Healthdata.be applications such as HD4DP v2 and healthstat.be process sensitive personal information. Therefore, strictly controlled processes are used to grant access to these applications. The Entity Access Management (EAM) portal of healthdata.be facilitates these processes.

Make sure to use the current version of the EAM system. The relevant user documentation can be found here.

This documentation is being updated regularly. We try to provide as correct, complete and clear as possible information on these pages. Nevertheless, if you see anything in the documentation that is not correct, does not match your experience or requires further clarification, please create a support ticket via our portal (https://healthdatabe.atlassian.net/servicedesk/customer/portals) or send us an e-mail via support.healthdata@sciensano.be to report this documentation issue. Please, do not forget to mention the URL or web address of the page with the documentation issue. We will then adjust the documentation as soon as possible. Thank you!

When logged in, you will see the Welcome page. In the left dark blue menu you can see all the study programs and projects you have access to.

When you select the study program Sentinel Laboratories Infection Diseases, you can see the study project Epilabo.

Select the study project Epilabo.

You will see that the study project Epilabo consists of 1 section: Clinical biology - Laboratory Test Results.

This documentation is being updated regularly. We try to provide as correct, complete and clear as possible information on these pages. Nevertheless, if you see anything in the documentation that is not correct, does not match your experience or requires further clarification, please create a support ticket via our portal (https://healthdatabe.atlassian.net/servicedesk/customer/portals) or send us an e-mail via support.healthdata@sciensano.be to report this documentation issue. Please, do not forget to mention the URL or web address of the page with the documentation issue. We will then adjust the documentation as soon as possible. Thank you!

To create a registration for the study project Epilabo, select "Clinical biology - Laboratory Test Result" in the dark blue left menu.

You will see the number of versions of this study section. In this case the third version: v1.

When you select the highest version of this study section for the first time, you will see an empty overview table in the main part of your screen. The table contains, among others, the following items: Registration ID, Progress, Author, Co-author, Unique ID, Business key, Registration code, National registry ID of the patient...

NOTE:

The study section is not always available in the selected language. In that case the text frame pictured below covers the language selection buttons. It automatically disappears after a few seconds.

You will have to select now the desired language with one of the other language buttons:
NL for Dutch, FR for French or EN for English.

In the top right corner of the screen you can find a green button "+ New registration". Click this button.

After clicking the "+ New registration" button the main screen will be replaced by two sections: a study form in the middle of the screen and a table of contents on the right-hand side of the screen.

By completing the study form you will create a registration for the respective study project.

Table of contents

The Table of contents indicates which sections you must complete. You can also use the table of contents to navigate through the study form: clicking on a section in the table of contents will take you to this section in the study form.

Progress

By selecting the tab "Progress" on the right-hand side of the screen, the table of contents will be replaced by a progress bar and a list of open validation errors).

You can use the list of open validation errors to navigate through the study form: selection of a validation error in the list will take you to this section in the study form.

When the study form is completed and there are no validation errors, you can save or submit this registration: Save or Submit. Notice that the Submit button is in clear green.

When the study form is completed but there are validation errors, you can save but not submit this registration: Save but not submit. Notice that the Submit button is in dim green.

When the study form is saved or submitted, the screen switches to the overview table. Note, this table is no longer empty but shows the saved or submitted registration.

This documentation is being updated regularly. We try to provide as correct, complete and clear as possible information on these pages. Nevertheless, if you see anything in the documentation that is not correct, does not match your experience or requires further clarification, please create a support ticket via our portal (https://healthdatabe.atlassian.net/servicedesk/customer/portals) or send us an e-mail via support.healthdata@sciensano.be to report this documentation issue. Please, do not forget to mention the URL or web address of the page with the documentation issue. We will then adjust the documentation as soon as possible. Thank you!

To find a registration for the study project Epilabo select "Clinical Biology - Laboratory Test Results" in the dark blue left menu.

When you select a version of this study section, you will see the overview table in the main part of your screen. This table contains, among others, the following items Registration ID, Progress, Author, Co-author, Unique ID, Business Key, Registration Code, National Patient Registry Number…

Use the filter below each column label to find the registration that you are looking for.

This documentation is being updated regularly. We try to provide as correct, complete and clear as possible information on these pages. Nevertheless, if you see anything in the documentation that is not correct, does not match your experience or requires further clarification, please create a support ticket via our portal (https://healthdatabe.atlassian.net/servicedesk/customer/portals) or send us an e-mail via support.healthdata@sciensano.be to report this documentation issue. Please, do not forget to mention the URL or web address of the page with the documentation issue. We will then adjust the documentation as soon as possible. Thank you!

To update a registration for the study project Epilabo, select "Clinical Biology - Laboratory Test Results" in the dark blue left menu.

When you select a version of this study section , you will see the overview table in the main part of your screen. The table contains, among others, the following items: Registration ID, Progress, Author, Co-author, Unique ID, Business key, Registration code, National registry ID of the patient...

Use the filters in the header of the overview table to find the registration you want to update.

If you have found the registration, you can open the study form of the registration by clicking on the corresponding row in the overview table.

You can complete the missing fields and / or change previously completed fields in the study form.

At the end of the study form you can Save or Submit the registration.

A registration can be updated as long as the registration has not yet been submitted. If the status of a registration is "Saved", the registration can still be updated.

If you save the registration, you can still edit it. A submitted registration can no longer be modified or deleted.

This documentation is being updated regularly. We try to provide as correct, complete and clear as possible information on these pages. Nevertheless, if you see anything in the documentation that is not correct, does not match your experience or requires further clarification, please create a support ticket via our portal (https://healthdatabe.atlassian.net/servicedesk/customer/portals) or send us an e-mail via support.healthdata@sciensano.be to report this documentation issue. Please, do not forget to mention the URL or web address of the page with the documentation issue. We will then adjust the documentation as soon as possible. Thank you!

To delete a registration for the study project Epilabo, select "Clinical Biology - Laboratory Test Results" in the dark blue left menu.

When you select a version of this study section , you will see the overview table in the main part of your screen. The table contains, among others, the following items: Registration ID, Progress, Author, Co-author, Unique ID, Business key, Registration code, National registry ID of the patient...

Use the filters in the header of the overview table to find the registration you want to delete.

Once you have found the registration you want to delete, you must select the registration(s) by ticking the checkbox at the beginning of the row in the overview table.

Then you need to press the "Actions" button at the top right of the summary table.

There are now two options, "Submit" and "Delete". Now press "Delete".

After you press "Delete," a pop-up message will appear asking you to confirm the deletion of the selected registration(s). If you are sure about this action, press "Confirm." If not, press "Cancel."

If you delete the registration, you cannot change its status or content.

The deleted registration will not be removed from the summary table. It remains present, but the status has changed from "Open" to "Deleted".

If you want to see only Open and Sent registrations, you can adjust the filter on the "Status" item in the summary table.

A registration can be deleted as long as the registration has not yet been submitted. If the status of a registration is "Open", the registration can still be deleted.

This documentation is being updated regularly. We try to provide as correct, complete and clear as possible information on these pages. Nevertheless, if you see anything in the documentation that is not correct, does not match your experience or requires further clarification, please create a support ticket via our portal (https://healthdatabe.atlassian.net/servicedesk/customer/portals) or send us an e-mail via support.healthdata@sciensano.be to report this documentation issue. Please, do not forget to mention the URL or web address of the page with the documentation issue. We will then adjust the documentation as soon as possible. Thank you!

To submit a registration for the study project Epilabo using the overview table, select "Clinical Biology - Laboratory Test Results" in the dark blue left menu.

When you select a version of this course of study, you will see the overview table in the main body of your screen. The table includes, among others, the following items: Registration ID, Progress, Author, Co-author, Unique ID, Business Key, Registration Code, National registry number of the patient…

Use the filters in the header of the table to find the registration(s) you want to submit. For example, you can use the filters "Status" (set to "Open") and "Validation Errors" (set to "0") to find the registrations that are eligible for submission.

Once you have found the registration(s) you want to submit, you must select the registration(s) by ticking the checkbox at the beginning of the row in the overview table.

Then you need to select the "Actions" button at the top right of the overview table.

Two options will be available: "Submit" and "Delete". Select "Submit".

After you have selected "Submit," a pop-up message will appear asking you to confirm the submission of the selected registration(s). If you are sure about this action, click on "Confirm." If not, click on "Cancel."

Once you have confirmed the submission, you can't change the content of the registration(s) anymore. Submitted registrations can also no longer be deleted.

The submitted registration remains present in the overview table, but the status has changed from "Open" to "Submitted".

If you want to see only "Open" registrations, you can adjust the filter on the "Status" item in the overview table.

A registration can be submitted at the end of the creation process using the study form (see: Create a [project name] registration).

When the registration was completed using the study form, saved and there are no more validation errors, the registration can also be submitted via the overview table. This method can be useful to submit multiple registrations in the same action.

This documentation is being updated regularly. We try to provide as correct, complete and clear as possible information on these pages. Nevertheless, if you see anything in the documentation that is not correct, does not match your experience or requires further clarification, please create a support ticket via our portal (https://healthdatabe.atlassian.net/servicedesk/customer/portals) or send us an e-mail via support.healthdata@sciensano.be to report this documentation issue. Please, do not forget to mention the URL or web address of the page with the documentation issue. We will then adjust the documentation as soon as possible. Thank you!

To send a correction of a submitted registration you need to submit the complete record again.

The Add corrections function (and button) to a registration form has been discontinued. It is no longer available, neither via the overview table, nor via the preview page of a registration.

Submitting the complete record again

Corrections are provided through a new submission. In doing so, the most recent version of a record which is received by healthdata.be will be considered to be the correct one.

Whether a record qualifies or not is determined by a so-called business key. This is a unique set of values of specific fields per record, such as a combination of the patient ID and the hospitalization date, or the niss code and the sample ID. The business key is created when submitting the original record, and so helps to identify the most recent record received in the healthdata.be database in case of resubmission.

Attention: In case any of the fields that builds the business key needs to be corrected, the record which will be resubmitted will have a different business key. Consequently, both records will be considered as correct ones, since there is no identical business key.
Unfortunately, we cannot immediately remove your incorrect registration. We are looking for a solution to do so eventually.

There are two options to resubmit a record:

Option 1: Submission via S2S API / CSV Upload

The correction of the values is performed directly in the json or csv file. To resubmit the complete record via the back-end, please refer to the applicable technical documentation pages. The examples shown in the links below are for Pacemaker Primo-Implantation:

• For submitting the complete record as a .json file via S2S API, go here.
• For submitting the complete record as a .csv file via CSV Upload, go here.

Option 2: Submission via the HD4DP 2.0 application

First, you need to access the HD4DP v2 web application, navigate to the study program and select the desired study project in the left dark blue menu. Then, fill out the complete registration form again manually with the correct values. Resubmit the completed registration form.

The previously submitted record will become irrelevant based on the business key.

This documentation is being updated regularly. We try to provide as correct, complete and clear as possible information on these pages. Nevertheless, if you see anything in the documentation that is not correct, does not match your experience or requires further clarification, please create support ticket via our portal (https://healthdatabe.atlassian.net/servicedesk/customer/portals) or send us an e-mail via support.healthdata@sciensano.be to report this documentation issue. Please, do not forget to mention the URL or web address of the page with the documentation issue. We will then adjust the documentation as soon as possible. Thank you!

This article explains the different registration statuses in HD4DP v2.

Statuses are shown in Status column

You can select the columns you want to display via the menu Select visible columns located in the top-right corner:

Select the columns you want to display and click on Apply.

Description of the statuses:

Open: Registration is created and stored. It has not been submitted

Deleted: Registration has been deleted.

Submitted: Registration has been submitted and sent to Healthdata.be.

After having received your credentials to login to the HD4DP v2.0 application, you may consider resetting the password to one which is easier for you to remember.

Go to URL https://hd4dp.healthdata.be, select your organization and click on the Next button.

Fill in your e-mail address and the password you received. Click on the Log in button.

The main HD4DP v2.0 application screen appears. On the left you can see the menu of study programmes and study projects, on the right you have the section in which the relevant registrations will become available.

Click on the Reset password link button on the top right-hand corner of the screen.

Reset the password you have received by filling in the password of your preference. Repeat the new password in the verification field and click on the Submit button.

You will be redirected to the main screen, and the password will be automatically reset in the background. You don't need to log in again now.

When logging back in for a next registration session you will have to use your new password.

IT administrator: An IT administrator has the highest level of all roles and permissions and can:

1. log in using Active Director;
2. grant access to Local Study Lead, Local Study Associate and Local Study Support;
3. select and access all projects;
4. create, find, update, delete, send (to healthdata.be, MyCareNet and other destinations) and correct a record using the form.io component;
5. create, update, send and correct a record using the API data collection;
6. create, update, send and correct a record using CSV upload;
7. create and send a MyCareNet record using MyCareNet XML;
8. view all records for all projects;
9. harvest all records for all projects from the local DWH using the PostgreSQL database.

HD4DP v2 Local is an application installed on the infrastructure of the Health Care Organisation participating in research projects facilitated by healthdata.be.

The installation of HD4DP v2 Local is executed by the DevOps team of healthdata.be.

Server Installation and Configuration

Installing and configuring the server requires the following actions:

• install and configure the server as described in the article "HD4DP 2.0 Infrastructure instructions";
  • complete and return to support.healthdata@sciensano.be the server configuration file "HD4DP v2 Infrastructure Sheet".

The HD4DP v2 application is more modular and will support scaling up to meet the requirements of the various data collection projects we facilitate. It will offer several micro-services that will run concurrently on the same machine.

The server should therefore require more resources than the one currently hosting the HD4DP 1.0 application. Furthermore, the resources allocated should be increased.  It is therefore on the one hand imperative to use virtualization for the creation of the machine. On the other hand. It is also imperative to store files and make regular backups to a file server.

Below we take up our three categories of organizations sending data to healthdata.be and the resources we recommend allocating to their virtual machine:

• "Small": Small data provider;
• "Medium": Medium data provider;
• "Large": Big data provider.

Finally, we also offer the possibility for each hospital to have an integration server and a production server. Healthdata.be will deploy the new release of the application on the integration server. This will allow you to accept or decline the promotion of a new release of the HD4DP 2.0 application to the production server. This option is highly recommended, but not mandatory.

Therefore, could you answer the question: Do you want to first deploy HD4DP on an integration server? Yes/No. If Yes, Could you provide a server whose label used for specifications is "Small" (following the instructions in section 1 of this mail), that is:

• Processors number: 1
• Physical cores/Processor: 8
• RAM memory: 16 Go
• Disk space: 100 Go
• Network Station Mount with Space for Backups
• Operating System: Ubuntu LTS v22.04
• Virtualization

Server installation timing

In order to establish the deployment schedule for the HD4DP 2.0 application within your organization, we would like to know when the server could be installed and configured. To this end, could you give us the 2 dates relating to the installation of the server:

• Starting date;
• Finalization date.

Based on these dates, an employee of healthdata.be will regularly monitor the operations linked to the installation of the server.

For any request for information on installing the HD4DP 2.0 server, please send an email to hd-architecture-20@sciensano.be.

General description of S2S API

• Go here for a general description of the S2S API data submission service.

Training

• Go here to watch the S2S API training organized by healthdata.be.

API endpoint description

• Go here for an overview of API endpoints and the relevant information.

Data submission procedure in Architecture 2 using S2S API

1. Requirements at Data Provider's side

In order to be able to communicate with the healthdata.be S2S API, the IT services of the healthcare organizations must setup their systems as follows:

• Ensure to have the credentials available for the endpoint/URL for which authorization is necessary. If this is not the case, please contact our service portal: https://sciensano.service-now.com/sp.

• Ensure to have the end-to-end API process in place in order to submit data registrations in a fully automated manner.

• Ensure capability of submitted data retrieval in the local database.

2. Preparing the JSON file

• To send data to healthdata.be by S2S API, the file must be in a .json file format.

• Extract the requested data from the electronic patient files and/or other local databases.

• Map the data according to the fields and formats as described in the DCD specifications of this section and the general code lists.
• Go here for additional information on the codes and the formats used for the Author group, SSIN code, Status, "Date" - "Date:Time", Repeatable fields and Multiple choice.

Note: Below documentation contains generic example screens with the sole purpose to demonstrate how the process looks like regardless of the registry.

3. Uploading the JSON file

• The IT department of the Data Provider implements a data transmission system (e.g. Postman) to send the API queries by means of a json file. The correct endpoints for uploading of the json file can be found here.

• The URL that needs to be entered after POST (selected method for uploading) should have a syntax similar to the one below:

POST {{baseURL}}/api/dcd/payload/submit?organization-id={organizationId}&dcd-id={dcdId}&dcd-version-id={dcdVersionId}&data-src-type={dataSrcType}

• Whereby:
  • {organizationId} needs to be replaced by the id of your organization; go here for more information
  • {dcdId} needs to be replaced by a register-specific numerical value; go here for more information
    
  • <optional> {dcdVersionId} needs to be replaced by the intended version number; if not provided, the latest version of the dcd specifications is assumed; go here for more information
  • <optional> {dataSrcType} needs to be replaced by the data source type. Permitted values are API or CSV; go here for more information
    
  • a GET method URL should not contain /submit/ in the endpoint or path
  • multiple query parameters need to be connected by an ampersand (&) (see example above)

• In the Authorization tab, select “Basic Auth” in the “Auth Type” drop-down list. Subsequently, fill out the API credentials in the username and password fields.

• In Body tab, select the “raw” option from the top line and paste the content of the JSON file in the box.

• Once the request settings are completed, press the Send button to submit the records.
• After succesful submission of the data, the “Status: 202 Accepted” code will appear below the box where the data was pasted. The bottom box should return a message about the records uploaded or an error message if any.

• A 401 Unauthorized message instead indicates missing or incorrect credentials. Request the correct credentials as described above in the Requirements at Data Provider's side.

• A 400 Bad request might refer to incorrect syntax of the API query. Check the query parameters and ensure to connect multiple parameters with the ampersand (&) character.

4. Validating the JSON Upload

4.1 Validation of the S2S API Upload via the response:

Verify in the same way the request was sent, that the returned response is containing a valid Business key.

If a valid Business key has been provided, the registration upload via System 2 System API was succesful.

4.2 Validation of the S2S API via HD4DP 2.0:

Step 1: Open the HD4DP 2.0 application.

Step 2: Select the organization in the dropdown list and click on Volgende (Next).

Step 3: Fill in the username and password, that has been provided by your IT Department or Healthdata team, and click on Log in to access the HD4DP v2.0 application.

Step 4: Navigate in the menu on the left-hand side panel to the desired study program:

Step 5: Check that the uploaded registration(s) is/are displayed in the overview table:

This documentation is being updated regularly. We try to provide as correct, complete and clear as possible information on these pages. Nevertheless, if you see anything in the documentation that is not correct, does not match your experience or requires further clarification, please create support ticket via our portal (https://healthdatabe.atlassian.net/servicedesk/customer/portals) or send us an e-mail via support.healthdata@sciensano.be to report this documentation issue. Please, do not forget to mention the URL or web address of the page with the documentation issue. We will then adjust the documentation as soon as possible. Thank you!

General description of CSV Upload

• Go here for a general description of the data submission service via CSV Upload.

Training

• Go here to watch the CSV Upload training organized by healthdata.be.

Data submission procedure in Architecture 2 using CSV Upload

1. Preparing the csv file

• Extract the requested data from the electronic patient files and/or other local databases.
• Map the data according to the fields and formats as described in the DCD specifications of this section and the general code lists.
• Go here for additional information on the codes and the formats used for the Author group, NISS code, Status, "Date" - "Date:Time", Repeatable fields and Multiple choice.
• Make sure the name of the csv test file(s) has the correct format as follows:
  HD_DCD_submcsv_HDBPnumber_HDBPabbreviation_versionnumber_versionreleasedate

HD_Submcsv_HDBP0037_EPILABO_18112025

2. Uploading the csv file

Step 1: Open the sftp tool like WinSCP

Step 2: Get the credentials (Host name, Port number, User name and Password) from the IT department of the Data Provider, to log on to the sftp server located on the Data Provider side. In case the credenials are unavailable we advise you to request your credentials through our service portal at https://sciensano.service-now.com/sp via the Request something tab and subsequently the Request for Information box.

Step 3: Fill in the credentials into the Login screen and click on Login to be able to access the different upload folders:

Note: a warning might be given, just click on Update

In the CSV Upload folder structure that is displayed on the right-hand side panel, you will notice draftcsv folders and submcsv folders for the diverse HD business projects.

Historically, a directly submitted csv file would end up in the submitted folder (submcsv), whereas a csv file featuring ‘draft’ in the status field would have ended up in the draft folder (draftcsv). At this stage there is no real distinction between both folders, so you can save the csv file in either of them.

Attention: If you wish to create a draft to work on at a later stage, don’t forget to add ‘draft’ in the status column of the csv file.

Below documentation contains generic example screens with the sole purpose to demonstrate how the process looks like. In the subsequent screens the desired EPILABO registry (Laboratory Test Results) needs to be selected.

Step 4: Select the desired EPILABO folder and open it by double-clicking on it:

Step 5: Now go to the folder on the left-hand side panel where the csv file to be uploaded is located:

Step 6: Drag the csv file to be uploaded from the left-hand side panel into the folder on the right-hand side panel:

Step 7: Wait until the polling system of the CSV Uploader has picked up the CSV file and has processed it.
Once the csv file has been processed it will disappear from the folder, when the page is manually refreshed!

3. Validate csv upload

Once the csv file has been processed, 3 folders will be created (if they haven't been created already) in the DCD folder:

• ARCHIVE (after a csv file has been processed, the original csv file will be saved in this folder)
• RESULT (when the csv file is placed in this folder, it means that the csv file has been processed, a file will be created (or appended, if the file already existed) with the result of the upload of the csv file).
  All the errors that are described in this file are business related, which means that they are technically correct, but in violation with the business rules or contain wrong values for that field.
• ERROR (when the csv file is placed in this folder, it means that a technical error has occurred like the csv file contained erroneous formatting. The csv file won't get processed and an error file will be created with the errors and reason why the csv file couldn't be processed)

3.1 Validation of the csv upload via sftp tool:

Step 1: Double-click on the ERROR folder to open it, click on the refresh button and verify that there is no error file present.

Step 2: Return to the DCD folder. Now double-click on the RESULT folder to open it, click on the refresh button and verify that the result file is present.

Step 3: Double-click on the result file to open it.

Step 4: If there are multiple records in the result file, scroll to the entry of the current csv upload by looking at the upload date (Started at dd/mm/yyyy hh:mm).
Verify the result file that the upload was successful by searching for the word SUCCESS and having a look at the Status. This Status must contain: Success;Success Count:1;Error Count:0

3.2 Validation of the csv upload via HD4DP 2.0:

Step 1: Open the HD4DP 2.0 web application.

Step 2: Select the organization in the dropdown list and click on Volgende (Next)

Step 3: Fill in the username and password, that has been provided by your IT Department or Healthdata team, and click on Log in to access the HD4DP v2.0 application.

Step 4: Navigate in the menu on the left-hand side panel to the desired study program:

Step 5: Check that the uploaded registration(s) is/are displayed in the overview table.

Introduction

To support the development and validation of data transfers using S2S API or CSV upload, a central Online Acceptance (OACC) environment has been made available for the IT services or IT partners of data providers. This environment is meant to replace the locally installed acceptance environments at the side of the data providers. In the OACC Environment you can test and validate the three types of data transfer:

• via manual input in the study form
• via SFTP
• via API

Visit the S2S API and CSV Upload documentation for a general description of the respective data transfer methods.

In order to keep the OACC environment light, it is rebuilt once a week (each Saturday). The data are stored locally and will not be sent to healthdata.be infrastructure. The testing is limited to the upload to the HD4DP v2 application.

Additional field information about the codes and the formats used for the Author group, NISS code, status, Country and Postal Code, "Date" - "Date:Time", Repeatable fields and Multiple choice fields is to be found here.

Application URLs and port

• Front-End Application URL: https://hd4dp.acceptance.healthdata.be
• SFTP host name: sftp.acceptance.healthdata.be and port 2220
• S2S API: https://hd4dp.acceptance.healthdata.be/proxy/api/dcd/payload/submit?organization-id=00&dcd-id=00&version=1

Credentials for accessing the Online Acceptance (OACC) environment

Upon requesting credentials to access the OACC environment, you will receive 3 different types of credentials:
⦁ credentials to log in to the front end of the online acceptance environment
⦁ credentials to use the API (-> authorization tab in Postman)
⦁ credentials for the SFTP server you use to test the CSV Upload

If your organization is not available for selection in the drop-down list, we advise you to request your credentials through our service portal at https://sciensano.service-now.com/sp via the Request something tab and subsequently the Request for Information box.

Navigate to the Online Acceptance (OACC) environment

The OACC environment can be found on https://hd4dp.acceptance.healthdata.be, which is a publically accessible URL.

On the homepage you are requested to select your organization from the drop-down list in order to proceed.

Log in with the credentials you have received upon request. The username is test@sciensano.be for all users.

Once logged in, the layout looks very familiar: to the left you will find the navigation panel with all running projects . Note that the list of projects featuring in our Online Acceptance Environment is not filtered out for the organization you have selected.

The data transfer methods

As mentioned above, the Online Acceptance Environment enables the testing of the uploads for the following three types of data transfer. They are described below according to the timeline of developement:

Manual input in the study form

This data transfer method is the form entry, carried out manually. For this you can use a common browser such as Google Chrome. This method can also be used to validate data sent via S2S API or CSV Upload.

Data transfer via an SFTP client

The csv upload is the second type of data transfer. The data are transferred to an SFTP server and subsequently picked up by the healthdata.be system. This transfer method requires the use of an SFTP client, such as WinSCP (freely available).

The Login window will look as follows:

Herein, you enter Host name (sftp.acceptance.healthdata.be) and Port number (2220).

Credentials for the SFTP folder are shared together with the Front-end and API credentials as described in the section “Navigate to and access the Online Acceptance Environment”.

When logging in to WinSCP, you will need to navigate to the correct csv folder : csv/<project>/<dcd>. Here you need to drag and drop the csv you want to upload from the left panel to the right panel. The CSV file will now be picked up by the polling system of the CSV Uploader, which checks for new CSV files every minute.

The folders Archive and Result will only be created after the first CSV file has been uploaded for testing.

The Result folder shows a log file containing CSV Upload reports. The status Error Count shows technical errors such as incorrect name, code …

CSV files that were uploaded in Architecure 1 can be reused in Architecture 2. Prerequisite for this is the addition of necessary fields that are typical for Architecture 2, e.g.:

• Author Group (TX_AUTHOR_GR) with the value "Test group"
• Author (TX_AUTHOR) with the value "test@sciensano.be"
• Coauthor (TX_COAUTHOR) with the value "test@sciensano.be"

To further facilitate the process of reusing CSV files a mapping table with old and new CSV names is provided.

Next to adding fields, you can also leave out fields, which is indicated in the log file reports as a warning.

Once again the download process can be checked in the study forms on the front-end interface. You want to refresh the window to update to the newest status.

Data transfer via an API platform

The data are extracted directly from the EPD systems and sent to HD4DP v2.0 local using S2S API before they are sent to healthdata.be. This third data transfer method requires the use of an API development platform, such as Postman (freely available).

The endpoint (URL) to send your payload to for testing is

https://hd4dp.acceptance.healthdata.be/proxy/api/dcd/payload/submit

This endpoint needs to be completed with some parameters, such as the ID of an organization, the ID of a dcd, the version number:

https://hd4dp.acceptance.healthdata.be/proxy/api/dcd/payload/submit?organization-id=6&dcd-id=18&Version=1

Click on the Send button to post the payload. A succesful submission is indicated with the status message “202 Accepted”. This can also be checked visually in the front end of the Online Acceptance Environment.

The field Data source in the top selection bar indicates whether the data were transferred via S2S API, CSV Upload or manually with HD4DP.

In the production environment, records that are sent via the API platform, go directly to the healthdata.be infrastructure. These records will receive the status “Submitted” in the Progress field.

Next to posting payloads (POST) you can also retrieve information (GET). Examples of such "calls":

• The call https://hd4dp.acceptance.healthdata.be/proxy/api/organization (see below) will return an organization id:

• The call https://hd4dp.acceptance.healthdata.be/proxy/api/dcd/menu/structure?organization-id=6 (see below) will return the menu structure with all projects your organization is registered for.

Go here for a description of the API data transfer method. For additional detailed information about the codes and the formats used for the Author group, NISS code, status, Postal Code, "Date" - "Date:Time", repeatable fields and multiple choice fields please go here.

The healthdata.be service (Sciensano) processes each incident report according to a Standard Operating Procedure (SOP). A public version of this SOP "HD Incident Management Process" is also available on this portal docs.healthdata.be.

To submit an incident related to registries and applications in production and facilitated or managed by Sciensano's healthdata.be service, you must first log into the HD Service and Support portal: Jira Service Management (JSM) portal.

More info concerning how to request an account is available here.

After the login step, you will arrive at the main page of the portal

To create a ticket click on "Create a Support ticket"' on the main page.

You will see the page below. Once you have filled in all the mandatory fields, click on "Send".