The UUHSC EDW database contains a number of records that are classified as "encounters." Essentially these are records of any interaction the patient has had with the University Health Care system. Many of these will qualify as medical events that are of interest to HCI clinicians and researchers, so data from these encounters can be imported automatically as medical events in CCR. Most of the time, this will be done within the Worklist module as a part of the normal process of checking potentially useful EDW records for adding to CCR — see New Data for Existing Cancer Group Patients. However, when working with a patient record, you can also view the list of encounters associated with the patient in the UUHSC database and import the data for any of those encounters into that patient record.

To review a patient's UUHSC Encounters for importing as medical events:

1. Open the patient detail record for the patient in question. See Viewing/Editing a Patient Record for instructions on how to do this.

2. Select the Medical Events tab.

3. Select UUHSC-UUHSC Encounter Review from the menu bar at the top of the patient detail window. The UUHSC Encounter and Clinical Record Review window will open.

4. Select a date in the Review From field in the Step 1 — Recall UUHSC Encounters for Review data group to indicate the earliest date from which you would like to review encounters from the EDW.

5. Click the Recall UUHSC Encounters for Review button to initiate the search of the EDW for applicable encounters. The results grid in Step 2 — Select Encounters to link as new Medical Events will be populated with encounters that have occurred since the date selected in step 4 above.

6. Select any encounter that you wish to import by clicking on it in the grid. The selected encounter will be highlighted in yellow.

You can see the details of any encounter to determine if you want to import it by double-clicking on that encounter in the grid. When you do this, the UUHSC Encounter Detail window will open for that encounter, displaying more information about the encounter.

You may select multiple encounters to import at the same time by holding down the CTRL key on your keyboard and clicking on each of the encounters to be imported; however, all of the selected encounters will be imported as the same type of medical event, so you should not select multiple encounters that ought to be entered into CCR as different kinds of medical events.

7. Select the kind of medical event you want the encounter imported as using the Select a Medical Event Type drop-down field in the Step 3 — Select the Medical Event Type and click the button to create the new Medical Events data group.

8. Click on the Link Selected as Medical Event button. A confirmation dialog window will open asking you to confirm that you really want to create medical events of the type you specified in step 7 above from the encounter(s) selected in step 6. Show me this confirmation dialog window.

9. Click Yes to confirm that you want to create the indicated medical events. The dialog will close and the new medical event(s) will be created and will appear in the Medical Events List grid on the Medical Events tab of the patient detail window.

Medical events added in this manner will appear in green letters on the Medical Events List grid signifying that the record is incomplete until you or someone else has opened the medical event record to add the additional medical event data that cannot be imported from the UUHSC database.

7. Repeat steps 6 through 9 — or 4 through 9 if the dates to import from are different — to import any other types of medical events that you wish to create from UUHSC encounters.

8. When you have created all of the medical events from UUHSC encounters that you wish to create for this patient, close the UUHSC Encounter and Clinical Record Review window by clicking on the close button in the upper right corner of the window.

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Research Informatics Director
Andrew Post, MD, PhD

Research Informatics Associate Director
Shirleen Hewitt, DBA


HCI Senior Director Oversight
Aik Choon Tan, PhD

Faculty Advisory Committee Chair
Aik Choon Tan, PhD

Faculty Advisory Committee Members
HCI Research Executive Committee