docs.healthdata.beICT Information Session 2023.06.16
Last updated: 2023-06-16 13:02
INVITATION
Dear colleague,
The healthdata.be team hereby invites you to a new series of open Q & A Sessions. These meetings will address a variety of critical topics that have been brought to our attention, and aim to support you by the implementation of the HD web services and csv upload for the register projects of healthdata.be (Sciensano) .
In our continual efforts to ensure these sessions are as beneficial as possible, we kindly request that you share any specific concerns, outstanding issues, or valuable feedback ahead of the meeting. This will assist us in tailoring our preparations to meet your needs.
At present, we have scheduled these 1 hour online sessions to occur on a weekly basis, each Friday 10h30-11h30. Depending on the volume of feedback and the progression of the sessions, we might adjust the frequency to a bi-weekly occurrence in the foreseeable future. Changes in the schedule will be communicated in advance.
Questions you share before the end of business on the coming Wednesday, will be addressed.
Please feel free to direct any questions or inquiries to email onboarding.
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The agenda (questions) and the presentations (with answers) will be made available on our https://docs.healthdata.be/hd-ict-information-sessions
We look forward to your presence at our meetings.
Kind Regards,
The healthdata.be team
RESOURCES
Recording of the session
Slide deck of the session
Questions and answers to the session
| Question | Answer | Topic | |
| Q01 | What is currently the delay in answers on issue portal concerning access? Over a week? | On average, the current processing time for a ticket is around a week. The user access request process consists of several steps (processing the request, approval by SPOC, account creation). Due to the high amount of requests received recently, there is a delay in each of the different steps. We are working hard to reduce the delay, by expanding our support team. | EAM |
| Q02 | Why tickets if it could be possible to manage all these settings locally by our hospital? | We noticed that user administration in Architecture 1 wasn't always done properly. Users were not removed from the user management when they left the organization, for example. Therefore, it was decided that - in Architecture 2 - the user information would be stored centrally. In the first phase, the user management was also done (mainly) centrally, but in the next phases this responsibility will be transferred to the hospitals. EAM 3.0 is the first of these next steps. | |
| Q03 | Could you let me know how to grant a user access to all registries without them being a Local Study Lead? | There are only two ways to give a user access to all registrations. Firstly, to make them a study lead. The second option is to give the user the role of Local Study Associate for all author groups that are participating in the projects. It's important to note that the organization is accountable for granting access to a user to see all registrations. | EAM |
| Q04 | What to do with doctors that have multiple accounts, due to the migration of the pacemaker project? | If there are multiple accounts created, a ticket can be logged via the Service Portal to de-duplicate them. In the future, the SPOC will have the ability to deactivate the account. They need to have a single account, which will then be associated with all relevant registries. | EAM |
| Q05 | Why is there no LDAP integration (like we had in HD4DPv1) ? | LDAP integration has been considered but not yet added to the current roadmap of our end-to-end entity access management program. | |
| Q06 | A lot of users require role changes. How do I manage this? | On the EAM roadmap, it is foreseen to provide more user management actions, one of which will be the change of a user's role. | EAM |
| Q07 | As a Responsible Access Entity (RAE) I would like to also have phone contact. | We are reachable by phone, but due to the high workload at the moment we recommend that you create a ticket in Service Desk so that your request can be addressed in due time. | EAM |
| Q08 | Please provide statuses that also allow to support a workflow on the hospital side. Now, for example, after validation you have absolutely no idea whether the request has been completed or not. | On the EAM roadmap, it is foreseen to provide more user management actions, which will also include better feedback towards the SPOC. | EAM |
| Q09 | How can different departments work on a single registration (e.g. secretary, pharmacy and doctors)? In the previous Orthopride application everybody had their task when filling in the registration. | There are two ways to support this process. First, make all users that need to contribute to registration a Study Lead. The second option is to give all contributing users the role of Local Study Associate for all author groups that are participating in the Orthopride project. It's important to note that the organization is accountable for granting access to a user to see all registrations. Please also note that HD4DP2 has been designed to transfer data from within the EHR (Electronic Health Records) directly towards healthdata.be and is not designed to be a secondary EHR. | EAM |
| Q10 | Can a query be made which exports from all registers the registrations that have been submitted so that the pharmacy can inspect what has to be invoiced? Otherwise, all pharmacists need to be a Local Study Lead. | Local IT can provide you with the required information by accessing the local database of HD4DP2. You can find the instructions here. | DOCS |
| Q11 | I would like to go on vacation. The answer that as a spoc you should just use the rules in your email application is absolutely insufficient. It is not only about requests, but also about following up on requests. Delegation must be possible. | It is foreseen in our EAM application that multiple access managers can be determined. | EAM |
| Q12 | When will this new module be online? | End June-early July. | EAM |
| Q13 | Some of our doctors are waiting for weeks and still have not received their password and username, athough they have opened a ticket. Tickets are closed, without answer. Our doctor received a zip file with an installation software instead of his credentials. | This was clearly a misunderstanding as we don't close tickets without a confirmed resolution. If the ticket was indeed closed, please bring this to our attention (along with the ticket number) so that we can address the situation. | EAM |
| Q14 | Is it possible to consult end-users to check the upgrades in a test environment, together with you before you go into production? | With the new Online Acceptance Environment it will be possible for end users to familiarize themselves and already start developing automatic data transfers before a project will be launched in production. The projects will be made available on the Online Acceptance Environment after the User Acceptance Testing has been finalized. | ACC |
| Q15 | How do you determine an Author Group? | When a user is created with the role of Local Study Associate or Local Study Lead an Author Group is created automatically using the first name and last name of the user. A Local Study Support can be added to an existing Author Group. All these actions can be performed via EAM. | EAM |
| Q16 | All members in the same Author Group can work on the same registration" How do you set this up then? How should this be passed on in the application? | The role of Local Study Support can be requested to add a user to a certain author group, and this is done via the EAM portal. | EAM |
| Q17 | As an ICT department, can we see who all has an account? Anyone in the hospital who knows that HD4DP exists can request an account. We have not received a validation step for many users. How do we deal with offboarding? | All users who are classed as Access Managers will have a full overview of all the users' requests in their hospital on their Request Overview tab in EAM, along with the associated roles and the Author Groups to which they are linked. The Access Managers also have the power to approve or reject any requests for access which have been made. There will be a feature added in the future which will allow for the de-activation of user accounts in an upcoming update of EAM. For the validation step, since the last release of EAM (beginning of May 2023), an automatic mail is sent to the SPOC and the request is added to the Requests tab. Before this upgrade all user requests had to be processed by our Service Desk which resulted in a backlog which has been fully processed by mid-June 2023. | EAM |
| Q18 | Some registrations need to be done urgently, otherwise it is too late. And we will miss the deadline to be valid. Will the deadlines for registration be postponed? | Healthdata.be is charged with the task of being a technical facilitator for data transfers. For business-related questions regarding Qermid registries, we kindly direct you to reach out to the Qermid team of RIZIV/INAMI. | MISC |
| Q19 | How can we add an Author Group? | See Q15. When a user is created with the role of Local Study Associate or Local Study Lead an Author Group is created automatically using the first name and last name of the user. A Local Study Support can be added to an existing Author Group. All these actions can be performed via EAM. | EAM |
| Q20 | We no longer receive XML files for the registers we encode in HD4DP. This is linked to the MyCareNet data flow. | The MyCareNet data flow is currently not yet in production. We are working in close collaboration with MyCareNet and RIZIV/INAMI to activate this flow as soon as possible. The way that files will be made available in the future is changed from one file per registration to one consolidated file per day. This is why the creation of xml files was discontinued back in March. | MY CARE NET |
| Q21 | Where can I find a mapping table for migrating csv files from Architecture 1 to Architecture 2? | There is no need for a mapping table. You can use your Architecture 1 CSV structure to upload in Architecture 2 as we have embedded the mapping internally in HD4DP2. That said, you will need to add three fields that are specific to Architecture 2: TX_AUTHOR_GR, TX_AUTHOR and TX_COAUTHOR. Any DCD changes requested by the researcher when migrating towards Architecture 2 will also need to be added to the Architecture 1 CSV file. Any irrelevant columns in the CSV file won't generate an error message upon upload, they are simply ignored. | TECH NICAL |
| Q22 | Error messages received from CSV uploads are unclear. For example " field with id 3375". Could you make them clearer? | We have added this request to our roadmap. In the meantime, making use of the API call that retrieves the complete technical information of a DCD is an alternative method to retrieve more information about a certain field. API call: "GET /api/dcd/payload/definition?dcd-id={dcdId};version={version};language-id={languagerId}" Detailed information can be found on the following DOCS pages. | TECH NICAL |
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!