2021-11-23 Release 110

Features

Hospital Settings: Automatically Archive Old Re-opened Event Summaries

We have prioritized a solution to one of ControlCheck's most pervasive issues: old audits displaying on the Audit Table. This problem exists because of a process known as reconciliation or re-reconciliation. The logic behind reconciliation has good intentions, but how do we ensure a good user experience when auditing? We have created a new hospital setting that allows sites to choose what classifies as old data and audits. Essentially, how far back do you want to see old audits resurfacing on the audit page? You can choose from the following options:

• Disabled - The feature is inactive and existing functionality will occur. 
• 14 days
• 30 days
• 90 days
• 6 months
• 1 year

Whenever a medication, provider, location, or patient is changed, merged, or deleted, the re-reconciliation process kicks off and goes back to all events, for all time, with that data element on it and re-adjusts given this new information. For example, let's say a hospital has two medication identifiers, one each from their ADC and EMR systems, and those two identifiers are mapped into the same ControlCheck med. We create events and event summaries for those meds and they are able to auto-reconcile because we have all the documentation necessary to resolve. Then let's say the ADC identifier gets split off that ControlCheck med and mapped to a new ControlCheck med, leaving the EMR identifier alone on the original ControlCheck med. When this splitting occurs, the reconciliation process will go back and update all event summaries with that ControlCheck med on it and take off all of those ADC events from those summaries and pair them with a new set. This results in newly opened variances for the EMR events; some potentially older than a year, depending on how long the customer has been live.

Today, we see a workflow that involves the customer, Support, Prod Support, and Product all having to jump in when an old audit shows up. The customer, frustrated, reaches out to Support for help; Support has poor visibility into what caused the old events to show up so they reach out to Prod Support; then Product and Prod Support work together to appease the situation. So what can we do about it? We can educate customers on why this happens and why ControlCheck goes back to change/update data: to ensure their data and analytics are always as accurate as possible. We can also advise them of this new hospital setting that puts old, re-opened audits into Open-Historical state, essentially archiving them automatically if they are older than the hospital setting time frame. This automatic archive ensures that data is still always as accurate as possible, but also ensures that customers don't have to deal with old audits showing up on their audit page.

This new setting will only auto-archive event summaries that are moving to an Open state if they are older than the hospital setting time frame. If an event summary is closed-ControlCheck or closed-staff and re-reconciliation happens and afterwards the event summary didn't change statuses, then it will remain untouched. If that same event summary is now going to be Open, and it is older than the hospital's setting, then it will be automatically set to Open-Historical. The date the events happened in real life is the date we use to make the decision to auto-archive or not. Event summaries in the Open-Historical state can be found and viewed from the Run Report page.

Run Report: Assignment Feature Update

We updated the Run Report page to include the Assignment feature. Previously, you could not assign an event summary to another user from the Run Report page. Now, after you run a report you can open the Reconcile Item screen and assign a user.

Admin Tools: View Formulary - Edit the Audit State of a Medication

We updated the Admin View Formulary page to include two new check boxes for the audited state of a med:

• Patient Care
• Pharmacy

If your hospital is only using one module, then only that module will display as a selection. Audit states are split based on the module. This update was necessary to ensure the Admin user experience is consistent with the Manager user's experience. To audit a medication in one module and not the other:

1. Click the User Account drop-down.
2. Select Admin Tools.
3. Click View Formulary.
4. Click Review on any audited, unaudited, or ignored medication. 
5. On the Review page, under the Medications Options section, select the check box for the module you want to audit this medication. 
6. Click Update Drug. 

Admin Tools: Hospital Reset - Reset Provider Timecards

We have added new data base valued to store the provider's clock in and clock out times so that ControlCheck can report when they touch controlled substances outside of their shift times. This shift data is known as a provider's timecard data. These new data base values are in preparation for a future feature, the new Shift Analysis report in IRIS that will incorporate time and attendance data directly from your hospital. Timecard data is associated to a given provider so when your hospital is reset and mapped providers are deleted, we must also delete those providers timecards to keep the hospital in a valid state.

This option is available from the Admin Tools page under Reset Hospital. When you reset successfully, you will see a success message in Slack like the one below to let you know your timecards were properly reset. 

Upgrades & Fixes

• Updated all pages in the Medication Mapper workflow to new angular and added infinite scrolling to the pages to improve performance.
• Update the Slack notification for file statuses to include the adapter name for the new time and attendance adapters.
• Added two adapters to process time and attendance data in tow format styles: HSS and UTWS.
• Fixed an issue with the Investigation Checklist  feature where the default ControlCheck checklist items that were removed during customization would come back after a release. This fix ensures that the default ControlCheck checklist values are not added every release back once they are removed. 
• Fixed an issue with Admin users having their information deleted when they logged into the ControlCheck application for the first time, preventing them from being able to log in again.
• Fixed an issue that was causing files to fail that had brackets in the file name (i.e., File_Name_With_[Brackets].csv).
• Fixed an issue with Detective failing to load related event summaries to the one searched if the related summaries had a failure for unit-less units on it.