:TheESAistheonlypersonwhocanrequestthatuseraccountsbedeactivated.Theserequestsshouldbeemailedtosupport@hsxsepa.orgwithinonebusinessdayofausernotneedinganactiveaccountwithintheorganization.HSXSupportwillconfirmwiththeESAwhenaccountshavebeendeactivated,whichwillbewithin24hoursoftherequest.

MakingChangestoExistingUserAccounts:TheESAistheonlypersonwhocanrequestotherchangestouseraccounts.Theserequestsshouldbeemailedtosupport@hsxsepa.orgwhentheneedforchangesarises.HSXSupportwillconfirmwiththeESAwhentherequestedchangeshavebeenapprovedandmade.

PasswordExpiration:Every90days,alluserswithaccesstotheCDRwillbepromptedtochangetheirpasswords.Usersareunabletousethesamepasswordtologinmorethanonce.

AccountLockouts:UserswillneedtocallHSXSupportat(855)479-7372iftheyarelockedoutoftheirCDRaccounts.Sixfailedattemptstologintoanaccountwillautomaticallylockit.


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AuditandMonitoring:HSXconductsroutineauditsofuserswhohaveaccesstotheCDRjnaccordancewiththeHSXAuditandMonitoringPolicy,whichcanbefoundonhttps://www.hsxsepa.org/policies.Examplesofinappropriateactionsforsearchthatcouldresultinhavingauseraccountrevokedareasfollows:

• Unauthorizedaccesstodatafornon-permittedpurposessuchasalicensedprofessionallookingupinformationonindividualsforwhomthereisnotreatmentrelationship.

• Userslookingatconfidentialinformationinanon-emergencysituationwithoutpatientconsent.

Anyaccountsthathavenotbeenusedfor90dayswillbesetasinactive.Ifyourorganizationhasuseraccountsthathavenotbeenusedwithina90-dayperiod,HSXwillnotifytheorganization’sESA.TheESAwillneedtoconfirmwhetherornottheuseraccountsshouldremainactiveorbeinactive.

HSXSupport:Ifyouneedassistance,pleasecontactHSXSupportat(855)479-7372duringbusinesshours(8:30amto5:00pm)[email protected].


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Loggingin:

1. Gotoquery.hsxsepa.org2. EnterthelogincredentialsprovidedtoyoubyHSX.3. ClickLogin.

*Note:IftheuserisnotactivelyusingtheCDRfor15minutes,theuserwillbeloggedoutofthesystem.

LoggingOut:

1. TologoutoftheCDR,click“SignOut”intheupperrightcorner.


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ChangingYourPassword:

1.Clickonyourusernameinthetoptoolbar.2. “Settings”willappearfromthedropdown3. menu.4. Click“Settings”.5. Youwillberedirectedtothisscreen.6. Click“ChangeMyPassword”ontheleft

sideofthescreen.


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ChangingYourPassword(cont’d.)

7. A“ChangePassword”boxwillappearonthescreen.

8. Entercurrentpassword.9. Enteryournewpasswordonceandthenenter

yournewpasswordagaintoconfirmit.10. Click“Submit”.11. Yourpasswordwillbechanged.


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ForgotYourPassword:

1. Fromtheloginscreen,click“ForgotPassword?”.

Youwillberedirectedtothisscreen.

2. EnteryourusernameforyourHSXCDRaccount.

3. Click“Submit”.

AnemailwillbesenttotheemailaddressregisteredwithyourHSXCDRaccount.


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ForgotUsername:

1. Fromtheloginscreen,click“ForgotUsername?”.

Youwillberedirectedtothisscreen.

2. EntertheemailaddressthatisregisteredtoyourHSXCDRaccount.

3. Click"Submit”.AnemailwillbesenttoyourregisteredHSXCDRemailcontainingyourusername.


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HowtoConductaPatientSearch:

1. Afterlogginginsuccessfully,youwillberedirectedtothispage.

2. Inordertolookupapatient,youarerequiredtoentereither:• FirstName,LastName,Gender

ANDDateofBirthOR• PatientID

*Note:ThepatientIDistypicallythepatient’smedicalrecordnumber(MRN)fromaHSX-participatinghospital.UsingFirstName,LastName,GenderandDateofBirthforPatientLook-Up:

• Enterthepatient’sfirstname,lastname,gender,anddateofbirthinappropriatefields.

• Click“Submit”.


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HowtoConductaPatientSearch(cont’d.)UsingFirstName,LastName,GenderandDateofBirthforPatientLook-Up(cont’d.)• Whenusingfirstname,lastname,gender,and

dateofbirthtosearchforapatient,allpatientdemographicsmustbecorrecttomatchwithcorrectpatient.

• Ifanyofinformationisincorrect,thepatientwillnotbefoundintheCDR.

UsingaHospitalMRNforPatientLook-Up:

• EntertheappropriatePatientID.• Click“Submit”.


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HowtoConductaPatientSearch(cont’d.)

3. Whenpatientinformationisenteredcorrectly,youwillberedirectedtothisscreen.

4. Thecorrespondingpatientwillappear.5. Clickonthepatient’snametoview

patient’sclinicalinformation.

6. Whenyouclickonthepatient’sname,patientclinicalinformationwillbedisplayedinthesummarytab.

7. Clickonanentryunderacategorytoviewmoreinformation.

CDRContentExample:IfyouwanttoviewAmbulatoryEncounters,click“Mar19RoutineAdmission”.


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CDRContentExample(cont’d.)Moredetailedinformationabouttheselectedambulatoryencounterforthepatientwillbedisplayed.

ViewingRestrictedData:

1. Ifapatient’sclinicalrecordcontainsrestricteddata,youwillbenotifiedwhenyoufirstviewthepatient’sinformation.

2. OnlyClinicalUsers,suchasLicensedProviders(e.g.MD/DO/NP)orOtherLicensedProfessionals(e.g.PA-C/MA/RN/LPN/CNA/CNM),havetheabilitytoviewrestricteddatafortreatmentpurposes.


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ViewingRestrictedData(cont’d.)

3. Thetabwiththered“V”andclosedlock

indicatesthatthereisrestricteddatawithinthepatient’srecord(e.g.Conditions)

4. Restricteddatacanonlybeviewedifitisunlocked.

5. Inordertoviewtherestricteddata,youmust

click“UnlockConfidentialData”eitherontheboxatthetopofthescreenorclicking‘UnlockConfidentialData’ontheleftsidemenu.


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ViewingRestrictedData(cont’d.)6. Afterselectingtounlockconfidentialdata,abox

willappearonthescreen.Select“RestrictedandVeryRestrictedData”andindicatethereasonforaccessingtherestricteddata.

7. Click“Save”.

8. Theopenedlockindicatesthattheconfidentialdataisunlockedandcannowbeviewed.


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DownloadingaContinuityofCareDocument(CCD):

1. Fromthepatient’ssummarytab,click“DownloadCCD”fromthe“PatientActions”boxontheleftsideofthescreen.

2. A“DownloadCCD”boxwillappearonthescreen.3. EntertheStartDateandEndDatebetweenwhich

youwanttoreceiveinformationinaCCDfromtheCDR.

4. Click“Download”.

*Note:OnlyselectusershavetheabilitytodownloadinformationfromtheCDR.


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DownloadingaSummaryPDF:

1. Fromthepatient’ssummarytab,click“DownloadSummaryPDF”fromthe“PatientActions”boxontheleftsideofthescreen.

2. Inyourinternetbrowser,anothertabshouldopenwithasummaryofwhat’scontainedintheHSXCDRforthepatient.

*Note:OnlyselectusershavetheabilitytodownloadinformationfromtheCDR.


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ConfiguringtheLayoutofClinicalInformation:

1. Tochangethelayoutofclinicalinformationthatisbeingdisplayedinthesummarytab,click“ConfigureLayout”ontheleftsideofthescreen.

2. A“ConfigureLayout”boxwillappearonscreen.

3. Tocustomizetheorderoftheclinicalsections,clickanddragtheclinicalheadingstotheboxeswhereyouwantthemtoappearonthesummarytabwhenyoulogin.

4. Click“Submit”tosavechanges.


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ConfiguringLayout(cont’d.)

1. Puttingmorethan2clinicalheadingsinoneboxwillmakethemappearlikeatabbedfolderonthesummarytab.

2. Oncechangesaresubmitted,theconfigurationwillbesavedforfutureuse.

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