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InfoFlex Design Management 1 User Guide

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1. E lterns Code List Discharge destination C18 mall Care Spell Number Code List Management Intention C14 wl Patient Status Code List Method of admission C13 EE Date of admission Code List Method of discharge C17 2 Time of admission Code List Patient Category Current C15 E Date of discharge Code List Patient classification C15 2 Time of discharge Code List Patient Status C11 oo Duration of episode Code List source of admission C12 pee Fy Source of admission Code List Surgeon in charge C19 a i Method of admission i Management Intention bint E Date of list if from elective 155 Number of days on elective ITa Patient classification of i Kis January 2014 145 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide Change Non repeat Event to Repeat A non repeat event can be changed to a repeat event This functionality is available via the menu item Change Non repeat Event to Repeat in the Actions menu This menu item is only enabled when an event or event view is selected in the active design tree There are a number of requirements for a non repeat event to be changed to a repeat event as follows 1 The selected event is not the root event of its domain 2 The selected event is not already a repeat event 3 The selected non repeat event has a valid identifier item assigned 4 The identifier item of the selected non rep
2. i x Hospital Number 123456 Bin A Inpatient Admission r Screens Grid Lg Inpatient Episode 1 Ei ES Qutpatient Admission r AEE Patient Demographic Dak EY Dukan akant E mirada rl 125456 Subject Overview __ j Add a new subject Go to the Subject menu and choose New Subject Event Help Add other information you wish Find Subjects F6 Reload Subject Delete Subject N Chrl e Add a Referral event and save the details January 2014 54 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide 6 ADVANCED ITEM DEFINITIONS 6 1 Code List Manager Code List Manager is a library of code lists Code List Manager allows you to set up a code list once and use that same code list in any number of coded items Any change you make to a code list once it has been set up will be reflected in every item which uses that code list The name you give to your code list can be different from the name you give to the item which uses it It is best to give the code list a meaningful name so that 1f you come to edit it later you will be aware of where and how it might be being used Code lists are available to be used in any domain or dictionary in the database Note therefore that code list names need to be unique within the database not just unique within the domain Code lists cannot be deleted or archived however individual codes can be archived Code lists are displayed alp
3. Refresh Now Test Refresh January 2014 86 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide The Edit Formula dialog is used in exactly the same way as for calculated items The difference is that the default value can be over written in Data Entry whereas a calculated item is read only To base the default value on another data item select Data Items from the drop down list under the Item Value column Iten alue 1 Uperator C i Appointment date C L Or you can define a formula in the normal way In the Data Entry module the default value will automatically appear as the value of the data item whenever you create an event containing that item and the event will be saved with that value unless you change it To change the default value simply type over it 6 5 1 Options The following options relating to Default Calculations and Default Values can be set Default Options Only set when event is created Prompt to update when contributory item changes Only set when event is created This option prevents existing events from being updated with default values For example if the default value has recently been introduced then it may not be appropriate to update events that already exist with the new default value If this option is switched on then new default values will not be applied retrospectively to existing events Existing events will only be p
4. Select Date of admission in the Available Items box General Identitters Auto create E vents WEIN Switching Actions History Date of admission 42 Time of admission Press the Set button The Identifier Item changes to Date of admission Note it is possible to change the identifier item because no data has been entered in this event Press OK to save and close the event definition January 2014 46 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide Drag the Admission event from the bottom of the Electronic Patient Record domain and attach it to the Referral event in My domain DOMAIN o m E DOMAIN Electronic Patient Record 7 ES ay Domain ae hy Domain 4 E E Items E qa Inpatient Episode r a 1 ii g Dutpatient Epizode r S e Sa i m T Accident and Emergency Visit F frre Admissic i E Accident and Emergency Risk Registers r Mo ey ga Referral r Pe ne Electronic Patient Record The Details section of the window describes what is being created By default Copy all child Data Items is selected This means that all the data items attached to this event will be copied along with the event By default Copy all child Events is NOT selected Tick this if you wish all the events and all the items held in those events to be copied along with this event The Properties section of the window displays the properties from the General tab of th
5. lel Save a Ok 2 Cancel Additional validations can be defined by repeating the above process Click OK to save and close this item Note The Edit Formula window is used in several places in Design Management For a full description of how the Edit Formula box works see Appendix 3 January 2014 107 Chameleon Information Management Services Ltd InfoFlex Design Management User Guide APPENDIX 1 DATA ITEMS at r TE amp amp E January 2014 Text Item Coded Item Value Item Date Item Dictionary Lookup Item Dictionary Linked Item Dictionary Contributory Item Dictionary Derived Item Boolean Item Memo Item Media Item 108 Chameleon Information Management Services Ltd APPENDIX 2 DICTIONARY ITEMS There are two types of dictionary item Dictionary Look up A dictionary lookup tem allows a user to search for a particular entry in the selected dictionary 4 number of read only items can optionally be created H In the local event which are linked to tems in the dictionary event These linked items get updated accordingly depending on the user s selection from the dictionary A dictionary lookup item allows a user to search for a particular entry in a selected dictionary On selection of the entry the dictionary lookup item will display the items from the dictionary which have been designated as the code and meaning items Additionally any items from t
6. Curent Uutpatient t i Add Move Up A Move Down Click the E Save button in the bottom left corner to save the changes to the code list Click Select to close the Select Code List window and return to the Edit Data Item Definition window The edited code list will continue to be used in the Patient Status item and the new name of the code list and the new code are displayed on the Advanced tab Note that the name of the item does not need to be the same as the name of the code list used in that item Note also that the changes you have made to this code list will be applied in all the items in which this code list 1s used gt Edit Data Item Definition Coded Data Item Patient Status General Advanced Calculation Validation Actions History Code List Patent Status OP Multiple Response Mo Allow Undefined Ho Code List Items Meaning INP O Current Inpatient OUP O Curent Outpatient DIS O Discharged Click OK to save and close the item definition January 2014 59 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide 6 1 3 Create a new coded list in a coded item In the Patient Demographics event in My Domain create a new coded item called Marital Status Go to the Advanced tab and press the button against the Code List field The Select Code List window is displayed Select Code List o H Code Lists ee Name Other Treatment
7. fe Denved Data Items that the current Data ltem contributes to The current Data ltem contributes to the following derved Data Items Derived Type Description Dictionary Derved Deleting a dictionary derived item will only delete the corresponding dictionary contributory items if they do not contribute to any other dictionary derived item January 2014 115 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide APPENDIX 3 CONDITIONAL DICTIONARIES Conditional dictionaries allow dictionary lookup items to display only part of the selected dictionary thereby restricting which dictionary entries a user can select It is possible to filter the selected dictionary according to either static or dynamic filter rules Static Filters Static filter rules cause the selected dictionary to be filtered according to fixed item values e g only including dictionary entries where the value of a particular item equals a predefined value or falls within a predefined range etc For example if the dictionary contains all Consultants but the dictionary lookup item only needs to show Consultants from a particular Specialty then the dictionary lookup item can contain static filter rules to only display Consultants from that Specialty The screenshot shows filtered list of Consultants based on Specialty Code 3 Dictionary List Consultant B x Search Field Eran tla areas ae Consultant code
8. missing unknown unknown 0s unknowns Example 2 The following calculation uses text items Ifthe option is switched on a value is still returned where one of the contributory items is missing or unknown If the option is switched off a value is not returned if either of the contributory items is missing or unknown Concat TextItem1 TextItem2 TextItem1 value TextItem2 value Result with option Result with option switched on switched off The option in question is Treat blank missing and unknown item values as default values based on item type and it can be set from the Edit Options button on the Calculation tab or from the Options button on the Edit formula dialog x Options ive fT reat blank missing and unknown item values as default values based yen item type ee General Advanced Calculation Validation Actions Contributes Details Mo Calculation Calculation Default Calculation De Cancel Calculation Formula Number Nurnberz oo m a 1 Clear Formula Refresh Now January 2014 137 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide Setting the option No Tick Expression evaluation behaves as usual i e the expression will evaluate to blank missing or unknown if any of the items it references are set to blank missing or unknown Tick Blank missing or unknown values in an expression will be substit
9. seeeccccssossoscssssssssssceceeceeeesssssssssso LOD Dictionary Look Wo EMS roiie a E TOA EENAA 110 Dicttonal yicler Ved Items iaer AE E A E E A 112 Appendix 3 as Conditional dictionaries 000000000 OOOOHOOOOOHHOOHOHHOHHOHHOHHOEOO8 116 Define Conditional Dictionaries sicions heene ea NEEN E A E NS 117 Appendix 4 Dictionary Display escscccsecsososssssesceccceececeosssssssssso 123 Appendix 5 Formula Builder eeeccccccosossssssossecccceeececosssssssssse 129 Calculations Using FUncthonSssnoreie aine R R 132 Ac ons and Validation ae 99S rini aea EE N EE E O E E E 135 Va MON S eseese a E A EE E as aa EAE ESAE 136 Formula Options for Blank Missing and Unknown values ssseeeeeeeeeeeesssssssssserereesssssssssseee 137 Appendix 6 Code List Manager Add In ccsssssseccceeeeeees 139 Appendix 7 Design Management Tol5s ccssssssssccceeeeeees LAS Check E xtemal REITEN ES tits E a anal td aian tae eure Neil Namah alse E 145 Change Nonstepeat Event lo Repedt intriens dicount nasiew AE E OE EEE 146 Find Definitu BY NIME enuie iene er E ETRE enn Girne te eter 147 Find Linked Vie wine Definition Senia aa AAA A EEAS 149 Reset ached DefiMmiti On Sero Uers cat Ase E O 151 January 2014 4 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide 1 GETTING STARTED 1 1 Starting InfoFlex 5 Start InfoFlex 5 by double clicking the icon on the desktop Inf
10. Chameleon Information Management Services Limited INFOFLEX v5 DESIGN MANAGEMENT 1 USER GUIDE NAVIGATION DESIGN MANAGEMENT CONCEPTS DOMAIN DEFINITIONS Chameleon Information Management Services Ltd 2015 All rights reserved No reproduction copy or transmission of this publication or any part of or excerpt there from may be made in any form or by any means including but not limited to photocopying recording storing in any medium or retrieval system by electronic means whether or not incidentally to some other use of this publication or transiently without the written permission of Chameleon Information Management Services Limited or in accordance with the provisions of the Copyright Designs and Patents Act 1994 as amended Any person who does an unauthorized act in relation to this copyright work may be liable to criminal prosecution and or civil claims for damages Document control Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide Document history Date Ifx version Editor Change version 05 07 2007 5 01 0584 Hv 16 edition 5 01 0584 20 8 2008 6 5 01 0584 Minor changes and screenshot updates May 2009 7 _ Addition of image items Boolean items event auto sequence generation a Section 6 6 default and advanced calculation options App 5 addition of 2009 March 2010 ISMISSING ISUNKNOWN NOT etc expressions A Note about dash in dictionary items 0 COWF Septembe
11. Click the Hsr button A warning message is displayed InfoFlex Design Management X Changes made to the Event definition Referral could invalidate data that already exists For the definition Are you sure You want to save changes to the definition i Cancel This message is displayed only when data is present and reminds you that there are some changes to an event definition that could affect the data that has been entered for example the setting of date restrictions In this case setting the event to archived will cause the Referral event in any data views in which it exists also to behave as archived Click Cancel to abandon the change you have made Change the Archived item back to No then close the Edit Event Definition window In the Clinical Domain expand the Referral event and double click the Hospital Name item Note that the exclamation mark appears again to indicate that there is data present in the item Flashing exclamation mark indicates that there is data Edit Data Item Definition f present in the event AB Tex Data Item Hospital Name ime r General Advanced Dictionary Lookup Validation Actions History Mame H ospital Hame January 2014 17 Chameleon Information Management Services Ltd InfoFlex Design Management User Guide Close the Hospital Name item definition window In the Clinical Data View double click the Hospital Name item Note that
12. Consultant code Specialty Code Hospital Code A6100 db Mew E Hospital Code BC200 E Hospital Code CD300 21230001 Smith A 100 fl Eind pa E 21230045 Hughes 5 100 iv Group By 21230067 Brown 0 100 Box 21230107 Green C 100 E Hospital Code DE 400 January 2014 123 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide The Options Tab The Options tab of the Dictionary Lookup Settings dialog gives some further display options for Dictionary Lookup items Dictionary Lookup Settings e Dictionary an Consultant Display dictionary as drop down list by default Ensure selected value exists in filtered dictionary i Allow adding of new entries to dictionary according to User permissions i Allow manual grouping of dictionary list tems Automatically expand blank dictionary list groups Performance Options Don t format values for multiple response coded tems Don t format values for dictionary lookup tems Lv For lange dictionaries that contain multiple response coded items andor dictionary lookup items selecting the above performance options may improve the display time of the dictionary selection dialog However when these options are selected the raw data values rather than the formatted data values will be displayed for the multiple response coded items and the dictionary lookup tems in the dialog Display dictionary as drop down list by
13. For example assume there is a dictionary lookup item called OPCS Code which references an OPCS dictionary and assume there is a sibling item in the same event called OPCS Group which controls how the OPCS dictionary is filtered If the OPCS Group is set to A say then the filtered dictionary displayed for the OPCS Code dictionary lookup item would just contain all of the OPCS codes that begin with the letter A If the user selected entry A01 1 say then this would be a valid value for the dictionary lookup item However if the value of the OPCS Group item was then changed from A to B then the value of the dictionary lookup item would be invalid and the invalid code message would be displayed to the user when the dictionary lookup item field receives or loses focus or when the event was saved Note that if the dictionary lookup item contains a value that does not exist in the dictionary at all then an invalid code error mandatory message will be displayed to the user This error message will stop focus from leaving the dictionary lookup item field or stop the event from being saved until a valid value is entered However if the dictionary lookup item contains a value that exists in the dictionary but is not valid according to the specified dictionary filter then the type of message warning or mandatory displayed is controlled by the whether the Ensure selected value exists in filtered dictionary option is set
14. January 2014 122 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide APPENDIX 4 DICTIONARY DISPLAY Sorting and Grouping The Display tab of the Dictionary Lookup Items dialog allows you to define sorting and grouping of the Data Entry dictionary dialog Sorting If you set a Default Sort Item then in Data Entry the dictionary dialog will be ordered by that item The Sort Ascending check box controls whether the column is ordered in ascending or descending order Dictionary Lookup Settings Dictionary Consultant Filter Display Options Default Sort ltem ah Sumame W Sot Ascending Default Group Items Grouping It is also possible to choose to display the dictionary records grouped by one or more of the columns If you add an item to the Selected box in the Default Group Items section of the window then the dictionary dialog will group the entries by that item in Data Entry Dictionary Lookup Settings Dictionary a Consultant Filter Display Options Default Sort Item h Sumarne M Sort Ascending Default Group terns Available Selected P T 2 neh An a Sumame dd a Initial x al Title Renae o Clear In this example the dictionary dialog is grouped by the Hospital Code item 4 Dictionary List Consultant X Search Field Consultant co oF Contains Tent Find Now Clear X Hospital Code 7 Expand All Collapse All X 3 Cancel
15. We will see later that viewing definitions definitions existing in a data view have blue yellow backgrounds Red green colour indicates you are working in a domain Edit Data Item Definition olx Date Data Item Date of Birth i eo General Advanced Calculation Validation Actions History Mame Date of Birth 4bbreviatior Date of Birth Press the right arrow to move to the next item January 2014 11 Chameleon Information Management Services Ltd InfoFlex Design Management User Guide Press the dropdown arrow to view the other items in the event Select the National Insurance No item Edit Data Item Definition on Ioj xi Coded Data Item Sex i gt Date of death Date Address Changed Reason for Change Mame National Insurance Number Surname at birth Nest of kin Sumame General Advanced Calculation Validati Abbreviation Electronic Patient Record A 4 Patient Demographics a4 National Insurance Number Close the Edit Data Item Definition window Event definitions In the domain double click the Patient demographics event The Edit Event Definition window is displayed If the event is unarchived a warning message will be displayed before the definition window is opened As before with the item definition note that the background to the title is red green This colouring indicates that you are working on a data definition a definition in t
16. BMI Row by row IT All data updated successfully Note that this simply indicates that the item has been refreshed according to the formula defined in the item definition No check as to the validity of the formula is carried out It is important therefore to check the values that have been calculated to ensure that the formula is producing the required results A red highlight in the Status column indicates that the refresh was not successful January 2014 83 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide 6 4 3 Keeping calculated items up to date Calculated items are updated whenever an event is saved If the saved event contains any items that contribute to calculated items in other events it will update those values as well when the event is saved So all stored values of calculated items will be kept updated when data changes and is saved However there are some instances where calculated items are not automatically kept up to date 1 items that contain a reference to the current date and time eg NOW and AGE functions These will need to be updated daily by a separate process 2 newly created calculated items where contributory data already exists 3 items in databases that have never had a full recalculation of calculated items run Prior to v5 01 0594 a different mechanism for updating calculated items was in use and a manual refresh was required in order for the correct data to be
17. Chameleon Information Management Services Ltd InfoFlex Design Management User Guide The dropdown list in the Item Value column can display any or all of the following depending on the context of the formula Item Value iData Itens Item Yalues Functions Date of referral Data Items If you select Data Items a Select Item window displays a list of items in the current event and parent events for you to choose an item to include in the formula Select Item Items a Care Spell Humber Ta Patient Status Date of admission 1 Time of admission 1 Duration of epizode Ti Source of admission Ta Method of admission i Management Intention 3 EJ Date of list if from elective list X Cancel Item Values If you select Item Values a Select Item Value window will allow you to enter an appropriate value if you wish to include a specific value that may have been entered in an item already used in the formula For example if you have included a coded item Examination in the formula the Select Item Value window will display all the possible codes that could be entered in the item Enter value for selected tem ltem T E amination Value Abnormal Exanination ND Examination Mot Done IFI Incomplete Patient intolerance IEF Incomplete Equipment failure January 2014 129 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User
18. First Seen j Og Waiting Time Adjustment First Seen Iten alue Date First Seen Cancer Referral Decision Date IIF ISBLANE Waiting Time Adjustment First Seen oO Waiting Time Adjustment First Seen Operator OBOROOOUD O E E E E 2 Cancel The conditional expression gives a value of 0 if the item Waiting Time Adjustment does not have a value otherwise it gives whatever value is in the Waiting Time Adjustment Without the conditional expression the whole calculation would not work if there was no Waiting Time Adjustment value Note that when Functions are nested within functions care must be taken with the position of the brackets and commas If the OK button is not highlighted when expected look at the statement to see if the brackets and commas are in the correct place If necessary the positions of the brackets and commas can be adjusted January 2014 134 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide Concatenating Several Fields A calculated field can be a concatenation of several other data items Consider the following derived data item called Decision to Treat Date Edit Formula Decision To Treat Date Surgery amp Decision to Treat Date Anti Cancer Drug Decision To Treat Date Teletherapy Decision to Treat Date Brachytherapyi tem Value a Operator i Decision Treat Date Surgeryi Decisi
19. It is possible to show associated code list names for coded item definitions in the design trees Likewise the associated dictionary names can be displayed for dictionary lookup dictionary linked dictionary derived and dictionary contributory item definitions Referral r Items EJ Appointment date a Hospital Name Hospital am ab Consultant Consultant ce a RDE ACen ab TR U Eaa ITa Source of Referral Source of Referral 1 El Category Category The display of the associated code list and dictionary names in the design trees is controlled by a Show Associated Code Lists and Dictionaries menu item on the View menu This option is also available in the General tab of the Options dialog Definition Actions Window Help Data View Design Dictionary Design Show Items Show Item Images Design Management Options Show Panels 00000 i i i Baas Show Documents Show Reports Wo Show Data ltem and Panel ltem type images in definition windows Cha Feen Vice ammai W Show Event View custom event images in definition windows Show Custom Event Images Show Associated Code Lists and Dictionaries Show associated Code Lists and Dichonarnes for items in definition windows Selecting this menu item causes the associated code list and dictionary names to appear enclosed in square brackets alongside the item definition names in the design trees This affects both item definitions in the doma
20. Refresh S BAD Code E E a4 Description L L The first thing to do before even naming the dictionary item is to select which dictionary it will use This Create New Dictionary item window will be displayed even if you have chosen not to display confirmation messages on creating new definitions In the Dictionary box select the GP dictionary Parent Event Event Patent Demographics 1 ltem Typ ETHNIC GAOUP r Dict GP DETAILS Next look at the Item Type section of the screen ltem Type f Dictionary Lookup ltem E Dictionary Derived ltem E January 2014 66 Chameleon Information Management Services Ltd InfoFlex Design Management User Guide Select Dictionary Lookup Item Dictionary 3 GF dichonary ltem Type f Dictionary Lookup ltem E C Bictionary Derived ltem i Next look at the Dictionary Items section of the screen Dictionary ltem ems e ae Code ie GP Telephone number ab GP Sumame 3lab GP Initial ab GP Title jab GP Address lab GP Address2 ab GP Address3 jab GP Address4 lab GP Postcode OOOO 2 o0 Z L L L L L L L L OOO OOOO OO Code item The greyed out tick in the Code column indicates that the GP Code item will be the code item The code item must always be the primary identifier in the dictionary and therefore cannot be changed Only one item can be set to be a code item Meaning item The tick in the Meaning column indicates that th
21. Show Documents Ctrl D Show Reports Ctrl F Show Custom Event Images 4ubo Synchronise w Highlight Linked Definitions January 2014 9 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide See how the events in the Electronic Patient Record domain which the Gastroenterology data view events are linked to are shown in red E DOMAIN DATA VIEW EEE Electronic Patien dk Click in the Urology data view window to make that the active design See how the urology events are now shown in red in the Electronic Patient Record domain Synchronising This function highlights in grey all the occurrences of a selected event in any domains or data views which are currently displayed Go to the View menu and switch on Auto Synchronise Select any events from the open domain and data views and see how linked events are highlighted as soon as one event is selected Dy x aA DOMAIN Electronic Pati i gt DATA VIEW Urology EEE g Outpatient Episode r a Accident and Emergency visit r P Accident and Emergency Fisk Regizl eae Biopsy amp Cytology r T gl Referral r Colonoscopy Referral r yan g vote gI Treatment Plan ae g RIF T e g2 Biopsy amp Cytology fr 27 a g Oncology r se El qo Colonoscopy Reassessrmeft Evi A Hie qa In Patient Attendance r El Gastroscopy Referral r of Biopsy amp Cytaligy postrea 7 EA Surgery 1 ew A
22. amp Cytology post reass r nuia Ta Pathology results cc al Pathology The selected definition a o is highlighted in the ana w Further comments design tree me Ta Cytology results corr ae ab Cytology Close A BS Select Matching Definition January 2014 148 Chameleon Information Management Services Ltd InfoFlex Design Management User Guide Find Linked Viewing Definitions The Find Linked Viewing Definitions function allows you to find all instances of a particular definition in the domain and all data views To access the function go to the Actions menu and choose Find Linked Viewing Definitions The Find Linked Viewing Definitions window automatically displays all instances of whichever definition was selected when you chose the function on the Actions menu The domain definition is displayed in the Data Definitions box on the left and all instances of that definition in the data views are displayed in the Viewing Definitions box on the right Find Linked iewing Definitions x Domains Yiewng Definitions G Electronic Patient Record Data Definitions os Electronic Patient Record g Patient Demographics ee Gl Inpatient Episode r ga Outpatient Episode r ae g Accident and Emergency Viet fr a Gl Consultation Bronchoscopy fr ea Ga Gastroscopy Referral r ga Colonoscopy Referral r ae Gl FlesiSigmoidoscopy Referral fr m 4A Referral r pe 4A Referral and Init
23. events will be included when determining next value Next sequential number the identifier will be set to the next sequential number which should be one more than the largest identifier item value of all sibling events 1 e deleted events will be ignored when determining next value Aubo generate primary identifier to Mest available number Hest sequential number January 2014 42 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide 5 7 2 Secondary identifiers and display settings It is possible to set secondary event identifiers Secondary identifiers can be displayed in Data Entry alongside the event name and or can be used to set the sort order for events To set a secondary identifier edit the Event Definition and go to the Identifiers tab Select any of the available items and press the Add button The item is displayed in the list of Secondary Identifiers Edit Event Definition Event Referral r ieg General Advanced Identifiers Auto create Events View Switching Actions History ms Fa for Radiotherapy A i for Chemotherapy TF for Care Support Team A Ta for Other treatment A None Notes amtifi H Date of Admission H Operation date al Surgeon Main Surgical Procedure al Other Surgical Procedure HJ Date of Discharge from Hospital Display 1 Number of In patient days Display Press the Display
24. 4 aly comments 43 Diastolic A Haih Other symptoms A 5 11 Re ordering events Events can be reordered vertically at any time Event relationships can be changed as long as no data has been entered To reorder events drag the event you wish to move until the position you wish it to occupy is highlighted then drop the event Moving events vertically in the tree drag and drop Drag the Outpatient Admission event onto the Inpatient Admission event Referral cU Drop the Outpatient Admission event and the events are re ordered Child events are moved with the parent event R terral Te January 2014 49 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide Moving events vertically in the tree menu Right click the Outpatient Admission event and choose Move then Move Down Collapse Expand Branch Expand Tree View d Mew Event Mew Data Item d Mew Document Copy Paste as Mew Event Edit Definition F Edit Layout ri Delete Definition Del Rename Move Up wf Archived ee z Fromote nenranise tt Demote Properties The events are re ordered k Referral y Changing event relationships Promote Mee click the Outpatient Episode event and choose Move then Promote Expand Expand Branch Expand Tree VIE F Mew Event Mew Data bem H Mer Document Copy Paste Edit Definition F Edit Layout FF Del
25. Data iew Wizard i xX The following iz a preview of what the new Data View will look like IF you are happy with this design click on Finish to create the new Data View Othenvise click on Back to change the design parameters EI My Data view A gga Patient Demographics Generic E Referal rl Generic HES Inpatient Admission r A Generic ow g Inpatient Episode r A Generic EA Outpatient Admission r 4 Generic i GI Outpatient Episode r A Generic Pi Cancel Back a Hert Finish Press Finish to create the data view You will receive a confirmation message to say that the data view was successfully created Press Ok Click OK to the next Open new data view definition message The new data view is listed on the navigation bar below My Domain and is displayed on the main screen Hy Data view E DOMAIN fel ea gt DATA VIEW My Domain El r E Items a a Hospital Number El qo Referral r 4 mie aB Sumame asi ssid He Referral Heg Address Io Ee E Inpatient Admission 4 Make sure that My Domain My Data View and any items contained within them are not archived January 2014 53 Chameleon Information Management Services Ltd InfoFlex Design Management User Guide Enter the Data Entry module and select My Data View You can now see the design you created in Design Management Data View H 4 Hospital Number Surname 123456 x Data Entry Patient Demographics
26. FS Data View Designs 1 InfoFlex Codelist Manager Addin a Clinical Domain Electronic Patient Record Using the Code List Manager Select the InfoFlex Code List Manager from the Add Ins menu The Code List Manager is displayed InfoFlex Addin What management options would you like to do during this session Please make a selection before continuing Select Management Option i Delete Code Lists Merge Code Lists Cancel Back Ii Einizh The Add In can be used to delete code lists and to merge code lists January 2014 140 Chameleon Information Management Services Ltd InfoFlex Design Management User Guide Deleting Unused Code Lists To delete code lists select Delete Code Lists and press Next gt The Add In will find all the code lists that are not used in any data item in the database and present them in a list In other words it only shows unused code lists Note that searching for unused codelists on a large design may take a considerable amount of time Unused code lists are displayed in a list Select the code lists you would like to delete and press the Finish button to carry out the deletion To select all the code lists at once press the Select All code lists button To deselect them all press the Deselect All code lists button InfoFlex Addin What code lists would you like to delete Please make your selections before continuing Select All code lists Hospi
27. General Advanced Diction Dictionary E Hospital ltem Type 0 Dictionary Lookup ltem Dictionary Derived ltem Dictionary Items o ltem Talab Code Talab Hospital mhb Address 1 mhb Address 2 fab Address 3 jah Address 4 jab Address 5 fab Postcode Refresh Linked Items Now Drag a column header here to group by that column Code Hospital res a Define Lookups CROYDON COMMUNITY NHS TRUST EPSOM HEALTH CARE NHS TRUST ROYAL SURREY COUNTY HOSPITAL NHS TRUST WESTON AREA HEALTH NHS TRUST EAST SOMERSET NHS TRUST EAST GLOUCESTERSHIRE NHS TRUST THE UNITED BRISTOL HEALTHCARE NHS TRUST TRECARE NHS TRUST SOUTH DEVON HEALTHCARE NHS TRUST BRADFORD HOSPITALS NHS TRUST NORTHERN GENERAL HOSPITAL NHS TRUST DONCASTER ROYAL INFIRMARY amp MONTAGU HOSPITAL NHS T SOUTHEND HOSPITAL NHS TRUST THE ROYAL FREE HAMPSTEAD HOSPITAL NHS TRUST THE ROYAL NATIONAL ORTHOPAEDIC HOSPITAL NHS TRUST NORTH MIDOLESE HOSPITAL NHS TRUST NORTH HERTFORDSHIRE NHS TRUST THE HILLINGDON HOSPITAL HHS TRUST CENTRAL MIDDLESEs HOSPITAL NHS TRUST LIFECARE NHS TRUST KINGSTON HOSPITAL NHS TRUST ee La Save f DK Close 127 12 18 LENNARL EPSOM GENER EGERTON ROA WESTON GENE YEOVIL DISTRI 1 COLLEGE LA MARLBOROUG a PYDAR STA HEN GRAVE HO BRACFORD AO CLOCK TOWER DONCASTER A PRITTLEWELL ROYAL FREE H EROCEKLE HIL STERLING W r LISTER HOSPI PIELD HEATH F ACTON
28. Intent Tat Primary Diagnosis 2 Week Cancer Referral Description 2 Week Cancer Referal 1 Week Cancer Heterral 2 24 hour urine collection 24 hour urine result 2nd definitive treatment 2nd Primary Diagnosis drd definitive treatment Age M m Enah Taul bln wack Code Items L E Palliative O Unknown F U Note that by default the first code list in the list is selected and displayed in the Details and Code Items sections of the screen Press the New button Ly New A new entry of New Code List appears in the Code Lists list and the name New Code List is displayed in the Name box Select Code List Code Lists Details Z O O O O O OOOO O Nausea Nausea 1 New Code List Nest of Kim Relationship Non Cancer Diagnosis Mon Small Cell Type Meaning Normal examination Symptom diagnos Normal Examination Symptom Diagno Pole ieee ee Dee Pi ee Se H ame H Eir C m de Liszt Description Code ltem Type the name Marital Status over the name New Code List Press the Add button to add a new code oF Add January 2014 60 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide Add the following codes Single l Married Separated 8 No Notapplicable 9 No Notknown Your code list should look like this Code Items 1 o Meaning Single Mared Separated Divorced Widowed Not Applicable Click the E s
29. LANE ST LAWRENCE BALESWORATH w Expand All Collapse All X gt Cancel ge New J Find Bar Group By a Box Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide APPENDIX 5 FORMULA BUILDER This section describes in detail how to use the InfoFlex formula builder and gives some worked examples of some more complex formulae that can be defined Please ensure that you have read the notes in sections 6 4 2 Refreshing values in a newly created calculated item and 6 4 3 Keeping calculated items up to date The Formula Builder is used in several places in Design Management Calculated items and default calculations Item Validations Event auto creation Data view switching Actions Branching items Design Management Tutorial 2 The Formula Builder is used whenever criteria containing formulae need to be defined The formula might simply perform a calculation and enter the result in an item or else it will test to see if data entered meets the criteria and then carry out an action e g displaying a message switching data views generating an event branching to another panel The Edit formula box is always accessed by pressing the fx Edit Formula button a The Edit Formula window is displayed Edit Formula ioj x 2 Cancel The window allows you to build up a formula row by row The formula can be as simple or complex as you wish January 2014 128
30. Line Width These may be overridden in the image viewer application for each individual image 6 7 2 Audio and video items The Advanced tab properties are the same for both audio and video items Advanced tab properties for Audio and Video items Property Save Media Folder The folder where the audio or video files should be saved Media Type Select 1 Audio or 2 Video Copy Media Whether to copy the audio or video files to the Save Media folder or leave in the original location Default Media Clip The path to a default audio or video files that will be used for every subject If this is selected then there is a single audio or video file which is fixed for all subjects and cannot be replaced Multiple Select Whether more than one audio or video files can be saved in the media item If Multiple Select is No then adding a new file will replace the previously saved file Capture Type Capture of Audio and Video is not currently enabled except via the Digital Dictation Add In Set to 0 None Disable Browsing Whether to prevent the user from browsing for audio or video files The InfoFlex Digital Dictation Add In can be used to record and playback dictations which are stored in InfoFlex Audio items See the separate InfoFlex Digital Dictation Add In User Guide January 2014 91 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide 6 8 Boolean Items In Data Entry Boolean items displ
31. Lookup OOOO OOO OORE lel Save ar OF 2 Cancel January 2014 117 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide The Dictionary Lookup Settings dialog is displayed Dictionary Lookup Settings Dictionary a Consultant Dictionary Fiter None A Select Filter Parameter Items No dictionary filter selected Conditional dictionaries are implemented using Queries and or Query Filters defined on the dictionary domain If a Query is used the Query view determines which items from the dictionary will be displayed in the dictionary list dialog in Data Entry If a Query Filter is used then all of the items from the root event of the dictionary domain are displayed in the dialog in Data Entry To define a new Query or Query Filter to use or select an existing one press the Select button This will open a dialog to select the Dictionary Query Filter or Query Filters are defined on the dictionary domain and can reference one or more items in the dictionary Select Dictionary Query Filter Definition Consultant Consultant Document Query Group Consultant Subject Search Quer Group Queries Consultants with Specialty in 800s Specialty 810 Filters Y Consultants with Specialty in 800s Y Specialty 810 a ee The queries and query filters available for conditional dictionaries should all belong to the Subject Search Query group of the dictionary domain
32. Manager Query Design Manager k The Manage Code Lists window is displayed Manage Code Lists a x Ol ANET I TEAMNENE I E ae er ee er al Hame Other Treatment Intent Ts ER ones Week Cancer Referral Description Week Cancer Reterral 1 Code item Week Cancer Referal 2 24 hour urine collection 24 hour urine result Press the New button E A new entry of New Code List appears in the Code Lists list and the name New Code List is displayed in the Name box Select Code List Code Lists HM ausea Nausea 1 Hew Code List H ame H Eir E 0 de Liszt Description Nest of Kim Relationship Non Cancer Diagnosis Code Items Non Small Cell Type Meaning Normal examination Symptom diagnos Normal Examination Symptom Diagno kl eee ee ee ee ee ee ee ee ee Type Ethnicity over New Code List in the Name box Hame Ethnicity Description January 2014 62 Chameleon Information Management Services Ltd InfoFlex Design Management User Guide Press the Add button to add a new code Add the following codes oO JN White rt No Black Caribbean 2 No Black African 3 No _ Indian D Your code list should look like this Code Items Meaning 0 O white 1 E Black Caribbean 2 O Black African 3 O Indian 4 O Fakistani F E Bangladeshi O Chinese Click E sae to save the new code list The name of the new code list is d
33. Text Case and Maximum Length properties available for text items cannot be set for memo items however a Memo item will store considerably more data than a text item Memo items can store up to 2 Gb of data in SQLServer databases and up to 1 Gb of data in Access databases There is a memo viewer available in the Data Entry module for viewing the text entered in memo items You should also take the following factors into consideration e Memo items cannot be used as domain identifiers or event identifiers e Memo items cannot be indexed Memo items and queries e Memo items cannot be used in a view if the query uses the Distinct Rows property e Memo items can only be used with the LIKE operator See the QDM manual for the syntax required for filtering on empty memo items e Memo items cannot be used with the following view functions Count Min Max Sum Average StDev Abs Trim Upper and Lower functions e tis not possible to order by memo items Memo items and import export tools e When exporting memo items containing carriage returns characters it is possible to replace the carriage return with a space when exporting to a file from QDM or Data Analysis however this is not currently possible when running a query using the Extract Add In e When importing using the Data Import wizard there must be no carriage returns in memo items Memo items and the audit trail e The audit trail stores a maximum of 8000 bytes of data for memo item
34. This group is automatically created in each domain To define a new Query or Query Filter press the Manage button to display Query Design Manager Manage January 2014 118 Chameleon Information Management Services Ltd InfoFlex Design Management User Guide Static Filters A static filter contains parameters based on information that is in the dictionary For example Specialty Code LIKE G Wildcards can be used in filter criteria This filter returns all specialty codes beginning with G Queries Views Filters Query Filter Properties Consultants with Specialty in 800s O Daeten Opee ve Promt Hel Tea Dela E a Consultant fel Consultant Document Query Group Consultant Subject Search Query Group Filters Consultant Consultant E Items a Consultant code at Surname a Initial a Title ad Specialty Code aB Hospital Code Dynamic Filters A dynamic filter contains a parameter which will be dependent on the data entered in the local event This is represented by a prompt in the Query Filter However instead of prompting the user the value of the prompt will be filled in using an expression involving data items from the Data View This expression will be specified later in the Dictionary item definition In this example the Hospital Code item in the Consultant dictionary is defined as a prompted value Query Filter Properties Parameter for Hospital Code Ho
35. Trh g Accident and Emergency sit q ae Accident and Emergency Risk F v k Fe an 9 Referal ir Drag w i oe Create New Definition x Details Create New Definition Type E Event M ceee Parent Definition Event Inpatient Admission r A i Edit Copy OF Definition Event Inpatient Episode r i 2 Cancel T Copy all child Events i I Copy all child Data Items Properties Hame Description Archived Repeat es Study E eneric The Details section of the window describes what is being created By default Copy all child Data Items is selected This means that all the data items attached to this event will be copied along with the event By default Copy all child Events is NOT selected Tick this if you wish all the events and all the items held in those events to be copied along with this event The Properties section of the window displays the properties from the General tab of the event definition By default the event name is prefixed with Copy of January 2014 45 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide Set the Name to Inpatient Episode Click Edit to copy the event and its items and open the event definition A progress box is displayed while the event is being copied Copying definition Data ltem Referring GP practice name Go to the Identifier tab Care Spell number is set as the Identifier item
36. amount of time remaining to complete the action January 2014 146 Chameleon Information Management Services Ltd InfoFlex Design Management User Guide Find Definitions By Name The Find Definitions By Name function allows you to search a domain for any type of definition To access the function go to the Actions menu and choose Find Definitions By Name Select a domain enter the name of the definition you are searching for and then choose which type of definition you are searching for from the dropdown list Find Definitions By Name x Domains Matching Definitions B Electronic Patient Record Search Critena Name Comment ca Event View Summary 4 Event View Document Wiew C Panel E Select Matching Definition f Close we Options Full match Partial match Match at start only In the Options section select how the name should match the name you have typed in Find Definitions By Name Domains re Electronic Patient Record Press Search Now to begin the search Search Criteria Name Comment Type B Data ltem E Options Full match Partial match Match at start only January 2014 147 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide The results are displayed in the Matching Definitions box Find Definitions By Name x Domains Matching Definitions ie Electronic Patient Record Search Criteria Name
37. can be over written by the user if necessary If the value is over written by the user the new value will be saved and it will not be reset with the default value In the case of default calculations if the items contributing to the calculation change the value is not recalculated but see Default Options in 6 6 below If the value is deleted ie reset to blank then the item will be repopulated with the default value The default value can either be an absolute value select the Default Value option or a calculation select the Default Calculation option Text items value items date items coded items boolean items memo items and dictionary lookup items can all have default values Defining a default value To define a default value edit the item definition for the data item which is going to have a default value To enter an absolute value press the Default Value radio button and then enter the value The value entered must be appropriate to the item type Edit Data Item Definition Ioj x 124 Value Data Item Follow up in ipe General Advanced Calculation Validation Actions History Details To enter a calculation select the Default Calculation radio button Press the fx button to display the Edit Formula window Edit Data Item Definition 124 Value Data Item Follow up in i me p General Advanced Calculation Validation Actions History Details Calculation Formula
38. comment Type B Data ltem v Options Full match f Partial match Match at start only A Search Now Select the definition you wish to view then press Select Matching Definition The relevant domain or data view is displayed in Design management The tree is expanded and the definition you have selected is highlighted The Find Definitions By Name window remains displayed until you choose to close it za DOMAIN EEL Electronic Patient Record ine Electronic Patient Record Find Definitions By Name a A Items Domains Matching Definitions 4 Inpatient Episode r re Electronic Patient Record Patient Demographics ga Outpatient Episode ae ae Gastroscopy Referral r ma S Accident and Emergency Visit r if General comments a 4 Accident and Emergency Risk Reg Mame Comment Bg Management amp Aftercare ja Referral r E Daaten z li Comments for the patient report RIP Type B Data Item ud Be Biopsy amp Cytology r vn T Consultation Bronchoscopy 1 Options p g Gastroscopy Referral r C Full match El Colpapscopy Referral r fani E lems P l P t Comments H aa S Abnormal Upper GI Findings zo zl mebel f te qo Biopsy amp Cytology r H 49 Management amp Aftercare Match at start only E Further comments eRe g Biopsy amp Cytology r i ga Colonoscopy Reassessment Event r E Items A 2 al Comments for patient report pains E Date of Biopsy A l gA Biopsy
39. displayed in analysis or reports 4 items whose contributory items are populated by an interface unless the task server is triggered by the interface to update the calculated items A separate document Updating Calculated Items document is available which describes in full the processes that can be implemented to keep the calculated items listed above up to date This document also describes the process for testing whether the Direct SQL Update method can be used to update calculated items Please ensure that you discuss your requirements for calculated items with your implementer or account manager 6 4 4 Contributes To tab The Contributes To tab lists any items that are derived from the current item ie items the current item contributes to the calculations for and also shows any items that contribute to the current item Edit the item definition for the Weight item and go to the Contributes To tab 2 gt Edit Data Item Definition Seles 124 Value Data Item Weight i Display f Denved Data Items that the current Data Item contributes to o The current Data ltem contnibutes to the following denved Data Items Mame Denved Type Description Referral r 16M E Calculation Show Event Tree Show Nested Dependencies Show ltem Keys rf Close January 2014 84 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide The Display is set to Derived Data Items that the curr
40. one of the merged code lists How to merge code lists To merge code lists on the initial screen select Merge Code Lists and press Next gt The next screen displays trees of the unarchived domains in the database You can expand the trees to see the coded data items that are in each event Select a coded data item to display its code list on the right hand side InfoFlex Addin What code lists would you like to merge Please make your selections before continuing Code Lists Codelist Referenced C44 Sex 1 Clinical Domain Code Description Eg Patient Registration Tp Marital Status 99 Not specified oY Ethnic Origin Referral r T Source of Referral po ira Presenting Symptoms pe Ta Performance Status ira Basis of Diagnosis Been lT for Surgery i i for Radiotherapy Cancel Back Hegt gt In the tree select all the code lists that you wish to merge You can select multiple code lists by holding the Ctrl button down while making a selection When you have selected all the code lists you wish to merge press the Next gt button January 2014 142 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide The next screen displays code lists you have selected for merging Choose which code list you would like to keep and press Finish to perform the merge After merging the other code lists will be removed and replaced by the code list you have chosen to keep wh
41. or to use an existing dictionary contributory item from the same event where one exists Create Dictionary Contributory Items P The new dictonary derved tem requires dictionary contributor items linked to the following dictionary tems Please select whether to create new dictionary contributory items for these dictionary items orto use existing dictionary contributory tems from the current ewent Linked Dictionary ltem Local Contributory ltem ir T code Use existing contributory item T code A Ta TNM Staging Use existing contributor item TNM Staging A Ta MM code Use existing contributory item MM code A Ta N cade Use existing contributor item M code A Create Hew For All If the Use existing option is selected for each of the selected contributory dictionary items then the new dictionary derived item will be created and linked to the existing dictionary contributory items selected by the user in the prompt dialog Dictionary contributory items contain a list of all of the dictionary derived items that they are contributory to This list can be seen on the Dictionary Contributory tab of the edit definition dialog for a selected dictionary contributory item and also in the Contributes To tab as well January 2014 114 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide Edit Data Item Definition Coded Data Item T Category Final Pretreatment Lucada 6 1 Display
42. patients that are relevant to their designs and to enable patient data to be shared where appropriate This step in the design process is optional since domains which contain data for only one specialty or which all users can view will not need to have studies defined Studies are a design tool and will not be evident to the Data Entry user Studies are discussed at greater length in a separate Studies tutorial document January 2014 24 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide 5 DOMAIN DEFINITIONS 5 1 Define a domain Go to the Design Management module and close any open domains or data views by pressing the x in the top right corner of each domain or data view or by unticking them in the navigation bar Definition Actions Window Help Data Yie y Go to the Definition menu and choose New then Domain Edit Definition F Edit Layout Er Dictionary Delete Definition Del Event wie A Create new definition window is displayed The Details section of the window describes what is being created The Properties section of the window displays the properties from the General tab of the domain definition Give the domain a name of My Domain Set other properties if you wish There is a wizard style mechanism to continue Create New Definition E Details ae 7 Create New Definition Type re Domain my Edit Properties Name My Domain x m Next r Pai Cancel D
43. require extra validation to ensure that the entered value conforms to the static and dynamic filter rules defined by the selected dictionary query or query filter If the user selects an entry from the filtered dictionary for a dictionary lookup item either via the dictionary list dialog or the drop down list then its value can be assumed to be valid However if the user then changes the values of one or more of the items in the local event that are mapped to parameterised query filter items then the current value of the dictionary lookup item could become invalid Additionally if the user manually enters a value into the dictionary lookup item field then the entered value could be invalid The standard invalid code warning messages will be displayed to the user when entering and exiting a conditional dictionary lookup item field that contains an invalid value Validation Messages The specified value for the dictionary lookup tem Consultant is invalid The same message will be displayed if the user attempts to save the event when the dictionary lookup item contains an invalid value If the Ensure selected value exists in filtered dictionary option is ticked on the Options tab see App 4 below then the warning messages are mandatory and the user cannot leave the field until a valid value is entered The specified value for the dictionary lookup item Consultant is invalid Please re enter Click OF to re enter data
44. specialty Code Hospital Code 2 Cancel 21230001 Smith Ay 100 Cb300 21230006 Adams F 100 BC200 o 21230011 Jones K 100 BC200 qp New 21230016 Evans F 100 BC200 1250021 Davies U 100 BC200 W Find Bar 21230026 Green Z 100 BC200 o 21230031 Brown E 100 BC200 m Group By 21230036 Hughes J 100 BC200 ak 21230040 Brown N 100 BC200 21230045 Hughes 5 100 Cb300 21230050 Clark x 100 BC200 21230055 Smith C 100 BC200 21230060 Adams H 100 BC200 21230062 Green J 100 BC200 F12200ET roas r E 1H Ch320 kd Dynamic Filters Dynamic filter rules cause the selected dictionary to be filtered according to the values of one or more items in the local event the event containing the dictionary lookup item or parent ancestor events e g only including dictionary entries where the value of a particular item matches that of an item in the local event etc As an example a dictionary might contain a complete set of CD10 codes The Data Entry user may enter a patient s Tumour Site in one data item and then select the ICD10 code from a dictionary lookup item The CD10 dictionary can be filtered to only show those entries relevant to the patient s tumour site To enable the dictionary to be filtered dynamic filter rules are set up in the dictionary item to filter the dictionary by the value entered in the Tumour Site item January 2014 116 Chameleon Information Management Services Ltd InfoFlex Design Manag
45. the InfoFlex Image Viewer application or directly in the Data Entry screen The annotations are stored with the image and superimposed on top of the image The images can also be used in letters documents and reports the user can select which images should appear in a document Advanced tab properties for Image items Property Save Media Folder The folder where the images should be saved If this is not specified it will default to the setting as specified in the registry key HKEY_CURRENT_USER Software CIMS InfoFlex GeneralImagePath Media Type Select 0 Image Copy Media Whether to copy the images to the Save Media folder or leave in the original location Default Media Clip The path to a default image that will be used for every subject If this is selected then there is a single image which is fixed for all subjects and cannot be replaced This might be so that the image can be annotated for individual patients or it could also be used for illustration purposes for the Data Entry user Multiple Select Whether more than one image can be saved in the image item The image item can hold a series of images If Multiple Select is No then adding a new image will replace the previously saved image Allow Annotations Whether to allow annotations to be added to the image January 2014 90 Chameleon Information Management Services Ltd SsInfo Flex Design Management 1 User Guide Image Capture Enabled Whether image ca
46. the item definition The dictionary lookup item and all the linked items are created automatically The items are all given the names which their corresponding items in the dictionary have and they are the same type as the items in the dictionary The names and other properties can be changed if you wish by editing the item definition The amp symbol dictionary with plus symbol indicates the items that are the contributory items and the amp symbol dictionary with sum symbol indicates the item that is the dictionary derived item This derived item is also displayed in italics to indicate that it is a derived item ve TP Pathological T Stage 4 oa Fa Pathological N Stage A Fe Pathological M Stage 4 a a Cheat saan fle eS Editing the Item definition for a Dictionary Derived item After pressing edit the Overall stage item is displayed in the item definition Coded Data Item Pathological T Stage A i General Advanced Dictionary Contributo srai A Pathological N Stage A Pathological M Stage A Overall stage 4 The item has the General Advanced and History tabs which any other item has but this time instead of a calculation tab there is a Dictionary Derived tab gt Edit Data Item Definition K Text Data Item Overall stage A i General Advanced Dictionary Derived History January 2014 74 Chameleon Information Management Services Ltd InfoFlex Design Management Us
47. wish by editing the item definition The amp symbol dictionary with magnifying glass indicates the item that is the code meaning item and the amp symbol dictionary with link indicates the items that are linked items These linked items are also displayed in italics to indicate that they are derived items ae G Gh Fie als Grates al ard tae el FP ae tase fel ef iae hag al Ge Fins fle te edhe ee Editing the Item definition for a Dictionary Lookup item The Edit data item definition window for this item has the General Advanced Validation and History tabs which any other item has and you can set the properties on these windows as you wish Note that you can rename the dictionary lookup item and its linked items the item names do not have to match the item names in the dictionary itself Edit Data Item Definition joj x AR Tex Data Item GP Code A i General Advanced Dictionary Lookup Validation Actions Contributes To History However instead of a calculation tab there is a Dictionary Lookup tab and a Contributes To tab Go to the Dictionary General Advanced Dictionary Lookup Validation Actions Contributes Tol History Lookup tab It contains all the information that you entered when you first created the item Dictionar GF dictionary ltem Type 0 Dictionary Lookup ltem E f Dictionar Derived Item Ii Dictionary tens ia eater Lie Rice mee GP C
48. Cancel Click in the Item Value box to display a dropdown list and choose Data Items Data Items displays a list of items which can be included in the formula Item Values allows you to enter an item value in the formula Functions displays a list of functions which can be included in the formula t Item alue O OZO O OOOO HO Data Items Iten YValues Functions On pressing Data Items the Select Item window is displayed All the items in the current event and its parent events are available to be used in the formula Select the Weight item and press OK Select Item eee x Select Data kem from Event Inpatient Episode ee Items 7 ante ad Care Spell Number Tay Patient Status EJ Date of admission aaa 1 Time of admission D EJ Date of discharge sti 1 Time of discharge aa 1 Duration of epizode saa Fh Source of admission ani T Method of admission 2 Cancel January 2014 78 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide Weight is displayed in the yellow area at the top of the Edit Formula window Weight is also displayed in the Item Value column ioja Weight On the next row press the dropdown arrow in the Item Value column to display the dropdown list Data Items displays a list of items in the current event and parent events if you wish to include another item in the formula Item Va
49. EN 21 3 11 Show associated Code lists and Dictionaries eesseessseeesesssssseressssssrresssssereesssserresss 22 I2 Displaying GICTOMNAMe Ss oaa AN NOAN 23 Design Management Concepts cccccccccccssssssssssssssssssssssees 24 4 1 IB cs Cit TS EED EE E E EEEE E E ES 24 4 2 Data VIEWS n E E E ee ea 24 4 3 SY RULCH ol Pe AIRS te A e a a a NT See ND S REN A hen a A EEA 24 Domain Definitions esesesesecesececeseseseocoeocococococococococososocososose 25 Jl Denied domains ase e a E Giaea Seeman ees ao 25 5 1 1 Summary of domain definition properties sssssesseeeseseessssssssssrrreeessssssssseeee 27 52 Derne Eve msione ri A cae E EARE EE R 31 5 3 TQS FAA eS ssr ta E E EE E TEAN E 32 5 3 1 Data Item properties on the General tab ssosseoeeeeneesesssssssssssrereessssssssseeee 33 Seve Mandatory rype Proper y seas e E T eieas weedeat 33 Jos dexo d Eropeyen AAAA 34 5 4 WN ARCH VAN Em acis aa E EE O OE 37 5 5 Setting Domain Primary and Secondary identifiers cccccccccccceeeeeeeeeeesnnteeeeeeeeeeeeees 38 5 6 Creatine more events and 1EMSeesrsiienorrenas enean ea a eaa a 39 S Seine eventi dentitieT s mia an a A A S A 41 5 7 1 Event auto sequence generation sssseseesessssssssssssrerrreeessssssserrrrreeesesssssseeeee 42 5 7 2 Secondary identifiers and display settings ccccesesseccccceceeeeeseeeeeenteeeeeees 43 5 8 Renanung cyents and Enis Aangst 44 5 9 Creating events by copyin
50. Entry the user chooses OK if they wish to continue saving and the user chooses Cancel if they wish not to save but to revise the date they have entered InfoFlex Data Entry g E x AN The date of discharge is earlier than the date of admission Please re enter the date Click OF to continue saving Click Cancel to re enter data before saving When Allow continue save is set to No then in Data Entry the user has to choose OK and revise the date they have entered InfoFlex Data Entry E ex Q The date of discharge iz earlier than the date of admission Please re enter the date Click OF to re enter data before saving Click OK to save this validation January 2014 106 Chameleon Information Management Services Ltd InfoFlex Design Management User Guide The details of this validation are displayed on the Validation tab Validations can be enabled and disabled using the Enabled check box on the Validations tab By default newly defined validations are enabled To disable a validation simply remove the tick from the Enabled check box Edit Data Item Definition E 5 x F Date Data Item Date of Discharge i General Advanced Calculation Validation Actions Contributes Ta History Validations Name Expression Execute Action Enabled Date too early JE ate ot Dis E harge lt D ate of Show essaqeb ox Admission o dh Ey x mi t 4 Add Edt Remove Clear Promote Demote
51. Formula button has inserted the function and has created rows for each of the arguments to the function with commas between them Edit Formula Now simply fill in the three arguments The d can be typed in directly into the row The data items are selected as before Notice that the earlier date 1s first Edit Formula ITten alue O DATEDIFF re qre Date of Admission m 2 Cancel Select OK and save the change to the item definition Inspect the item in the Data Entry module January 2014 133 Chameleon Information Management Services Ltd InfoFlex Design Management User Guide Using ITF The function HEF can be used to create a conditional statement HF test_expr true_expr false_expr Returns substitute expression depending on result of test test exor Expression to test true expr Expression to return if best ie true false expr Expression to return if test is false The first argument is an expression that returns true or false The second argument is the answer if the test expression 1s true The third argument is the answer if the test expression is false The third argument can be omitted to indicate that the expression returns a null value if the initial argument evaluates to false Consider the example for a calculated item called Adjusted Waiting Time from a Cancer Design Edit Formula Date First Seen 7 Cancer Referral Decision Date ITIF ISBLANE Waiting Time Adjustment
52. Guide When you have selected a code that code will be displayed in the formula in the correct format Shea Examination inne Z Functions If you select Functions a Select Function window allows you to select a function for use in the formula e g max min percent now l Select Function S x Function Miscellaneous AGE dob fmt ref Calculates the age in years or other units given the date of birth dob Date of Birth fmt Optional Output format Defaults to y for pears values Y tm yd vmd m rd c ref Optional Reference Date Defaults to Mow 2 Cancel A full explanation of InfoFlex functions can be found in the separate document InfoFlex Functions and Expressions User Guide When you select a function the frame beneath the function selections displays the arguments that the function requires along with help text and a list of allowed values where appropriate After selecting a function use the grid in the Edit formula window to complete the arguments Functions can be used within functions where appropriate Note that after selecting a function the grid displays the appropriate commas and brackets however where functions are used within functions the commas and brackets displayed may not be accurate See below for some examples of functions The current item and any previously used arguments Beneath the Data Items Item Values and Functions optio
53. a batch refresh and only applies to the selected event By default the Batch No Refresh option is not ticked Note that if you add a new item to an existing event and mark it as Batch No Refresh then the item will not get any values until events are created or existing events viewed and saved in Data Entry Example If an item records the time the event was last saved using the NOW function the item may need to have Batch No Refresh switched on so that calculated item values are not automatically updated via the batch process utility 6 6 1 Evaluate on Event Load This option is set on the General tab of the Domain definition By default this option is set to Yes and derived items including calculated items will be re evaluated when the events are loaded in Data Entry If this re evaluation causes performance issues the option can be set to No and derived items will not be re evaluated on event load Many calculations will be unaffected by this since whenever contributory items are updated dependant calculations in descendant events are automatically updated However instances where calculations are not updated such as interfaced items or calculated items using functions such as NOW are affected and an alternative mechanism for updating these items should be used If you wish to set this option to No you should discuss the implications with your Implementer See also the separate document Instructions for Updatin
54. a that can be entered in this contributory item The purpose of the fields on this tab is as follows January 2014 75 Chameleon Information Management Services Ltd InfoFlex Design Management User Guide Defaults and Requirements Dictionary The name of the dictionary which the Completed automatically data is taken from Linked Dictionary Item The name of the item in the dictionary Completed automatically that this item is linked to Local Derived Item The name of the item in this domain Completed automatically which is derived on the basis of the data entered in this Item Go to the Contributes To tab This tab is for information only and lists the item which the contributory item contributes to Display f Denved Data ltems that the current Data tem contributes to a The current Data ltem contributes to the following derved Data ltem Hame Denved Type Description Referral r aP Overall stage amp Dichonary Derved Deleting Contributory items Before you have entered data you can change which items are the contributory items If you wish to delete a contributory item you will not be allowed to delete the item itself you should go to the item definition and remove the tick from the Contributory column on the Dictionary Derived tab If you remove any contributory items by removing the tick from the Contributory column on saving the item the following message will be displayed and the contributory
55. ae button in the bottom left corner to save the changes to the code list A prompt message will indicate that a code list with this name already exists Click OK to save the code list with the suggested name InfoFlex Design Management x Q2 4 Code List already exists with the name Marital status Do you want bo save the Code Lisk with the name Marital status 3 instead Cancel The code list is now saved and available to be used in any item in the domain Click Select to close the Select Code List window and return to the Edit Data Item Definition window The code list is displayed on the Advanced tab of the item definition General Advanced Calculation Validation History ea E e ERR a Multiple Response No r Allow Undefined Mo P Code List Items 1 E Single 2 O Maried Separated Press OK to save and close the item definition January 2014 61 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide 6 1 4 Using Code List Manager to create new code lists This exercise will create a new code list but it will not yet be used in an item since we will open Code List Manager from the Actions menu On the Actions menu select Code List Manager Actions Window Help Create Default Data View View Event Study Map Find Definitions By Name Fa Find Linked viewing Definitions Chrl F3 Check External References Code List
56. al and Initial Attendance you are working in a data view Description Referal and initial attendance details Ba Archived Mo a Base Event Referral and Initial Attendance J Protection 0 Mones o URL PO Image Icon fidefa nf E Edit Event Definition LH Save GK 2 Close Only a small number of properties which relate to how the event is viewed can be edited at this level since the core item properties are stored in the domain Note that there is an Edit event definition button in the bottom left of the window which takes you to the event definition of the linked event in the domain Click the Edit Event Definition button The Edit Event Definition window is displayed and you are now viewing the event as it exists in the domain The complete range of properties of the event can now be edited however any changes made here will affect all occurrences of the event i e changes will apply to the event in all the data views in which is used Note that the button in the bottom left corner of the window is now called Edit Event View definition This will return you to the event in the data view Close the Edit Event Definition window January 2014 15 Chameleon Information Management Services Ltd InfoFlex Design Management User Guide 3 7 Warnings when data is present Display the Clinical Domain and Clinical Data View He Clinical Domain IED Audit Data view Tp Clinical Data views In the Clinical Domain double c
57. ameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide 5 5 Setting Domain Primary and Secondary identifiers Double click My Domain to open the domain definition Go to the Identifiers tab Select Hospital Number in the Available Items box then click the Set button Hospital Number moves across into the Primary Identifier box General Identifiers Studies Interfacing History Available It at Hospital Number 4 se empora address required 42 No of Dependants ey Date of Birth Notes Clear Note that an item must be unarchived in order to be set as a primary or secondary identifier Note also that setting an item to be a primary identifier will automatically set the item to be Mandatory Select Surname in the Available Items box and then click the Add button Surname moves across into the Secondary Identifiers box Repeat for the Date of Birth item General Identifiers Studies Interfacing History oe Temporary address required 1 No of Dependants Notes O Clear Up E Gown Note that there is no limit to the number of secondary identifiers which can be set in a domain All secondary identifiers are automatically set as search criteria in Data Entry Items which are set as secondary identifiers will also become part of the label for an event in the Subject overview January 2014 38 Chameleon Information Management Services Ltd InfoF
58. ameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide APPENDIX 7 DESIGN MANAGEMENT TOOLS Check External References The Check External References function is available on the Actions menu in Design Management This function allows you to search for all the dictionaries and code lists that are referenced by a particular item You can save or print the results of the search To use the function go to the Actions menu and choose Check External References Select an item event or domain in the Definitions tree on the left Press the Search button on the toolbar The References Found list on the right lists all the dictionaries and code lists that are referenced by the selected item A External References Item Patient Status gt ioj x File References Tal So Definitighg Search for external references References Found 1 Code List 7 ven Demo Domain Code List Patient Status C11 A sa Electronic Patient Record 4 PE qo Patient Demographics oe B ler ae qa Inpatient Episode r i ie E Items e Spell Number ent Status O x References Found 5 Dictionary Domai ins Dictionary Domain CONSULTANTS M11 Dictionary Domain Hospital M13 Dictionary Domain ILD 10 Codes Me Dictionary Domain OPCS 4 Procedure Codes M19 Dictionary Domain WARDS M14 Ep Clinical Domain i ai Demo Domain n Electronic Patient Record A
59. and items Switch off the Show item definitions and Show Panel definitions so that panels and items are not displayed in the design trees Note that switching off panels also switches off items and that switching on items also switches on panels I Show Panel Ferment Also switch off the Show Document definitions and Show reports buttons We shall look at these later Show Document definitions Show reports January 2014 8 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide 3 4 Highlighting and synchronising Go to the View menu and ensure that Auto Synchronise and Highlight Linked Definitions are switched off view Definition Actions Window Help w Data View Design Dictionary Design w Show Items Ctrl I w Show Item Images w Show Panels Show Documents Ctrl D Show Reports Ctrl F Show Custom Event Images 4uto Synchronise Highlight Linked Definitions Options Refresh Right click in the Gastroenterology data view and choose Expand tree 3 gt DATA VIEW Gastroenterology OE elapse g Ga Expand Branch Highlight linked definitions This function shows in red in the domain all those events which exist in the currently active data view Go to the View menu and switch on Highlight Linked Definitions View Definition Actions Window Help w Data View Design Dictionary Design Show Items Ctrl I w Show Item Images s Show Panels
60. ar and select Dictionary Designs All the available dictionaries are displayed in the navigation bar Expand the ICD10 Codes dictionary and the OPCS4 Codes dictionary Display the ICD10 Codes domain and data view and the OPCS4 Codes domain and data view F DICTIONA aE DICTIONARY D ICD10 Codes EART Proce l Dictionary Designs vee OPCS 4 Procedure Codes Consultant CONSULTANTS in E lema E Be e ICC10 Codes Jf Ee exes Dich Destinat aa a CD10 Code al ICD10 Code Cah OPCS Code hee a Description sal Description hah Description ETHNIC GROUP Generic Master Study GP DETAILS GP Dictionary J AG OPCS4 Procedure Codes Erste d OPCS4 Procedure Codes CG sPcs4 Codes Go to the drop down arrow on the Dictionary Designs navigation bar and select Data View Designs All the available domains and data views are displayed in the navigation bar January 2014 23 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide 4 DESIGN MANAGEMENT CONCEPTS 4 1 Domains In version 5 a domain contains every event which needs to access the same shared data at some level e g patient data supplied by a PAS interface The domain can contain generic events which hold data items that are common to all patients and study specific events which are specific to a particular specialty This roughly corresponds to the Master study concept in version 4 Gen
61. ased on items selected from the selected dictionary See Appendix 2 for further details of the 2 types of item and an explanation of the properties for each of them Creating an externally derived dictionary item Right click the Referral event in My domain and choose New Data Item then Dictionary m E Items Collapse pa Gl lnpatie Expand Branch A Dutpat Expand Tree View Mew Ewent Mew Data Item Coded Mew Document Boolean Copy ponca The Create New Dictionary Item window is displayed Create New Dictionary Item Parent Evert E Event Referral r 4 i ar Create Dictionary EET ey Edit ltem Type f Dictionary Lookup ltem E dh Another Pi Cancel Options MW Archived Dictionary Derived Item i Mae The first thing to do before even naming the dictionary item is to select which dictionary it will use This Create New Dictionary item window will be displayed even if you have chosen not to display confirmation messages on creating new definitions In the Dictionary box select the TNM Staging Breast Pathological January 2014 J2 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide reate New Dictionary Item Generic Master Study Hospital ILD 10 Codes OPCS 4 Procedure Codes OPCS 4 Codes Secretaries AL a Next look at the Item Type section of the screen Select Dictionary Derived Item Dictionary THM Staging Breast P
62. at data must be added to this item before saving the event Set other properties if you wish Create New Definition Details New Definition Type E Data ltem Parent Definitiorr jE Event Patient Demographics i Properties Hame Hospital number Abbreviation Hospital number Description 2 fd ltem Type TestItem O Archived es P Mandatory Type Not Mandatos 0 Write Protected Ho r MDS ltem No F Auto prompe No P Frompt i The properties listed will be available on the General tab of the item definition once it is saved January 2014 32 Chameleon Information Management Services Ltd InfoFlex Design Management User Guide 5 3 1 Data Item properties on the General tab The properties that are set on the General tab are the same for all item types Property What to enter Name of the item Displayed in the design tree Abbreviation of the item name Description Description of the item Can be displayed in Data Free text Entry if no Prompt text is entered Item Type The item type Cannot be changed once the item is Select from the dropdown saved list Archived Controls whether the item is available for Data Entry Yes or No By default set to Yes for new items Mandatory type Controls whether the item is mandatory in Data Entry Not Mandatory See below section 5 7 Mandatory Mandatory Allow Save Yes or No set For reference only Auto prompt If set to Yes Data Entry automatically displays the Y
63. at should happen if the criteria are met In the If Expression Met box choose ShowMessageBox Action Details IF Expression Met Do Nothing Do Nothing After selecting ShowMessageBox the Parameter table is populated with some entries Action Details IF Expression Met S pint Gteetttets cr inns Parameter Value Allow continuersave Bie Message to display January 2014 105 Chameleon Information Management Services Ltd InfoFlex Design Management User Guide In the Allow continue save box select No This means that you will not be allowed to continue to the next field if Execute is set to On Exit or to Save if Execute is set to On Save whilst the criteria are being met If Allow continue save is set to Yes then the message will be displayed but the user will be allowed to continue In this case whilst the Date of Discharge is earlier than the Date of Admission you will not be allowed to save the event Parameter Value Allow continuessave Mo Message to display Ho s In the Message to display box enter the text The date of discharge is earlier than the date of admission Please re enter date Value PIO COMME SAVES NG seusssmnmnnansnununguutunntutnanannanapanannnatutututuenuinananananasanananatnsuininna Message to display Important note When composing your message you should be aware that when Allow continue save is set to Yes then in Data
64. ate admitted to hospital I Pressure Sores A Pea oor i Show Documents M Show Items E BS Select Viewing Definition January 2014 150 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide Reset Cached Definitions When a design tree is displayed in Design Management all the definitions that are initially displayed in the tree are loaded and stored in a local memory cache This also happens as nodes are expanded in the design tree While the definitions are held in the cache if changes are made to a definition or if definitions are created or deleted in a second instance of design management these changes will not be immediately reflected in the first instance even if the design tree is closed and re opened or the object definition edited The Reset Cached Definitions option on the Actions menu clears the local memory cache so that next time a definition is edited changes that have been saved in another instance of the module will be displayed In order for changes to the design tree to be displayed newly created and deleted definitions renamed definitions you should carry out a Reset Cached Definitions and then go to the View menu and choose Refresh January 2014 151
65. athological Item Type Options Dictionary Lookup ltem i M Archived eB a Next look at the Dictionary Items section of the screen Dictionary Items a e e Talab Overall stage UT Pathological T Stage a Pathological N Stage Pathological M Stage OOO EAER Output item The tick in the Output column indicates that the Overall stage item will be the Output item 1 e the derived item which is calculated based on the entries made in the contributory items By default the item which is set as the primary identifier in the dictionary is set as the Output item but you may change this if you wish Only one item can be set to be an Output item Contributory item The ticks in the Contributory Column indicate that the Pathological T Stage and Pathological N stage items are the contributory items 1 e the data that is entered in these items will be used to calculate the output item By default the items which are set as secondary identifiers are set as Contributory items but you can change these Any number of items can be contributory items January 2014 73 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide Place ticks against the Pathological M Stage item Dictionary Items he int erty Slab Overall stage z3 fh Pathological T Stage 7 zalf Pathological N Stage L Be Patholocical M Stage iors iA Click Edit to create the dictionary derived item and open
66. ay two options represented by a tick and a cross The default text for the tick is True and the default text for the cross is False as shown below Boolean iter HED True Fase oooO O In Design Management you can choose the text that will be displayed in Data Entry You can choose from the standard options or you can enter your own text The standard options available for the True text tick are as follows General Advanced Calculation Validation Actions History True Text default True False Test es On The standard options available for the False text cross are as follows General Advanced Calculation Validation Actions History True Text y False Text z False Orf If you wish to enter your own text type it straight into the field for example General Advanced Calculation Validation Actions History True Text Confirmed False Text Uncertain Z This would be displayed like this in Data Entry Boolean item ff x Confirmed Uncertain Note that Boolean items can be displayed as a check box The Display Style property in the Panel Item definition controls the display of the Boolean items Smoker lw Smoker x January 2014 92 Chameleon Information Management Services Ltd 6 9 Advanced options for Text items Property What to enter Text case Maximum Length Multiple Lines Focus Selection Action Carriag
67. bbreviation New Data ltem 1 Description 2 ltem Type Text ltem Archived Yeg d Mandatory Type Mot Mandator Not Mandatory a r write protected Mandatory MOS ltem Mandatory allow save January 2014 33 Chameleon Information Management Services Ltd InfoFlex Design Management User Guide 5 3 3 Indexed Property The Indexed property allows items to be indexed in the database The reason that an index may be required is to help improve query performance If an item is heavily used in a query filter then adding an index can help improve the speed with which the query is performed By default the property is set to No unless the data item is an identifier in which case it is set to Yes The index for identifiers is already automatically created in the database When a data item s Indexed property is set to Yes then an index is created when the definition is saved When it is set to No having been Yes before then the index is removed Note that Memo and Image items cannot be indexed Before adding an index a check is made of the number of indexes including primary key and unique indexes on the table If the current number of indexes is already at the table limit for the database type 32 for MS Access 249 for SQL Server the index cannot be applied and a warning message is displayed January 2014 34 Chameleon Information Management Services Ltd InfoFlex Design Management User Guide There is a wizard style mechanism t
68. bnormal Upper Gl Findings qa FlexiSigmoidgsechy Referral r ee Outcome print g Management amp Aftercare of Biopsy E Cytology r Be A Histology r 2 Biopsy amp Cytology r A Flexigigmoidoscopy FReassessrn iE RIP ea Colonoscopy Referral r Zoi qa Biopsy amp Cytology post rea en g2 FlexiSigmoidoscopy Referral H Linked definitions pe G Referral r ae g Out Patient aie eee g Diagnosis a ga Histology r January 2014 10 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide Switch on the Show item definitions button Show item EE In the Urology data view expand the Patient Details panel in the Patient Demographics event and select the NHS No item See how the trees are automatically expanded and the NHS No items are highlighted in the domain and in the Gastroenterology data view EA gt DATA VIEW Urology E Urology nas O Patient details E E Patient details ee ad Hospital Mo ae a Hospital Na 2 a at WHS Ho 2 cae at WHS Ho a4 Title a4 Title 3 6 Displaying definitions Item definitions In the domain double click the Date of birth item The Edit data item definition window is displayed If the item is unarchived a warning message will be displayed before the definition window is opened Note that the background to the title is red green This colouring indicates that you are working on a data definition a definition in the domain
69. both the Carriage Return Action and the Focus Selection Action properties This means that it is possible to define overrides for the Focus Selection Action property differently for single and multiple line text items By default all of the override settings will be set to Use local setting meaning that no override has been set and the definition specific setting will be used instead The dialog also contains a Reset All button to reset all of the override property settings Define Global Settings i The global settings allow certain definition properties to be overridden The values defined here will override the local settings for the corresponding properties in all associated definitions Single Line Text Item Multiline Text Item Memo Item Focus Selection Action Use local setting Use local setting K 0 Select entire contents of Held 1 Postion cursor at end of contents Define Global Settings i The global settings allow certain definition properties to be overridden The values defined here will overde the local settings for the corresponding properties in all associated definitions Single Line Text Ibem Multiline Text Iter blemo ltem Focus Selection Action Use local setting m Carriage Return Action Use local setting Use local setting O Move input focus to nest screen item 1 Insert new line character into item btext January 2014 96 Chameleon Information Management Services L
70. button to display the Display Settings dialog This dialog sets the format the items the order of the identifiers in Data Entry and controls whether the items are displayed or used to sort the events by The event identifier is included in the list as well as all the secondary identifiers that have been set Edit Identifier Display Settings Identifiers Identifier ltem Display Sorted Format String Appointment date default ab Treatment hospital E default a Main Surgical Procedure default LI al Consultant E default LJ Fa Source of Referral default Move Down w Reset to Defaults Pi Cancel The Display column controls whether the item is displayed in Data Entry By default the column is ticked for all the items The Sorted column controls which item is used to sort the repeat events by in Data Entry Only one item can be used to sort by and by default the event identifier is selected In Data Entry events of this type will now be sorted according to the value of the identifier item marked for sorting on This does not need to be the first item and in fact the selected item does need displayed at all The Format String column can be used to set the format of the identifier The Move Up and Move Down buttons can be used to change the order of the items January 2014 43 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide In Data Entry the secondary identifie
71. ccurrences of the item 1 e changes will apply to the item in all the data views in which is used Note that the button in the bottom left corner of the window is now called Edit Panel Item definition This will return you to the item in the data view 4 Edit Data Item Definition loj x Coded Data Item Marital status i General Advanced Calculation Validation Actions History Name Marital status Abbreviation Marital status Description a ltem Type Eodedtem Archived No F Mandatory Type Not Mandato 00 Write protected No r MDS Item No F uto prompt No F Frompt m January 2014 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide Close the Edit Data Item Definition window Event view definitions Events are known as Event views when they exist in data views Go to the Urology data view and double click the Referral and Initial Attendance event view The Edit Event View Definition window is displayed If the event is unarchived a warning message will be displayed before the definition window is opened As before with the panel item definition note that the background to the title is blue yellow This colouring indicates that you are working on a viewing definition a definition in the data view gt Edit Event View Definil O x Event View Referral and Initial Attendance r i General Summary View Study List History Hame Refer
72. d Dictionary Linked tems GP Telephone number A Click OF to delete the selected dictionary linked items Cancel On clicking OK any items ticked in the confirmation message are automatically deleted from the tree Note however that once data has been entered in dictionary lookup items linked and meaning items cannot be removed Linked items will be indicated by a greyed out tick The tick will also be disabled if the linked item is contributory to another item eg a calculated item Dictionary Items ltem Code Meaning Linked Retresh ARN GP Code eee ee a4 GP Telephone number L w ea a GP Sumame maa GP Initial a4 GP Title a4 GP Address a4 GP Address2 a4 GP Address3 a4 GP Address4 a4 GP Postcode OOOOUOUUU K EE EE Ee LO AIR RI AS OE You can add linked items to a dictionary item at any time January 2014 69 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide Refresh A tick is automatically placed in the Refresh column when Linked is selected This means that if the data from a certain dictionary record is used in the lookup item in Data Entry and that dictionary record is subsequently changed in the dictionary itself the linked items will be updated with the changed value For example say that Refresh is switched on for the GP address and a GP is used in a patient record If the address for that GP is subsequently changed in the dictionary t
73. d Items There is a button on the Dictionary Data Item definition dialog Refresh Linked Items Now January 2014 110 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide This button will update the values of any of the Dictionary Linked items that have a tick for the Refresh Property Every event that uses the Dictionary will be updated with the values currently stored in the Dictionary This may take some time for a large database Example This dictionary look up item uses the GP dictionary and designates each item as code meaning or linked or not used Dictionary GP dictionary ltem Type f Dictionary Lookup ltem E Dictionary Derived Item i Dictionary Items _ en a Heats inked ecto aat GOF Code fab GP Telephone number a4 GP Sumame alah GP Initial ja GP Title a4 GP Address Jab GP Address Ja GP Address3 al GP Address4 jab GP Postcode OO OOO OO amp oO AKARAKARA AEAEE CO OO These items are created in the event The item chosen as the meaning item is not created as a separate item since the data from this item will be displayed in the Code item ab GP Code A amp B EGE denial fal S GP Fille fl GP lothesst fl GEen i GP dtess Fil GP Althesd fl GF ione fel bbobees The GP dictionary looks like this in Data Entry a a January 2014 111 Chameleon Information Management Services Ltd InfoFlex Desig
74. default This option allows the list of dictionary entries to be displayed as a drop down list rather than in the standard dictionary list dialog This can be an easier form of data entry when there is a short list of dictionary entries to be displayed This option is switched off by default Ensure selected value exists in filtered dictionar When set if a user enters a value that exists in the dictionary but not in the filtered dictionary this message is displayed and the user cannot leave the field until a valid value is entered x The specified value for the dictionary lookup item Consultant is invalid Please re enter Click OF to re enter data If this option is not set and the item is a conditional dictionary item a value that exists in the dictionary but not the filtered dictionary can be entered A warning prompt is displayed but it is possible to continue and save the invalid value January 2014 124 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide Allow adding of new entries to dictionary according to user permissions This option controls whether or not new entries can be added to the dictionary from Data Entry dictionary dialog This option is switched on by default however the Data Entry user will also need to have the relevant user permissions for the dictionary When this option is switched on the New button is enabled on the Data Entry dictionary dialog Allow ma
75. dies and how to use this tab Edit Domain Definition No studies have been Ened on the domain January 2014 28 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide Interfacing tab The Interfacing tab is used if a domain is interfaced Interfacing is defined in conjunction with CIMS You should consult CIMS if you wish to change any of the properties on this tab lnteraced Interface Hame Allow External Subjects Mo External Subject Mask External Subject Help External subjects External subjects are subjects that are not registered on PAS that need to be added to an InfoFlex interfaced domain When a domain is interfaced CIMS recommends that external subjects are not allowed and that all demographic items are write protected This ensures that the PAS system remains the master ie that patients are registered on PAS before they can be registered in InfoFlex and that users cannot change the data that has been supplied from PAS However under some circumstances customers need to be able to create External Subjects When this is the case write protection needs to be removed CIMS recommends that internal procedures are invoked to ensure users and system managers are aware of the risks and to handle the risks appropriately Some of the issues to be considered are listed below Please consult you CIMS Project Manager if you wish to allow external subjects in an interfaced domai
76. diting However there is no link to a definition in a data view since the report might exist in more than one data view To open the definition for an occurrence of this report in a data view you should open the definition direct from the data view gt Edit Report Document Definition Gg o X Report Document 900 LGI Cancer Analysis i General Printer Advanced Actions History Template Items Preview Name s00 LGI Cancer Analysis Description Archived Ho F Repeat Ho F Study Generic Close the Edit Report Document Definition window Switch off the Show reports button Note that defining documents is covered by the separate Document Definition tutorial and defining reports is covered by the separate Report Definition tutorial January 2014 20 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide 3 9 Displaying event and item properties In the Urology data view right click the Ethnic group panel item in the Patient Demographics event and choose Properties View the list of properties for the panel item Definition Properties Panel ltem Ethnic group gt Me Panel ltem ST4VEP 119 Ethnic group Ethnic group ma Description vee Archived Ho Parent Panel ST4V6P1 Patient details AE Base Data ltem M2E119 Ethnic group P Ethnic group sanen Description Archived No vee Parent Event M2E1 Patient Demographics s
77. e Click the Add button to add the first validation The Define New Validation window is displayed Define New Y alidation x Date Data Item Date of discharge i Validation Details Name Hew ltem Validation Expression a Bx F Execute On Save 7 Acton Details IFExpression Met Do Nothing Parameter Value January 2014 102 Chameleon Information Management Services Ltd InfoFlex Design Management User Guide Validation Name Any item can have more than one validation set up The validation name is a way to distinguish between different validations on the same item Give the validation the name Date too early Define New Yalidation T x E Date Data Item Date of discharge i Validation Details Name Date too early Expression os f Validation Details The validation details section of the screen contains details of the criteria and when the check to see 1f the criteria are met should be carried out Press the fx button in the Expression box Validation Details Name Date too early Expression Be M Execute Un Save Edit Pe The Edit Formula window is displayed This window is the same as the Edit Formula window used for setting up calculations in derived items section 4 16 Data Items Item Values Functions Date of discharge January 2014 103 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide In t
78. e Return Action Spell check NHS Number case format Forces the entered text to be formatted in a specified way The maximum number of characters that can be entered in the field Controls whether the field is standard depth or double depth in Data Entry When set to Yes carriage returns can be entered in the field Disabled if case is set to NHS number Controls whether text is highlighted when entering the item Controls the behaviour of the Return key Only enabled if Multiple Lines is set to True Disabled if case is set to NHS number Switches on indication of spelling errors according to the data view s Spell Check Behaviour property InfoFlex Design Management User Guide Select from the dropdown list No case Lower Proper Upper NHS number A value up to 255 0 default indicates that will be limited to 255 characters Disabled if case 1s set to NHS number Yes for double depth No for standard depth Select entire contents of field Position cursor at end of contents Move input focus to next screen item default Insert new line character into item text Yes to switch on indication of spelling errors No for no indication of spelling errors The NHS Number case format enables users to enter an NHS number in the 3 3 4 format The NHS Number case format only allows numeric characters to be typed in The field allows a maximum of 10 digits to be entered The entered value
79. e Surname item will be the meaning item 1 e the item that is displayed next to the code in the dictionary item in Data Entry By default this is set to the first secondary identifier but you may change which item is the Meaning item Only one item can be set to be a meaning item Linked items Linked items are additional items from the dictionary which can be displayed in Data Entry and which will automatically be populated by the data from the dictionary once data has been entered in the lookup item By default no linked items are set but you may choose any number of linked items Place ticks against the following items GP Initial GP Title GP Address GP Address2 GP Address3 GP Address4 GP Postcode Dictionary Items he sg Line Meaning Linked Retesh ela GP Code O lab GF Telephone number O E O Sala GP Sumame L LI 3lat GF Initial O jab GP Title oO lab GF Address O lab GF Address2 O jab GF Address3 O lab GF Address4 O BFL GP Postcode E u January 2014 67 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide Click Edit to create the dictionary lookup item and edit the item definition The dictionary lookup item and all the linked items are created automatically The items are all given the names which their corresponding items in the dictionary have and they are the same type as the items in the dictionary The names and other properties can be changed if you
80. e calculations contributed to by InfoFlex items are updated whenever the contributory item is edited and saved in Data Entry and therefore do not need to be re evaluated Calculated items set to re evaluate on save will still be evaluated on load if the domain Evaluate On Load property is set to true Note that in the case of Default Calculations the re evaluate on save option will not change existing values back to the Default Value Only blank values will have the default calculation filled in Re evaluate on Save can be used in conjunction with the user information functions to create an item which records the user who as has last edited and saved an event January 2014 88 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide Batch No Refresh When this option is set the value for a calculated or default calculation item will not be re evaluated by any batch method eg the Refresh Now button on the calculation tab of the item definition the Refresh Calculation Items option on the Actions menu item in design management and the Update Items and Recalculate Items processes of the batch process utility If the user tries to use these options when the Batch No Refresh option is ticked messages inform them that this item cannot be refreshed Note that the option in Data Entry on the Event menu to Refresh all Calculations for the currently selected panel does refresh the item because this is not
81. e currently defined in this code list January 2014 57 Chameleon Information Management Services Ltd InfoFlex Design Management User Guide xj Code Lists Patient performance status Patient performance status InP atiert Patient performance status Outcome Patient performance status Outpatient Patient seen by other than Consultant Patient Status 00000 Patient type Perforation Performance Status Name Patient Status Description Code Lize Curent Inpatient DIS Discharged Rename the code list to Patient Status OP by simply typing in the Name box Mame Patient Status OF Click Add to add a new code to the list of codes Code items Meaning Current Inpatient DIS Discharged oP t 4 Add Move Up Move Down A new entry of New Code is displayed in the Code Items list Code Items Meaning LJ Current Inpatient LJ Discharged New Meaning In the Code column type OUP over New Code In the Meaning column type Current Outpatient over New Meaning Remove the tick from the Archived column Code tems Meaning INP L Current Inpatient DIS L Discharged OUP Cur ELL Curent Outoatiert January 2014 58 Chameleon Information Management Services Ltd InfoFlex Design Management User Guide Click the Move Up button to move the code you have just entered up one place in the list Code Items Meaning L Current Inpatient E Discharged
82. e date is outside a low or high limit Mandatory limits Allows the user to define mandatory low or high limits Restriction Allows the user to specify that the item must be equal to earlier or later than another date item in the same or a parent event Can be warning or mandatory See section 7 2 for a full explanation of date item restrictions January 2014 98 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide 7 VALIDATIONS 7 1 Cross Event Validations Cross event validation specifies the relationship of one event identifier to another where event identifiers are dates The validation is set up on the Event definition One validation per event definition can be defined In My domain double click Inpatient Episode event to open the event definition Go to the Advanced tab Note that there will only be an Advanced tab if the event identifier is a date item It is possible to change the event identifier as long as no data has been entered in the event Set Restrict Identifier Date to Yes Set Restriction Condition to Later Than or Equal To gt General Advanced Identifiers Auto create Events WEIN Switching Actions History Restrict Identifier Date es wf Restriction Condition Relative Parent Event m Restriction Message Press the button against Relative Parent Event The Select Parent Date Event window is displayed All the events which can fulfil
83. e event definition By default the event name is prefixed with Copy of Set the Name to Admission Click Create to copy the event and its items January 2014 47 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide 5 10 Creating events by copying within the same domain In My Domain right click the Inpatient Episode event and choose Copy Expand Expand Branch Expand Tree VIEW Mew Event Mew Data bem F Mew Document Paste Right click the Admission event and choose Paste as New Event Expand Expand Branch Expand Tree VIE d Mew Ewent Mew Data Item F Mew Document Copy Faste as Mew Ewent The usual confirmation window is displayed and the event name is prefixed with Copy of Set the event name to Outpatient Episode then press the Create button If you tried to name the event Inpatient Episode you would not be allowed to since another event of that name already exists in this domain January 2014 48 Chameleon Information Management Services Ltd InfoFlex Design Management User Guide The event is copied with all the properties and with all the child items since that was specified on the confirmation window A a ed Items T Biases EJ Date of Admission sso oo Onset of symptoms A A Systolic 4 aly comments 44 Diastolic A ooo gh Other symptoms A 5 n l Items E Date of Admission EJ Onset of symptoms 4 m42 Systolic
84. e separate Pathway Viewer tutorial document for information about Pathways and how to use this tab Pathways January 2014 30 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide 5 2 Define Events Event relationships Events relationships are created as you create an event When you create a new event you attach it directly to its parent If you decide later that you want to change the relationships you can do so as long as no data has been entered You can change an event s vertical position in the tree at any time Define events Right click My domain and choose New Event a Peat errr Expand Expand Branch Expand Tiree VIE d Mew Daka view Mew Report Document X A Create new definition window is displayed The Details section of the window describes what is being created The Properties section of the window displays the properties from the General tab of the event definition Give the event a name of Patient Demographics Set other properties if you wish The Archived Repeat and Study properties are disabled since this is the top level event in the domain Create New Definition Details New Definition Type Evet Parent Definition Domain My Domain A i my Edit Properties Se Next Mame Patient Demographics x Eed Description f Create EEEE Archived Repeat Study E eneric There is a wizard style mechanism to continue The Create b
85. eat event is not archived 5 All instances of the selected non repeat event have a valid value for the identifier item If the selected event fails any of the above conditions then an appropriate error message will be displayed If all of the above conditions are satisfied then the user will be prompted to confirm the changing of the selected non repeat event to a repeat event The user will then be notified that the action they are about to perform is not reversible again allowing the user to cancel the action if desired Once the action is confirmed the event definition will be updated to be a repeat event In addition all existing instances of the event will be updated to ensure that their sequence keys are updated accordingly Sequence keys of all child events are also updated If an error occurred updating and saving the event definition or updating the instances of the selected event or its child events then all changes to the definition and event data will be rolled back and the user notified of the error Otherwise if the event definition was updated and saved successfully and all event instances were updated accordingly then the design trees will be updated in design management to show that the selected and corresponding event views are now repeat Note that the progress dialog shown while updating the existing instances of the non repeat event includes the amount of time taken to perform the action as well as an estimate of the
86. eeeeceeeeeeeeeeeeesesnaeeeeees 84 GAA COnbDUtes TO TAD a e ree ies haze eee eee 84 6 5 Default Values and Default Calculations sccvucssoscasanaceceenapeani x aoe eae eae 86 Gk APO ste Stes ahs ate th a ot oa oh Oaths ahhh 87 6 6 Advanced options on the Calculation tab scusscceicueneanensane aes 88 GOL Bvaliiate on Event Loader nasa aaceatoegenseatenctiasocasntncieasiaass 89 6 7 Medit Lc ba ho gener Rei E nn a ern errr Tyre 90 Gib e Cis nape Gaines A 90 3 Chameleon Information Management Services Ltd InfoFlex Design Management User Guide G2 Audoand videodrome enin NEA eee eet 91 6 8 Boolean STIS hes aE E a A AAEE 92 6 9 Advanced opionsTor Text ems erani i a E E A 93 6 10 Advanced options for Memo items ccccceeeeeeseccccceeeeeeeeeeeeennaeeeeeeeeeeeeeeeeeseennaeeeeees 95 6 11 Global settings for text and memo items sc ccdcsccscssseiccccdeoccsesesvatsadesencscodecsteesdaavencosacabeedens 96 612 Advanced options Tor V alue emissoras a a T EEE O AE 97 6 13 Advanced options for Date MEMS hasan in E E ORS 98 7 WV ANIC AGIOS eisirean a a a 7 1 Cross Event Validations 00n0ansnneeessoseersensnrsnrsresressossersersrrsrrsreesessosserseesressrsressesseosees 99 7 2 Datertem restrictions s neinir e E E Ea A a A E A dh ka 100 7 3 keni Validation S aie rneer a i a dasBuicohe dweided dukes 102 Appendix 1 Data Items sssssssssccecececcccccososssssssseseceeeeesosssssssssso LOS Appendix 2 Dictionary items
87. ement 1 User Guide Dictionary Structure Although there does not necessarily need to be any change to the Dictionary to use the Conditional Dictionary functionality it may be useful to provide extra structure or detail in the Dictionary that can be utilised by the Conditional Dictionary filter rules This can be done by adding extra data items in the dictionary These data items could be calculated items or could require further data to be entered For example in the CD10 Dictionary an extra item could be added corresponding to the options available in the Tumour Site item or a derived data item could be added to calculate the first letter of the ICD10 code The dictionary could then be filtered on this item CD10 Codes E Items a4 ICD10 Code 2 ad Description 3 a Shot Gaye E LEFT ICD1O Code 1 Defining Conditional Dictionaries Edit a dictionary item definition in the domain and go to the Dictionary Lookup tab Press the Define Lookup button Edit Data Item Definition Abtext Data Item Consultant i General Advanced Dictionary Lookup Default Value Validation Actions Contributes To History Dictionary amp Consultant ltem Type Dictionary Lookup ltem amp a i Dictionary berms ltem Codet Meaning Linked Refresh a a Consultant code eee ee ma a Sumame O ab Initial a4 Title a4 Specialty Code a4 Hospital Code Refresh Linked Items How 2r Define
88. ent Data Item contributes to And the grid is showing the Calculation item since the Weight item is used in the formula for the Calculation item Check boxes at the bottom of the dialog allow you to display further information Select the BMI item The Go To Selected Data Item button becomes enabled and navigates to the item definition for the Calculation item The curent Data ltem contributes to the following derved Data Items Name Derved Type Description 4 Referral oOo E E e E Go To Selected Data tem Show Event Iree Show Nested Dependencies Show ltem Keys The Contributes To tab for the BMI item is set to display Data Items that the current Data Item is derived from Edit Data Item Definition 17 Value Data Item BMI i General Advanced Calculation Validation Actions Contributes To History Display f Data ltem that the current Data ltem is denved from The current Data ltem is denved from the following Data lems Name Denved Type Description 7 Referral r 1 Weight Not Derved 17 Height Not Derived ShowEventTree Show Nested Dependencies Show ltem Keys Pa Close January 2014 85 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide 6 5 Default Values and Default Calculations There is a facility to create a default value for a data item In Data Entry the field 1s automatically populated with the default value but
89. er Guide Click Create to create the Referral event Create a new date item in the Referral event Name the item Date of Referral and set the Mandatory property to Mandatory Set the date format to dd mm yyyy Create an event called Admission attached to the Referral event Set it to be Repeat Add the following items to the Admission event Mandatory Low warning limit 01 09 1990 Value Mask up to 3 digits he Warning limits high 160 low 70 Warning limits low 50 high 100 symptoms or complaints January 2014 40 Chameleon Information Management Services Ltd InfoFlex Design Management User Guide 5 7 Setting event identifiers In the Referral event unarchive the Date of Referral item Double click the Referral event to open the event definition Go to the Identifier tab Select Date of Referral in the Available Items box and then click the Set button Date of Referral moves across into the Identifier Item box General ldentihers Auto create Events Wey Switching Actions History Date of Referral Notes Any item you wish to set as an identifier must be unarchived Setting an item as an identifier will automatically set it to be Mandatory Note that event identifiers cannot be changed once data has been entered Press OK to save and close the event definition In the Admission event unarchive the Admission Date item Double click the Admission event to open the event definition Go to the Ide
90. er Guide Go to the Dictionary Derived tab It contains all the information that you entered when you first created the item Dichonary TAM Staging Breast Pathological ltem Type f Dictionary Lookup Item E 0 Dictionary Derived ltem E Dictionary Items ee 3lat Overall stage cali Pathological T Stage cali Pathological N Stage etn Pathological W Stage Output Contributor Editing the Item definition for a dictionary contributory item Navigate to the item definition for Pathological T Stage The Edit data item definition window for this item has the General Advanced Validation Action and History tabs which any other item has and you can set the properties on these windows as you wish Note that you can rename the dictionary derived item and its contributory items the item names do not have to match the item names in the dictionary itself 4 Edit Data Item Definition Joj x Coded Data Item Pathological T Stage A i General Advanced Dictionary Contributory Validation Actions Contributes Tol History However instead of a calculation tab there is a Dictionary Contributory tab and a Contributes To tab Go to the Dictionary Contributory tab Dictionary TAM Staging Breast Pathological Linked Dictionary bem T Pathological T Stage Local Derved Iter a Overall stage 4 This tab contains details of the dictionary and items that control the dat
91. eric events in version 5 correspond to Master study events in version 4 Local studies linked to the master study in version 4 correspond to study specific events in version 5 The domain is a design tool and will not be evident to the Data Entry user 4 2 Data Views A data view is the means by which events and items in a domain are made available to a user or group of users The data view will be used for Data Entry and Data Analysis A data view can contain any combination of events which exist in a domain Events within a domain can exist in any number of data views The data view is a powerful means of enabling data to be shared and viewed by whoever needs access to the data It is also a means of restricting user access to only the precise events and items which a user needs to see The data view is a viewing tool Events are known as event views when they exist in data views Items are known as panel items when they exist in data views Properties relating to how the events and items are displayed in Data Entry are set at the data view level E g item names screen and panel names item order branching archiving Panels correspond to screens in version 4 and are a means of grouping together items from the same event 4 3 Studies Events that are specific to a particular specialty can be allocated to a study Patients and their generic events are registered in studies The purpose of the study is to ensure that users only view the
92. es zeros If zero is entered it is only displayed if a zero format is used NHS number mask This mask enables users to enter an NHS number in the 3 3 4 format The mask is 000 000 0000 For this mask leading zeros are displayed automatically both in Data Entry and Analysis Documents In Data Entry when the user types in the value item with this mask selected only digits are allowed and they will be automatically formatted in the 3 3 4 format The user can type spaces or not type spaces as they wish In addition changes have been made so that InfoFlex recognises that this mask is a non numerical format so the and buttons will not be displayed on the item The VALIDNHSNUMBER function can be used to ensure that the number entered is a valid NHS number See the separate Functionality for NHS Numbers document for full details about NHS Number functionality Unit Display only The unit does not alter the value entered ie if the item is a calculated item the calculation must return the result in the correct unit Allow negative Controls whether the item allows negative values January 2014 97 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide Increment The amount that the value will increase or decrease by when the plus or minus button is pressed in Data Entry Note that the plus and minus buttons are only displayed when the value item input mask represents a valid nume
93. es or No ae help text entered in the Prompt property below If ee select no the user can still see the text by pressing F1 Tooltip Enter any required text for a tooltip displayed when Free text hovering over the item name in Data Entry both screen and grid view Indexed Controls whether an index is created in the database Yes or No By default set Indexes can help improve query performance where to Yes for identifier items items are used heavily in query filters See below otherwise set to No section 5 8 Memo and Image items cannot be indexed URL If required the address of a website that can be The URL Use the right accessed from the item in Data Entry arrow to test the web address 5 3 2 Mandatory Type Property The Mandatory Type property of an item definition determines whether it 1s necessary to have data filled in this item If the user is not allowed to leave the data item blank then the property can be set to Mandatory The user will not be allowed to save the event without any data in this item If the user needs to be warned that they should enter data in this item but the event can be saved even if they leave it blank then choose Mandatory allow save If the user can leave an item blank leave the property as Not Mandatory x Details n Yd Create New Definition Type E Dataltem o Parent Definition E Event Admission r A i a Edit Froperties gP Another Name New Data ltem 1 X Cancel A
94. escription du Archived YEs Unique Identifier Yes wf Evaluate On Event Load Yes x Event Locking Level fo No locking The Create button creates the domain and displays it on the main screen The Edit button creates the domain and opens the domain definition Identifiers studies and history tab However it is best to wait until more events and items have been created before editing any more properties The Next button allows you to proceed directly to creating an event or a data view Click Create to create the domain January 2014 25 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide After pressing Create click OK to the message Open new domain definition The new domain is listed on the navigation bar and is displayed on the main screen a Data View Designs q DOMAIN tI Data Entry Trai A ees My Domain i Electronic Patient Recor oie Electronic Patient Recore ae Electronic Patent Recor T HOU Daily Bed Status sean My Domain 4 ane My Domain 4 January 2014 26 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide 5 1 1 Summary of domain definition properties The properties listed in this section are set in the domain definition General tab Property What to enter The name of the domain A description of the domain for reference Archived Controls whether the domain and its data Yes or No views a
95. ete Definition Del Rename Move Up hove Domm wf Archived Synchranise Fa January 2014 50 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide The event is moved up to become a child at the next level up on the tree aia Reterral irl El qo Inpatient Admission r A emf Inpatient Episode r 4 Outpatient Episode r A Since the Referral event is the only event at that level Outpatient Episode is automatically made a child of the Referral event Changing event relationships Demote Right click the Outpatient Episode and choose Move then Demote oe T Outpatient Admission r A Outpatient Episode r i Expand Expand Branch Expand Tree VIE F Mew Event Mew Data bem H Mer Document Copy Paste Edit Definition F Edit Layout FF Delete Definition Del Rename Move Up Move Down wf Archived Synchranise Fa emote The event will be moved down to become a child at the next level on the tree Since there are two events which could become the Outpatient Episode s parent a dialogue box is displayed q Inpatient Admission 4 Select Event E x a ra Inpatient Episode r A 9 Dutpatient Admission r 4 2 Select new parent Event for selected Event Outpatient Episode r Outpatient Episode r A A Ae SS od ee ee oe er Outpatient Admission r A a us 7 Cancel Select the Outpatient Admission eve
96. g Calculated Items doc January 2014 89 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide 6 7 Media Items Media items allow users to add images audio files or video files After creating an image item go to the Advanced tab and in the Media Type property select the type of Media the item should store Edit Data Item Definition s Media Data Item Media tem i r General Advanced History Save Media Folder Pe Media Type Copy Media 0 Image Default Media Clip Video The remaining properties on the Advanced tab vary depending on the media type 6 7 1 Image Items Image items allow users to add one or more images In Data Entry the user may add images directly from the file system or they may capture images from a capture device if fitted such as the Leutron Pic Port capture card or Matrox card Itis assumed in this document that if Image capture is used the Image capture hardware and software have already been installed If you are using image capture please refer to the separate Images in InfoFlex document Once images have been added to the InfoFlex system they may be viewed in the Data Entry module in screen or grid view and inspected further within the InfoFlex Image Viewer application which is launched from the Data Entry module They can also be removed using the Image Viewer application The images can be annotated with text and drawings using
97. g from another domain ssssssssessseeeesssssssssssrereeessssssssseeee 45 5 10 Creating events by copying within the same domal csssssccccceeeeeeeeeeeeeentneeeeeees 48 5 11 FRG ORGS RNS BY CGS oordra AEE EON 49 312 Dehiitieva De rail Data VIEN eener ne E EA 52 Advanced item definitions esesesesecescoeseococococococococosocosososose DD 6 1 Code Eist Manase naio E E s a E A 55 6 1 1 Using an existing coded list in a coded iteM eeeeessceeccceeeeeeeseeeeesttteeeeeees 55 6 1 2 Editing an existing coded 1S 032 cress csicsinsierssnaweyacuiesiaeuaasnens ence dvshanticeesuseunisnaeoees 57 6 1 3 Create anew coded list in a coded Met eciicc cccsccissesssnsacecssvssvoncessscvssnenaceadevsase 60 6 1 4 Using Code List Manager to create new code lists eee ccceeeeeeeeeeettteeeeeees 62 6 1 5 Using Code List Manager to edit existing code LiSts cc ceeeeeeeeeeestteeeeees 64 GIE Copyn Code ISa n a saat iea cunt anaes c tated 64 6 2 Dictionary Lookup C iN Sse ces ties vases aceina an alitiosetaniur ua aanceaeas ya a S 65 6 3 Eextermally Denved Dictionary Hems ease udaanasy coed deans vedas b axehs ena ners T2 6 4 Cale uated TENS sose a AE E E A EERS FF 6 4 1 Worked example of a simple calculation cccceeeesseccececeeeeeseeeesennneeeeeees 77 6 4 2 Refreshing values in a newly created calculated item 0 0 0 0 eeeeceeeesteeeeeees 82 6 4 3 Keeping calculated items up to date cece cceeessennn
98. habetically by code Therefore if you use numeric codes and have more than ten you should code as 01 02 03 etc so that they will sort in the right order All defined codes must have a meaning It is not possible to define a code and leave the meaning blank 6 1 1 Using an existing coded list in a coded item In My Domain right click the Inpatient Admission event and choose New Data Item then Coded ha oo alae e EJ Onset of sy Expand Branch E 1 Sustolic A Expand Tree 1 Comments Wie b ET Date of Ad ae 1 Diastolic jt New Event all Other symp EEE RC ae Ef Inpatient Episoc Mew Document Boolean Name the item Source of Admission then click Edit Go to the Advanced tab Press the button against Code list January 2014 55 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide The Select Code List window is displayed Select Code List a E x Code Lists ATR Ree n T E oike ey ien Tat Primary Diagnosis 2 Week Cancer Referal Description 2week Cancer Referal 1 2 Week Cancer Referal 2 24 hour uine collection 24 hour urine result 2nd definitive treatment 2nd Primary Diagnosis ard definitive treatment 4th Definitive Treatment Bth Definitive Treatment Abnormal contents Abnormal Contents 1 Abnormal Contents 2 Abnormal Contents 3 Abnormal Duodenum Diagnoses Abnormal Investigation Abnormal Investigations Abnormal Vesophaque Diagn
99. he Filter Parameter Items grid Dictionary Lookup Settings x Dictionary ka Consultant Filter EREE iia The selected filter The filter parameter Dictionary Filter S Parameter for hospital code CA Select e Filter Parameter Items Value D Hospital code LIKE None x 5 Select item Select value k 123 Defne formula f January 2014 120 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide In the Value column you should define the expression used to supply the value The options are the same as those available in the Formula Builder You can select another data item enter a value or define an expression that may involve several data items Dictionary Lookup Settings f i X Dictionary ka Consultant Filter Display Options Dictionary Filter re Parameter for Hospital code CFA Select rf Reset Filter Parameter Items Vali Hospital Code Referral Hozpitall In the above example the dictionary item in question is the Consultant item The filter prompts for a value for the Hospital code in the Consultant dictionary The value will come from the Hospital item in the Referral event Therefore the Consultant dictionary item will only display those consultants whose Hospital item in the dictionary matches the value entered in the Hospital item in the Referral event Previewing dynamic queries If you preview the dictionary lookup item in Design Ma
100. he Operator column select lt In the Item Value column in the second row choose Data Items Data Items pemr Functions Date of discharge In the Select Item window select Date of admission then press OK Select Data ltem from Event Qutpatient Episode al Care Spell Number ITa oinaan 7 mni SS Date of discharge aan 15 Time of discharge The formula is displayed in the Edit Formula window oI x Date of discharge lt Date of admission Press OK to return to the Define New Validation window January 2014 104 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide The formula you have just created is displayed in the Expression box This formula is the criteria that will need to be fulfilled if an action is to be triggered Validation Details Name Date too early Expression Date of discharge lt Date of admission a x kt Execute On Save In the Execute box select On Save This means that a check to see 1f the criteria are fulfilled will be carried out when the data is saved Choosing On Exit would carry out the check to see if the formula is fulfilled immediately on leaving the Date of Discharge item Validation Details Expression Date of discharge lt Date of admission E Execute OnEst IEE ee f Expression Met Do Nothing Action Details The Action Details section of the screen contains details of wh
101. he dictionary which have been designated as linked items will also be populated The linked items are derived items since they are calculated automatically on the basis of the data entered in the lookup item The code item will always be the primary identifier in the dictionary January 2014 109 InfoFlex Design Management User Guide Dictionary Derived item m ltem Type Dictionary Lookup ltem i amp Dictionar Denveditem E A dicthonary denved tem will get updated A automatically depending on a user s selection in one or more contributory tems These contributory tems are created in the local event and are based on items selected from the selected dictionary A dictionary derived item is calculated based on data entered in contributory items The contributory items are each linked to items in the dictionary Chameleon Information Management Services Ltd Dictionary Look up items InfoFlex Design Management User Guide When you create a dictionary look up item in Design Management in the Dictionary Items grid you select which of the items in the dictionary are the meaning item and the linked items Dictionary Items iter de Meaning Linked Refresh co a zl lte SAN GP Code fab GP Telephone number ab GP Sumame aD GP Initial ja GP Title a4 GP Address jab GP Address2 jab GP Address3 jab GP Address4 fab GP Postcode The purpose of the columns in the grid is a
102. he domain ioj e Y Event Patient Demographics Red green colour indicates Patient Demographics you are working in a domain Press the right arrow to move to the next event January 2014 12 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide Press the dropdown arrow and view the other events in the domain Select the Diagnosis event gt Edit Event Definition J Event Inpatient Episode r i s Accident and Emergency Visit r Accident and Emergency Treatments r Accident and Emergency Risk Registers r General Identifier Auto create Events Hame Inpatient Episode Referral r _ Appointment r Description Investigation Results RIF Consultation Bronchoscopy r Click the button This shows you where you are in the domain in terms of relationships gt Edit Event Definition E Ioj xi Event Diagnosis ab s Electronic Patient Record 4 4 Patient Demographics 4 Referral r 4 Appointment r a ga Diagnosis Close the Edit Event Definition window Panel item definitions Items are known as panel items when they exist in data views This is because they are attached to panels which is a method of grouping items together Panels only exist in data views in order to allow the same items to be grouped together differently in different data VIEWS In the Urology data view double click the Marital status pa
103. he patient s record will change to display the new address as long as Refresh is switched on Go to the Contributes To tab This tab is for information only and lists all those items which the lookup item contributes to 1 e it contributes to each linked item which has been created since in Data Entry these items will be populated from the dictionary based on the data that is entered in the lookup item General Advanced Dictionary Lookup Default Value Validation Actions Contributes To History Display f Denved Data lems that the current Data ltem contributes to f Data thems that the current Data ltem i denved from The current Data ltem contributes to the following denved Data Items Name Denved Type Description Patient Registration a GP Telephone number wai Dichonary Linked mail Dictionary Linked nal Dictionary Linked nai Dictionary Linked a GP Address wai Dichonary Linked a GP Address3 r Dichonary Linked ab GP Address4 a Dichonary Linked a GP Postcode r Dictionary Linked a4 GF Initial a4 GP Title a4 GP Address Editing the Item definition for a Dictionary Linked item Press the right arrow to move to the Item definition for the next item ae Edit Data Item Definition O O SaS Edit Data Item Definition O O O SaS Item Definition AR Tex Data Item GP Code A died General Advanced Dictionary Lookup Validation Achons Contributes To H
104. ht January 2014 80 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide If you wish to include brackets in your formula place a tick in the bracket column in the appropriate row The brackets are included in the formula oxi Weight Height Height la Weight A at Height ct PO Height Note that the formula turns red if it is invalid for some reason for example if you have only included one bracket ojx Weight 7 i Height Height PEM Height O Height JOO L Press OK to close the Edit Formula window The formula is now displayed in the Calculation Formula box on the Calculation tab General Advanced Calculation validation Actions History Details f No Calculation amp Calculation Default Calculation Default Value Calculation Formula eight Height Height Clear Formula Refresh Now Test Refresh Click OK to save and close the item definition The item is displayed on the tree in italics to indicate that it is a derived item 1 weight Se 1 Height oe 1 ae January 2014 81 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide 6 4 2 Refreshing values in a newly created calculated item When you create a calculated item if there is already data in the contributing items you should refresh the calculated item Ref
105. ial Attendance r l Show Documents Show Items E F Select Viewing Wetinition A Close Z To display a different definition select a domain and then select a definition in the Data Definitions box You can select a domain event item or document The Viewing Definitions box automatically updates with all instances of the newly selected definition January 2014 149 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide Once you have found the definition you require you can display the definition in Design Management Select the definition you wish to view then press Select Matching Definition The relevant domain or data view is displayed The tree is expanded and the definition you have selected is highlighted The Find Linked Viewing Definitions window remains displayed until you close it Find Linked iewing Definitions i Domains Viewing Definitions 6 Electronic Patient Record Data Definitions Electronic Patient Record E g Patient Demographics B Items gI Inpatient Episode r gI Outpatient Episode r g Accident and Emergency Visit r T Accident and Emergency Risk Register A Referral r Fa Admission E Date admitted to hospital F Admission i E Date admitted to hospital 3 Macmillan Specialist Nurse Services A E Consultation Bronchoscopy r ra Gastroscopy Referral r g Colonoscopy Referral r EA Flevit inmnidosconu Referral fr ei E D
106. ich now has the merged values in it So any coded data items which were using the code lists selected for merging will now all use the target code list you have chosen to keep InfoF lex Addin Seles Which code list would you like to keep Please make your selection before continuing Selected Code Lists C101 Sex 2 Einish Exercisel Deleting Code Lists Add a coded data item to the Patient Registration event of the Clinical Domain Call the coded item Test Deletable Create a new code list for that coded item Call the code list Deletable Add the following items to the code list 1 Yes 0 No Run the Code List Manager Add in and try to delete the code list Deletable Notice that it is not offered for deletion because there 1s a coded item which uses it Cancel without deleting anything Now delete the coded item called Test Deletable from the Clinical Domain This deletes the data item but does not delete the code list associated with it However since there is now nothing using the code list the Code List Manager Add in will allow us to delete the code list Run the Code List Manager Add in and delete the code list Deletable January 2014 143 Chameleon Information Management Services Ltd InfoFlex Design Management User Guide Exercise2 Merging Code Lists Create a coded item called MyData in the Patient Registration event of the Clinical Domain Create a new code list MyData A Add the following items t
107. ied out if the expression is true In the case of validations the expression should define invalid data ie a warning that the data is invalid is displayed when the expression is met January 2014 135 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide Validations Here is an example of an item that has several validations defined Notice that the order of the validations is important They will be tested in the order presented on the screen 9 Fit Wits disgy Weaitidiy Sel _Coded Data Item Cancer Referral Priority al Paella lee i Type General Advanced Calculation alidation Actions History Validation Expression Esecute Acton lf this item 01 then Cancer Cancer Referral Prionty Type OnE xit Referal Decision date must 01 and ISBELANKI Cancer not be blank Referral Decision Date IF this ttem 01 then Referral Cancer Referral Priority Type Request Date must not be 01 and ISBLANE Referral blank Request Receiwed Date If this tem 02 then Cancer Cancer Referral Prionty Tope OnEst ShowMessageBbox Referal Decision Date must 02 and be blank NOT BLANE Cancer Referral Decision Date OnExit Showkesrsagebox On the example above in each case the Name of the validation describes the validation rule that must be met eg If Cancer Referral Priority Type 01 then Cancer Referral Decision date must not be blank However the Expression f
108. in design trees and panel item definitions in the Data view design trees The display of the associated code list and dictionary names can be turned off by re selecting the menu item The state of this option will be retained between invocations of the Design management module If this option is switched on and an item is archived the archived symbol is displayed after the code or dictionary name Ta Ethnic Origin Ethnic Origin 4 a GF Code GP dictionary 4 If a dictionary linked item is coded the dictionary name is shown rather than the code list name Similarly if a dictionary contributory item is a coded item the dictionary name is shown rather than the code list name January 2014 22 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide The associated code list and dictionary names are also displayed in the Item Type field of the General tab of the Edit Definition dialog for item and panel item definitions again enclosed in square brackets after the item type name e g Coded Item Title These associated code list and dictionary names are always displayed ie they are not controlled by the option used to control the display in the design trees Edit Data Item Definition Coded Data Item Ethnic Origin ig E reo O eea aaa Description a ltem Type Coded Item Ethnic Origin 3 12 Displaying dictionaries Go to the drop down arrow on the Data View Designs navigation b
109. isplayed in its alphabetic order in the Code Lists column The code list is now available for use in any data item Erosion N Ethnic group ode temsa Ethnic Group 1 Ethnic Group coded 0 O white Ethnic Group coded 1 1 Black Caribbean Ethnic Group coded 2 2 O Black African Ethnic Origin 3 LJ Indian Ethnic Origin 1 4 O Fakistani F L Bangladeshi Evidence of new disease E i Chinese Evidence of new disease 1 Other Ethnic Group Evidence of previous surgery C Ei m mMm lb m Close Code List Manager January 2014 63 Chameleon Information Management Services Ltd InfoFlex Design Management User Guide 6 1 5 Using Code List Manager to edit existing code lists On the Actions menu select Code List Manager Actions Window Help Create Default Data view View Event Study Map Find Definitions By Mame F3 Find Linked Viewing Definitions Ctrl F3 Check External References Code List Manager Query Design Manager h The Manage Code Lists window is displayed In the Code Lists column select the Symptoms 1 code list In the Name box change the name from Symptoms 1 to Symptoms Bronchoscopy Mame E ymptoms Bronchoscopy Description Press Save to save the changes to the code List Note that if you change the name of a code list that code list will still be used in all the coded items in which it has been selected 6 1 6 Copying code lists I
110. istory January 2014 70 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide The item definition for the GP Initial item is displayed The item has the General Advanced and History tabs which any other item has and the properties can all be edited including the item name but this time instead of a calculation tab there is a Dictionary Linked tab Edit Data Item Definition O O OO O O OOS Edit Data Item Definition O O OO O O OOS Data Item Definition K Data Item GP Initial A PER General Advanced Dictionary Linked History Go to the Dictionary Linked tab Edit Data Item Definition o x AB ert par Data Item GP Initial A i History GF dictionary Linked Dictionary bern ab GP Initial Local Parent Item ab GF Code A Always Refresh Yes r Dictionary O E R Setting the Always Refresh property to Yes will cause the value for the dictionary linked item to be always retneved from the linked dictionary whenever the event i loaded Setting to No will only retneve the locally stored value for the dictionary inked item which could be different from the value stored in the linked dictionary This tab contains details of the dictionary and items that control the behaviour of this linked item You can also set the Refresh Option from this tab The purpose of the fields on this tab is as follows Defaults and Requirements Dictionar
111. items will automatically be deleted from the tree InfoFlex Design Management a x 2 Changes to the Dictionary derived item will result in one or more Dictionary contributory items being deleted Are You sure You want bo continue Cancel Note however that once data has been entered in dictionary lookup items linked and meaning items cannot be removed Linked items will be indicated by a greyed out tick Dictionary tens tem att Contributory lab Overall stage a Pathological T Stage ma ip Pathological N Stage RS Pathological M Stage Once data has been entered data in a derived item in Data Entry no further contributory items can be added to the dictionary derived item Close the Edit Data Item Definition window January 2014 76 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide 6 4 Calculated items Calculated items derive a value based on a formula that can involve data entered in other items functions the current date and time or constants In Data Entry calculated items are disabled so that users cannot edit the calculated value The formula for a calculated item is defined using the InfoFlex Formula Builder A simple example is included in section 6 4 1 below For examples of more complex formulae and information about other InfoFlex functions that use Formula Builder see Appendix 5 Please ensure that you read sections 6 4 2 Refreshing val
112. lex Design Management User Guide The Remove button removes a selected Secondary Identifier The Clear button removes all Secondary Identifiers The Up and Down buttons re order the Secondary Identifiers Note that Primary Identifier cannot be changed once data has been entered Click OK to save and close the domain definition Hospital number is now displayed with an underline 2 Patient Demographics to indicate that it is a primary identifier i EA Items 5 6 Creating more events and items Right click the Patient Demographics event you have just created and choose New Event Give the event the name Referral set the Repeat property to Yes Create New Definition a E xj Details Create New Definition Type Event x Farent Definition Event Fatent Demographics i 7 Edit Properties me Next Mame Description Archived Repeat Study liG eneric As before there is a wizard style mechanism to continue The Create button creates the event without opening the event definition The Edit button creates the event and opens the event definition Identifier auto create events and view switching tabs However it is best to wait until more events and items have been created before editing any more properties Data Item Dictionary Item The Next button allows you to proceed directly to creating items January 2014 39 Chameleon Information Management Services Ltd InfoFlex Design Management 1 Us
113. lick the Referral event to open the event definition If the event is unarchived a warning message will be displayed before the definition window is opened Note that there is a flashing red and white exclamation mark in the top right of the window This indicates that there is data present in the event Flashing exclamation mark indicates that there is data gt Edit Event Definition d present in the event Event Referral r ips Advanced Identifiers Auto create Events WEIN Switching Actions History Mame R eferral Click the exclamation mark once A message is displayed indicating that data is present in this event The reason for the message is to warn that there might be some properties in this event which cannot be changed since data already exists in the event For example the event identifier cannot be changed once data is present Edit Event Definition es iol xi iy Event Referral r ime The Event definition Heterral has associated data It may not be possible to alter certain definition properties General Advanced Identifier Aubo create E January 2014 16 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide Change the Archived item from No to Yes General Advanced Identifiers Auho creabe Events WE Switching Actions History Mame Referral Description Patient s referral details Archived
114. lues allows you to enter an appropriate value for the item if you wish to specify a value that may have been entered in the item The item name must already have been included in the formula For example for coded items Item Values will display the list of codes in the chosen item or for dates the date picker will be displayed Functions allows you to select a function for use in the formula e g max min percent now Items that have already been used in the formula will also be listed for convenience in case they need to be used again iData Iten Item Yalues Fone ELS ea Date of discharge January 2014 79 Chameleon Information Management Services Ltd InfoFlex Design Management User Guide Select Data ltem trom Event Inpatient Episode Select Data Items On the Select Item window a choose Height then press OK a Bi ltemz peen a4 Care Spell Number E Patient Status y E Date of admission i Time of admission ae E Date of discharge 12 Time of discharge 44 Duration of episode ol Source of admission lB Method of admission san 1 Weight Cancel In the operator column select the multiplication symbol Finally in the third row select the Height item again Since the Height item has already been used it is now listed in the Item Value dropdown list C Weight O Height Hol Data Items Item Values Functions Height Weig
115. m Definition To refresh a calculated item edit the 12 Value Data Item BMI A Taas item definition go to the Calculation tab and press the Refresh Now button General Advanced Calculation validation Actions Contributes Tol History M Details Mo Calculation Calculation Default Calculation C Default alue Celuelon Lammela ooo The refresh uses whichever method is Weight HE Height set in the item definition If you have changed the refresh method and try to refresh before saving you will be a prompted to save before the refresh is carried out Test Refresh Refresh Method Direct SOL faster fe nfoFlex row by row slower The same dialog is displayed whether you are updating an individual item or a whole event You can choose to omit items from the refresh by unticking the Refresh column Press the Refresh button to refresh the calculated item Refresh Calculated Item Ever Pefemal l start Time Elapsed Time Time Remaining estimate Tes Refresh Results ltem Refresh Method Status Result BMI ETET A green highlight in the Status column indicates that the refresh has been successful and indicates how many rows were updated Refresh Calculated Item Event Start Time Elapsed Time Time Remaining estimate L Tai 057 0772012 17 26 29 secs Refresh Results item Refresh Method Status Result
116. more items in the Patient Demographics event as follows Note that Advanced properties are specific to the item type are set on the Advanced tab of the Edit Data Item Definition window Item type Advanced Properties Text Surname Uppercase se Text Postcode Memo Notes S S O Boolean Temporary address Format True Yes False No required For a full list of available items see Appendix 1 Re ordering items By dragging and dropping re order the items in the tree so that it looks as follows Fl ni ltemz at Hospital number 4 a Surname 4 al Address A al Postcode A au vw Temporary address required A d Mo of dependants A E Date of birth 4 T w Notes 4 To re order drag the item until the position you want it to be in is highlighted A cross symbol appears next to the mouse when the item can be dropped January 2014 36 Chameleon Information Management Services Ltd 5 4 Unarchiving items InfoFlex Design Management User Guide Unarchive each item in the Patient Demographics event by right clicking the item and de selecting Archived January 2014 a Sumame A a Address 4 a Postcode A Yee Temporary addre 1 No of Dependant E Date of Birth A 8 Motes 4 37 Expand Expand Branch Expand Tree VIEW Mew Event New Data Item Mew Document Copy Paste Edit Definition Edit Layout Delete Definition Renae Move F re Del Ch
117. n 1 Making items not write protected enables users to edit the data sent from PAS However any changes made in InfoFlex will then get overwritten next time the patient details are refreshed from PAS 2 CIMS can change the interface to lock the Patient Demographics event when the patient details are refreshed between PAS and InfoFlex This means that the write protection can be removed allowing registration of External Subjects but a This is a change in interface process b This means all items in the Patient Demographics event are locked for records that have come from PAS and no user can make changes to those records c If there are items in the demographic event that are in addition to those supplied by PAS then these additional items will be locked as well 3 External subjects are given a local number If the external subject is subsequently registered on PAS the subject will be duplicated on InfoFlex a Users need a method of identifying them and then merging the records b Merges of records are a manual process unless the Trust have purchased the InfoFlex Subject Merge tool January 2014 29 Chameleon Information Management Services Ltd InfoFlex Design Management User Guide Actions tab Actions are defined on the Actions tab See Appendix 2 in the Design Management 2 tutorial for information about Actions and how to use this tab Actions Enable Pathways tab Pathways are defined on the Pathways List tab See th
118. n a Inpatient Episode r A sree Date of admission Date of discharge Inpatient Episode Date of discharge is displayed in the Relative Item box to indicate the event and item name of the relative item Restriction Yes r Restriction Type warming Restriction Condition Earlier Than lt Relative Item Inpatient Episode Date of discharge Restriction Message In Data Entry the Date of list if from elective list must now be earlier than the Date of discharge Press OK to save and close the event definition Set up a date restriction on the Date of admission item in the Inpatient Admission event such that Date of Admission must be later than Date of birth Messages can be set for each of the validation items These messages will appear in Data Entry when the user enters data which does not match the validation rule set January 2014 101 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide 7 3 Item Validations Validations are a method of carrying out a check on data entered Criteria are set up and if the criteria are met by data that has been entered then an action is triggered Display My Domain In the Out patient Episode event open the item definition for the item Date of Discharge Go to the Validation tab Edit Data Item Definition l l jol x Date Data Item Date of Discharge ipes Enabled x K Edit Remove Clear Promote Wenot
119. n Data Entry In the dictionary derived item in Data Entry the user will enter values in the contributory items Once values have been entered in the contributory items InfoFlex checks in the dictionary to see which dictionary record matches the values entered in the contributory items This record will then populate the Dictionary derived items in Data Entry Any item with a tick in the output column will automatically get the appropriate value filled in from the selected dictionary record January 2014 112 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide Example This dictionary derived item uses the TNM Staging Breast Pathological dictionary and designates each item as Output or Contributory Dictionary D THM Staging Breast Pathological ltem Type I Dictionary Lookup ltem E Options M Archived Dictionary Derived ltem E Dictionary Items item pa Contributory la Overall stage aallp Pathological T Stage LT Pathological N Stage i Pathological Fi Stage These items are created in the event fe Pathological T Stage Pon Tf Pathological N Stage si a Pathological M Stage see ad Chea iene cr The TNM dictionary looks like this in Data Entry The dictionary derived item looks like this in Data Entry plia 01cm hi odo Mets to lymph nodes gt 0 2em Contributory items 3 Sta pMO No distant metastasis Januar
120. n Management 1 User Guide The dictionary lookup item looks like this in Data Entry or O001 Smith en 01234 567890 4 DA THE HEALTH CENTRE 1 The Street Anytown Anywhere ABT 2C0 Note when adding data in a dictionary you should not use a dash with a space either side in the code item The dash with space either side is used as the delimiter between code and meaning so if you put a dash in the code item the text after the dash will be lost and there is a risk of the wrong code being entered in the data item You can use a dash in the code text so long as there are other characters before and after it A warning is displayed if you enter a dash with a space either side in the dictionary code item Dictionary derived items When you create a dictionary derived item in Design Management in the Dictionary Items grid you select which of the items in the dictionary are the contributory items and which item is the output item ltem Type Options Dictionary Lookup ltem E MW Archived f Dictionary Derived ltem E Dictionary Items Mer pt Contributory Talat Overall stage a ih Pathological T Stage a ih Pathological N Stage l Pathological M Stage The purpose of the columns is as follows Output Contributory List all the items in Tick indicates which Tick indicates which items are contributory in the the chosen dictionary item will be the derived calculation of the output item item i
121. n code list manager select the code list Type of examination Code Lists Type of Cushings Type of disease Type of disorder Type of examination 1 Press the Copy button Copy January 2014 64 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide A copy of the code list is made with the name Copy of Type of examination and with all of the codes contained in the original code list Code Lists Details a Copy of Type of examination al Hame Copy of Type of examination Cords 2 Creatinine Description CT Results rl ees m5 Code ltems f CT Scan 1 Meaning Current treatment with Bromocriptine Current treatment with Cabergoline Current treatment with Other Current treatment with Somatostatin ERLP Cushings disease Flexible sigmoidoscopy Colonoscopy ERLP Gastro and Dilation OOOO Give the new code list the name Type of examination gastro Add a new code of EN with the meaning Endoscopy ie Mame T ype of examination Gastro Description Code Items Meaning LI UGI E Flexible sigmoidoscopy LJ Colonoscopy L ERCP L Gastro and Dilation Save the code list and close Code List Manager 6 2 Dictionary Lookup Items There are two types of dictionary item The button on the Create New Dictionary Item window gives some explanation about the two types Dictionary Look up Dictionary Derived item ltem Type ltem T
122. nagement see Appendix 4 below and a dynamic query has been defined you will be prompted for a value since there is no patient data to supply the prompted value However in Data Entry no prompt message will be displayed If the criteria are not met in Data Entry If the value of the Filter Parameter item is mapped to another data item then the dictionary list in Data Entry will be empty if the user has not entered a value for this data item The user may require the whole dictionary to be available in this case rather than an empty dictionary list A formula can be used to deal with the case where the relevant data item is blank Here is for an example TIF NOTBLANE Hospital Hospital In other words If the Hospital data item has a value is not blank then use the value entered in the Hospital item as the parameter value This will retrieve only the dictionary entries whose Hospital matches the value entered in the Hospital item Otherwise use as the parameter value This will retrieve the dictionary entries where Hospital Code LIKE which means that all dictionary entries will be retrieved Note that in cases where a value has been entered in the data item used by the prompted value but no dictionary values match the resulting filter the dictionary dialog will remain empty January 2014 121 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide Validation Conditional dictionaries
123. nderneath and the right click menu showing suggested corrections is available If the data view Spell Check Behaviour option is set to Prompt the behaviour described above for Indicate happens and in addition the spell check dialog opens automatically on exiting the item 1f there are misspelt words in items where spelling is switched on If the data view Spell Check Behaviour option is set to None no squiggles are shown and the right click menu is not available even if individual items have spell checking switched on However the spell check dialog can still be opened from text and memo items by pressing the toolbar button or ctrl F7 See the separate InfoFlex Spell Checking User Guide for full details January 2014 94 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide 6 10 Advanced options for Memo items Property What to enter Focus Selection Action Controls whether text is Select entire contents of field highlighted when entering the Position cursor at end of item contents Carriage return action Controls the effect that pressing Move input focus to next the carriage return key Enter screen item key within the item has Insert new line character into text item Spell check Switches on indication of Yes to switch on indication spelling errors according to the of spelling errors data view s Spell Check No for no indication of Behaviour property spelling errors Note that the
124. nel item in the Patient demographics event view The Edit Panel Item Definition window is displayed If the item is unarchived a warning message will be displayed before the definition window is opened Note that the background to the title is blue yellow This colouring indicates that you are working on a viewing definition a definition in the data view January 2014 13 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide Only a small number of properties which relate to how the item is viewed can be edited at this level since the core item properties are stored in the domain Note that there is an Edit Data Item Definition button in the bottom left of the window which takes you to the item definition of the linked item in the domain Edit Panel Item Definition Ioj x Coded Panel Item Marital status i r Mame Marital status Blue yellow colour indicates Description z you are working in a data view l Archived Ho F Base Data ltem Marital status ltem Type Coded ltem Mandatom Type Not Mandatory Write Protected No r E Edit Data ltem Definition tA Save x OG 2 Close Click the Edit Data Item Definition button The Edit Data Item Definition window is displayed with its red green background and you are now viewing the item as it exists in the domain The complete range of properties of the item can now be edited however any changes made here will affect all o
125. ns the dropdown list builds up a history of entries that have been made in the column in case you should wish to use them again Iten Value Examination Data Items Item Values Pune Gio oacad Date ot PeEerral repre January 2014 130 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide Operator Column The Operator column displays a list of operators for use in the formula The list of operators will vary according to the context of the formula Navigation On the right of the Edit Formula box a selection of buttons 1s available E The buttons perform the following functions E o Insert row before current row Remove current row 4 Oo Clear Formula dh Move current row up be Bs Move current row down Select an item from the domain to insert in the formula opens the Select Item window i Select item value to insert in the formula opens the Select Item Value window fe Select function to insert in the formula opens the Select Function window Simple Calculations Some derived fields may perform a simple calculation based on one or two other fields entered For example BMI can be calculated using weight and height measurements weight height x height See above section 6 4 for a guided example Calculations using dates can be carried out however we strongly recommend that Date functions be used for date calculations see below and also A
126. nt Episode event open the item definition for Date of list if from elective list Go to the Advanced tab Set Restriction to Yes Set Restriction Type to Mandatory Set Restriction Condition to Earlier Than lt General Advanced Calculation Validation Actions History Date Format ddmmyyy Warning Limits Ho r Warning Low Walue P Warning Low Message LO Warming High ale P Warming High Message P Mandatory Limits Ho f Mandatory Low Value fn O O l Mandatory Low Message Ss Mandatory High Value i Mandatory High Message i OOOO Restriction Yes x Restriction Type Warning m Restriction Condition ASURA Relative ltem Restriction Message January 2014 100 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide Press the button against Relative Item Restriction Yes ff Restriction Type warning Restriction Condition Earlier Than lt Relative tern Restriction Message The Select Relative Date Item window is displayed All the items which can fulfil the restriction condition are displayed Select Date of discharge and then press OK Select Relative Date Item Select relative date item for date iter E Date of list if from elective list Relative Date Items from Parent Events Patient Demographics EA Referral 4 fsan EJ Date of Referral Sieh qa Inpatient Admission r 4 3 seen EJ nset of symptoms 4 fsan EJ Date of Admissio
127. nt and press OK January 2014 51 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide The Outpatient Episode event is attached to the Outpatient Admission event qo Reterral y Outpatient Episode r A 5 12 Defining a Default Data View Open My Domain in Design Management Go to the Actions menu and choose Create Default Data View Actions Window Help te Default Data view h View Event Study Map The Create Data View Wizard window will appear Create Data Yiew Wizard J X Select Domain on which to create the new Data View Select My Domain and press Next Clinical Domain 4 Electronic Patient Record A Electronic Patient Record with studies Electronic Patient Record without studies A HDU UE tee Status A Training Domain in 4 x Cancel Back Next Ti Finish In the wizard give the data view a name of My Data View Set other general properties if you wish then press Next Create Data View wizard O O OOOO Set the General properties for the new Data View Name My Data View Description E Archived Yes Event locking level ja Mo locking Show documents Yes r Secure Entry Mode Ho x Preload Definitions No r Pa Cancel 9 Back Next Yd Finish January 2014 52 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide A window is displayed giving a preview of the data view definition Create
128. ntifier tab Select Admission Date in the Available Items box and then click the Set button Admission Date moves across into the Identifier Item box Press OK to save and close the event definition Date of Referral and Admission date are now displayed with underlines to indicate that they are identifiers Fl Referral 1 4 rine 5 temz eB Date of Referal El Admission r fA A T Ea herr E Admission date January 2014 41 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide 5 7 1 Event auto sequence generation The event auto sequencing function will automatically generate the value of the event identifier in Data Entry To use auto sequencing choose an option in the Auto generate primary identifier to field underneath the Primary Identifier box Where the primary identifier is a date item there are two options None The date identifier will not be auto generated Current date time The date identifier will be set to the current date and or time depending on the format of the date item e Edit Event Definition a4 Main Surgical Procedure ad Other Surgical Procedure None Current date time 1 Number of In patient days Fa Complications h F Where the primary identifier is a value item the following options are available None the identifier will not be auto generated Next available number the identifier will be set to the next available number 1 e deleted
129. nual grouping of dictionary list items This option controls whether the Data Entry user is able to group the columns of the dictionary list manually using the Group By check box When this option is switched on the user can tick the Group By check box in the Data Entry dictionary dialog and then drag a column heading into the Group by area This option is switched on by default Dictionary List Consultant E Ioj x Search Field Consultant cade Contains Test Find How Clear X neee aa i Drag a col mL group by that column i Espand All Collapse Al 2 Cancel Consultant code specialty Code Hospital Code 21230001 gmith A 500 CO 300 21230002 Jones B 501 AB100 cp New 21230003 Davies C 502 BC200 al Fire Ber 1230004 Brown DZ 21230005 Clark E S04 EC200 py Group By 21230006 Adams F 505 BC200 Box 71a Dias i EnC D rann Here is an example of a Consultant dictionary grouped by Hospital Code Dictionary List Consultant i Io x Search Field Consultant code Contains Text Find How Clear X Hospital Code Expand All Collapse l 7 Cancel Consultant code Specialty Code Hospital Code 4B 100 Hospital Code BC200 Hospital Code CD 300 cp New Hospital Lode DEAD Sale 7 230109 Smith E B08 i Group By 21230110 Jones F BOY Box 1230111 Davies G 610 1230112 Brown H B11 1230113 Clark B12 Januar
130. o continue f Create The Create button creates the item without opening the item definition The Edit button creates the item and opens the item definition Data bem Dictionary Item The Another button proceeds directly to create another item Press the Edit button since we wish to set the item properties on the additional tabs After pressing Edit the new item is displayed on the main screen the new item is automatically attached to the Hg Patient Demographics heading Items The Items heading is simply a way of Fl ES Items grouping items within the domain Panels are defined in Hospital number A data views only and the Edit Data Item Definition window is displayed Edit Data Item Definition _ B x AR Tex Data Item Hospital Number A i t General Advanced Calculation Validation Actions History Mame Hospital Number Abbreviation Hospital Number Description ee ltem Type Tettem Archived Yes F Mandatory Type NotMandatoy 0 l Write protected No r MOS ltem Mo F Auto prompt No F Frompt A Go to the Advancec Upper Case i a i ae l General dvanced Calculation Validation Actions History Maximum Length 0 Multiple Lines Mo r Text Case Click OK to save and close the Edit Data Item Definition window January 2014 35 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide Create
131. o the code list 1 2 Ai Ow LS Unarchive the coded item and add it as a panel item in the Patient Registration event of the Clinical Dataview Add another coded item also called MyData this time to the Patient Registration event of the Training domain Create a new code list MyData B Add the following items to the code list O amp mo Unarchive the coded item Go to the Data Entry module and find patient 123456 Add a value for the data item called MyData and save the event Now you have two similar coded items but they use different code lists The contents of the code lists overlap each other and do not conflict in any way So you may decide you want to merge the two code lists to make one code list with all the entries Go back to the Design Management module and run the Code List Manager Add in Use it to merge the code lists MyData A and MyData B To select both the coded item called MyData in the Clinical domain and the one called MyData in the Training domain press the CTRL key while making your selection This will allow you to select more than one item at a time When asked which code list you wish to keep select MyData A Now go back to the Data Entry module and find patient 123456 again View the data item MyData The drop down list should now contain 5 items ORUNI moov This is because you have successfully merged the two code lists into one list which contains all the items January 2014 144 Ch
132. oFlexS 1 2 Selecting a Database Select the CIMS General training database from the dropdown list InfoFlex Database cms General training database CIMS Data Import training database CIMS Design Export traning database Username CIMS Design Import training database OMS General trainin ita aa ee 2 Eogena CIMS Studies training databwse CIMS Work List and Pathway Viewer traning 1 3 Logging in Type training in the Username box then press the tab key or use the mouse to move to the Password box Type training in the Password box then press return or click the Login button Usermarne Jtraining Password za Exi 1 4 Selecting the Design Management module Select Module x Click the Design Management picture to open the Design Management module Wer nag If Design Management is the only module you have access to the Design Management E Data Entry module will open automatically Reporting User Management E new and edit existing data view and dictionary designs January 2014 5 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide 2 TERMINOLOGY The following terminology is in use throughout InfoFlex Data Definitions We call the following Data Definitions because they relate to definitions within the domain which is where data is stored Domain Contains all data items regardless of specialty which will share the
133. ocument in the domain Click the Edit Document Definition button Edit Document Definition k The Edit Document Definition window is displayed with its red green title background and you are now viewing the document as it exists in the domain Edit Document Definition Sie X B Document Patient summary i General Printer Advanced Actions History Template Items Preview Name Patient summary The complete range of properties of the document can now be edited however any changes made here will affect all occurrences of the document 1 e changes will apply to the document in all the data views in which it is used Note that the button in the bottom left corner of the window is now called Edit Document View definition This will return you to the document in the data view Close the Edit Document Definition window January 2014 19 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide Report definitions Switch on the Show reports button on the toolbar Show reports All of the defined reports are displayed attached to the domain and data views In the domain double click 900 LGI Cancer Analysis The Edit Report Document Definition window is displayed If the report is unarchived a warning message will be displayed before the definition window is opened Since you opened this definition window from the domain the full range of properties are available for e
134. ode in GP Telephone number Talab GP Sumame lab GP Tite lab GP Address lab GP Address2 lab GP Address3 lab GP Address4 a4 GP Fostcode OOOO UO ENESE EANES EAEAN E O January 2014 68 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide Refresh Linked Items There is a button on the Dictionary Data Item definition dialog Refresh Linked Items Now This button will update the values of any of the Dictionary Linked items regardless of whether there is a tick for the Refresh Property A Refresh Dictionary Linked Items dialog is displayed and you can select which of the linked items to refresh Every event that uses the Dictionary will be updated with the values currently stored in the Dictionary This may take some time for a large database Changing or Deleting Meaning and Linked items Before you have entered data you can change which items are the meaning and linked items If you wish to delete a dictionary linked item you will not be allowed to delete the item itself You should to remove the tick from the Linked column on the Dictionary Lookup tab If you remove any linked items by removing the tick from the Linked column on saving the item a confirmation indicates the items that will be deleted if you continue Delete Dictionary Linked Items i x wo Select dictionary linked items associated with the dictionary lookup item GF a Code A that are to be delete
135. odeManagerAddin dll in the Progs folder then press OK The Add In is listed in the table InfoFlex Add In Manager F Daa Design Data User 2 po i ae i InfoFlex Codelist Manager Addin InfoFlex Codelist Manager Addin O O O O Add in to manage codelists used within InfoFlex Edit Remove Highlight the Codelist Manager Add In and press the Edit button The only property that can be configured for this Add In is the display name This is the label that will appear on the menu item to start the tool Type in a display name You can also edit the display name directly in the Add In Manager table There are no other properties to configure for this Add In Press OK InfoFlex Codelist Manager Addin Add in Properties Add In Display Name Code List Manager Mo Action Properties required January 2014 139 Chameleon Information Management Services Ltd InfoFlex Design Management User Guide Highlight the Codelist Manager Add In again and press the Permissions button Add the users or user groups that you want to allow to use the tool Code List Manager Permissions E Groups ii Administrators Remove Close the Add In Manager and exit InfoFlex On restarting the Design Management module will now have an extra menu called Add Ins The Code List Manager Add In can be started from the Add Ins menu E InfoFlex 5 Design Management InfoFlex Module View Definition Actions 4dd Ins Window Help
136. omain Mz Electronic Patient Record 7 see Abbreviation Ethnic group srn ltem Type 1 Coded Ilter L Format String lt C gt lt gt lt M gt 7 seven Mandaton 0 Not Mandatory MDS ltem No Write Protected Ho 2 z Auto Prompt Mo Ensure that the pin button is depressed This keeps the Properties window open whilst you select another item Select the Date of death item in Patient Demographics event in the domain The properties for this item are now displayed in the Properties window Close the Properties window 3 10 Viewing item images Right click within the domain and choose View then Item Images so that Item images becomes unticked The icons illustrating the types of data item disappear Note that you can also switch items and documents on and off from this menu Mew Event Mew Daka Item Documents Mew Document Reports Right click within a data view and choose View then item images The icons re appear Right click within a data view and switch off Panels so that panels are not displayed Note that this option is only available on the right click menu when it is called from a data view This is because panels only exist in data views VIEW aw Items Item Images New Panel ee es New Panel Ther d Peres Copy Documents Paste Reports January 2014 21 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide 3 11 Show associated Code lists and Dictionaries
137. on Treat Dateidnti Cancer Prug Decision Treat Date Teletherapy Decision Treat DatelSpec Palliative Decision Treat Date lActiveMNonitoring L E L Decision Treat Date Brachytherapy E L E L a Ps cd 7 Cancel Only one of the six data items in the formula is expected to have a value but it could be any one of them By concatenating the data items the result of the concatenation is the one date that has a value whichever data item it comes from So an overall Decision to Treat Date can be found regardless of what type of treatment was chosen This date can then be used in analysis reports or documents or in further calculated items Concatenation can also be used to create a field which summarizes several other fields Since the resulting data item contains all the items of the other fields that are not blank the resulting data item can show a summary of several fields at once Actions and Validations The condition for a validation or the condition to trigger an action both rely on an expression whose value will be true or false The Formula Builder is used to build these expressions in the same way as for calculated items As well as the operators such as lt gt gt gt lt lt there are functions that can be used that evaluate to True or False such as ISBLANK and NOTBLANK and combinations of these expressions using IIF and and or In the case of actions the action will be carr
138. on and allows a subsequent user to view but NOT change a subject s details if the subject is already in use by another user January 2014 27 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide Referral Details G of examination 11 04 2006 e of Ref sy Surveillance When event locking is being used there is a padlock symbol at the top of the screen document event or grid column This should flash for 10 seconds when the level is Lock and allow read only viewing and should flash continuously for editable events Click this padlock button to see Referral Details ie details of the user that locked the Colonoscopy Referal 11 04 2006 t being edited and is read only st event Once clicked the button User system Computer OO000 PCO1 Time 18 07 2006 14 56 48 stops flashing When the event lock level is Lock and do not allow viewing then the event is not displayed and the screen will display the details of the user that locked the event Gastroscopy Referal 03 07 2003 t being edited unable to display Locked by system From computer OOOOQ05 PCO Locked at 05 09 2006 15 42 05 Identifiers tab Primary and Secondary identifiers are defined on the Identifiers tab See above section 5 5 Setting Primary and Secondary identifiers Studies tab Studies are defined on the Studies tab See the separate Studies tutorial document for information about Stu
139. option is not available for Access databases The first time you refresh an item you should use the Row by Row method The refresh method for General Advanced Calculation Validation Actions Contributes Ta History each calculated item is set Details on the Calculation tab on f So Calculation amp Calculation C Default Calculation C Default Value the item definition Select Calculation Formula the required method in the DATEDIFF d Date of Referral Appointment dated Refresh Method pane E By default the refresh method is set to InfoFlex Tales Female Refresh Now Test Retresh row by row Refresh Method f Direct SOL Faster f IntoFles row by row shower Important note about the Direct SQL Update method Although refreshing using the Direct SQL Update method is much quicker than the row by row method there are significant limitations and issues to consider before refreshing the calculation using this method In particular it is important to test the results that a refresh using Direct SQL Update produces The Direct SQL method should only be used if it has been fully tested against the calculation and if the time required for a row by row refresh is impractical See the separate document Updating Calculated Items for full information January 2014 82 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide Refreshing an individual item Edit Data Ite
140. opulated with the default value when the event is edited and saved in data entry The default value will be applied to a new event when the event is created This option is switched off by default so new default values will apply to existing events unless you select this option If this option is switched on the item is populated on first save if all the contributory items have been completed If the contributory items weren t completed on first save or if the item is cleared after the first save it is never recalculated Please note that if you tick the Only set when event is created option you should not carry out a refresh using Direct SQL Update either from InfoFlex or using the batch process You are advised to switch on the Batch No refresh option to ensure that a refresh does not happen There is a known issue which causes a batch refresh to update historically blank values This issue will be fixed in a future version of InfoFlex January 2014 87 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide Prompt to update when the contributory item changes If this option is selected then when a contributory item ie an item that is used in the formula of the calculation in the same event changes a prompt is displayed and lets you choose whether to update the calculation If the changed contributory item is in a parent event the prompt is not displayed and the calculation is not updated The promp
141. or a Validation catches data that has broken a condition In other words the expression should describe invalid data and you should define an Expression that is true when the data 1s invalid Therefore in the above example the condition is Cancer Referral Priority Type field 01 and the Cancer Referral Decision date field is blank If this condition is met a message needs to be displayed January 2014 136 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide Formula Options for Blank Missing and Unknown values Where an expression includes items whose values are set to blank missing or unknown then the default behavior is for the expression to return a blank missing or unknown value respectively If it is required that an entry of blank missing or unknown must not affect the result of the expression then the option described below can be used to ensure that a value is returned where a contributory item is blank missing or unknown Example 1 The following calculation uses value items If the option is switched on a value is still returned where one of the contributory items is blank missing or unknown If the option is switched off a value is only returned if both the contributory items have numeric values Numberl Number 2 Number1 value Number2 value Result with option Result with option switched on switched off Pe blank va blank blank o blank missing missing O
142. oses Code Items O Palliative O Unknown F U Ly ar t Hew Copy Add hove Up Move Down m gave ko Undo or Select rf Cancel The Code lists column on the left side of the window displays all the code lists in the database Note that if your database has been converted from version 4 any code lists with the same name have a sequential number in brackets after the code list name to distinguish the code lists from each other This is because two code lists are not allowed to have the same name The Details section of the window displays the name and description of any code list selected in the Code Lists column and the Code Items section of the window displays the codes which have been defined for the selected code list Scroll down to the Source of Admission code list When you single click the Source of admission code list its name is displayed in the Name box and the defined codes are displayed in the Code Items list Code Lists Size of Ulcer 2 Hame Source of admission Size of Ulcer 3 Sleep Description Sleep 1 Slot tepe 0 Source of referral Code Items Meaning g H 14 Usual Residence Source of Referral ed L Temporary Residence Source of Referral 1 39 C Penal Establishment Source of Referral 2 43 O Special Hospital Source of referral 3 z L Other HHS Hospital Source of Referral 4 J2 L Other HHS Hospital Aa L Other HHS Mental Hospital Sou
143. p items in order to display the Code and Meaning of each of the values You can choose to just display the Code in these columns rather than the Code and Meaning and this will speed up the display of the dictionary Performance Options Don t format values for multiple response coded items Don t format values for dictionary lookup items j For large dictionaries that contain multiple response coded tems andor dictionary lookup items selecting the above performance options may improve the display time of the dictionar selection dialog However when these options are selected the raw data values rather than the formatted data values will be displayed for the multiple response coded thems and the dictionary lookup items in the dialog The default setting is that the check boxes are not ticked The columns will then show Code and Meaning Ticking the check boxes produces the performance benefit Preview Button At any time you can view how the dictionary dialog will look in Data Entry by pressing the Preview button on the Dictionary Lookup tab This will display the list of Dictionary entries as a Data Entry user would see it January 2014 126 Chameleon Information Management Services Ltd For example January 2014 t Edit Data Item Definition Aetoxt Data Iterr Dictionary List Hospital InfoFlex Design Management User Guide lol xi Search Field Code Contains Text Find Now Clear x
144. played with yellow borders rather than with pink borders This is to illustrate that they belong to a different domain Close the HDU Daily Bed Status domain and data view either by removing the tick in the navigation bar or by clicking the x in the top right corner of their windows ee qa Gastroscopy Referral r es Ga Colonoscopy Referral r a qa FlesiSigmoidoscopy Referral r GA Referal r a gA Referal and Initial Attendance r 4 gt DATA VIEW OB x E DOMAIN OB x a Urology HDU Daily Bed SI Wo Urology RR HEU Dal Bed Status A 9 Jeb i HOU Daily Bed Status A ee a Patient Demographics ven FE Patient details ae G Nest of kin and other detail sii O GP Details nee 4 Referal and Initial Attenda January 2014 7 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide 3 2 Showing panels and items Ensure that the Show item definitions button is switched on ee i t Item definitions are now displayed in the design trees and panel definitions are also automatically switched on 3 DATA VIEW Gastroenterology sa ad Forename 1 a a Forename 1 ate ab Forename 2 T ab Forename 2 ad Sumame ie a Sumame E Date of birth EE Date of birth i pee Te om Note that Identifier items are displayed with an underline and derived items calculations or dictionary linked items are displayed in italics 3 3 Hiding panels
145. ppendix 7 January 2014 131 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide Calculations using Functions Various functions are available in the Formula Builder dialog for use within calculated items Note there is full explanation about all InfoFlex functions in the separate InfoFlex Functions and Expressions User Guide document As an example of using a Function we will use DATEDIFF function in a calculated item 15 xi Display the Edit Formula dialog and select the function fx button Ar Options Test 2X Cancel Select Function X Function The Select Function dialog is displayed Select the DATEDIFF function and read the B21 information about what arguments the na function takes Logical COMPUTERNAME Information CONCAT Miscellaneous CON TAINSCODE DATE DAT PADD aa OAT EOE ak DATERART Day s EsP FIND FINDAFw hd DATEDIFF interyal datel date Returns the number of time intervals between tao specified dates interval The interval at time used to calculate the difference between date datel First date dates Second date The first argument can be d m y w h n or s depending on whether you want to measure in days months years weeks hours minutes or seconds January 2014 132 Chameleon Information Management Services Ltd InfoFlex Design Management User Guide Select the OK button Notice that the Edit
146. pture is to be used Capture Type 0 None when image capture is not enabled 1 Framegrabber Leutron PicPort card or Matrox card The capture of images is reliant upon any installed frame grabbers on the individual pc Each pc is individually configured so if framegrabber is not present then the capture button should disable This is to allow different hardware manufacturers for each pc Registry keys will needed for this in the current version 2 Use the windows capture technology e g use a scanner webcam or digital camera to capture images via the standard windows capture mechanism The OS requirement for this is XP servicepack 1 Capture Multiselect When set to Yes a toolbar button Delete Unselected is available in the InfoFlex Image Capture dialog In addition captured images can be multi selected by single clicking each image When the user presses the Delete Unselected toolbar button any captured images that are not selected are deleted Disable Browsing Whether to prevent the user from browsing for images For use with image capture so that only images obtained through capture are added Also for use with default images to prevent the user changing the default image The characteristics of the font that will be used on the image annotations These may be overridden in the image viewer application for each individual image Line Style The characteristics of the line style that will be used on the image annotations
147. r 2010 Restructuring of some sections Summary of domain definition properties moves from 5 15 to 5 1 1 New section heading 5 3 1 Mandatory property moves from 5 7 to 5 3 2 Indexed property moves from 5 8 to 5 3 3 Updates for new customer version Refreshing calculating items Media items 5 40 0100 5 40 0200 5 40 0200 August 2012 7 10 5 50 0200 Secondary event identifiers and display settings 5 7 2 Sept 2012 5 50 0200 Proof reading updates Oct 2012 5 50 0200 JW Tidying up for pdf Dec 2012 e 5 50 0200 JW Update to External Subjects 5 1 1 p27 March 2013 7 13 5 50 0400 JW Updates for 5 50 0400 Global settings for multiline text and memo items 6 11 Focus selection action property for text and memo items 6 9 6 10 Tooltips in data item names 5 3 1 Show associated Code lists and Dictionaries 3 11 Jan 2014 7 14 5 60 0100 JW Updates for 5 60 0100 6 9 and 6 10 Spell checking App 3 and 4 New option to enforce valid selection from conditional dictionary 6 7 1 Capture Multiselect property for image media items Delete Unselected May 2014 5 60 0200 Dictionary look up dialog screenshots for grouped by ES ea aa June 2010 5 40 0100 Updates for 5 40 0100 and general review New Reference list of other related DM documents New summary of General tab item properties 5 3 including item URLs Indexed item property 5 8 Summary of domain definition properties 5 15 Advanced item definitions fo
148. r text memo value and date items 6 9 6 12 including NHS number formats comparison of text and memo fields 0 and formats in value items Enabling and disabling of validations 7 3 Multiple dictionary derived items from same contributory items App2 Automatically expand blank dictionary list groups App4 Help text for functions App5 Optional 3rd argument in IF functions App5 New App7 Design tools Check Ext references Change non repeat events to repeat Find defs by name Find linked viewing defs Refresh Calc items Reset Cached defs Updates Remove references to study views Revision of event auto sequence generation 5 9 1 Meanings in code lists cannot be blank 6 1 Item types Boolean item as check box 6 8 Some revisions to Conditional dictionaries section headings wildcards previewing prompted values App3 Functions and calculations Include reference to Calculated items document 6 4 Remove App7 Date functions and remove Functions reference information ISMISSING UNKNOWN NOT LIKE etc from App5 Removal of non function age calculation App5 Functions doc is referenced in App5 Updating calculated items doc is referenced in App5 ae Jw N To Jw U Ar JW P 7 8 Ww IW January 2014 1 Chameleon Information Management Services Ltd InfoFlex Design Management User Guide Design management documentation The following documents relating to Design Management functionality are also available De
149. rce of Reterral 5 January 2014 56 Chameleon Information Management Services Ltd InfoFlex Design Management User Guide Click Select to select this code list and use it in the coded item wf Select Source of Admission is now displayed in the Code List box on the Advanced tab General dvanced Calculation Validation Actions History Code List Multiple Response Mo r Allow Undefined No r Code List Items Code Archived Meaning O O OOO YO 19 LJ Usual Residence 29 E Temporar Residence 39 LJ Penal Establishment 49 O Special Hospital 5 O Other NHS Hospital To set a coded list to be Multiple Response set Multiple Response to Yes To set a coded list to allow undefined codes in Data Entry set Allow Undefined to Yes Click OK to save and close the item definition 6 1 2 Editing an existing coded list Code lists can be edited either via the item definition which uses that coded list or through the Code List Manager on the Actions menu This exercise will use the item definition In the Outpatient Episode event in My domain open the item definition for the Patient Status item Go to the Advanced tab Press the button against the Code List field Edit Data Item Definition loj x Coded Data Item Patient Status i Code List Patient Status Multiple Response No The Select Code List window is displayed with the Patient Status code list already selected Two codes ar
150. re available in other modules Defaults to Yes Unique identifier Controls whether subjects in the domain Yes or No should have a unique identifier Defaults to Yes Evaluate on event load When set to Yes all calculated data items in Yes or No an event will be re evaluated when the event Defaults to Yes is loaded Event locking level Allows events to be locked to prevent two Select from the users from changing the same subject s list record as the same time See below for a full explanation Event locking Event locking allows the Data Entry user to detect when an event is being viewed edited by another user and to prevent two users from editing the same event for a particular subject at the same time e g when two users are editing the same patient demographic details When the event data or document is selected in Data Entry the user is notified of any existing lock on that event Four levels of locking are provided and they can be set in the domain or the data view definition NOTE This property can be set in both the domain and the data view If the domain property is set this will override any data view setting The four levels of event locking are 0 No locking 1 Lock and do not allow viewing 2 Lock and allow read only viewing 3 Lock and allow edits Event locking is preset to 0 No locking Change Event locking level to 2 Lock and allow read only viewing This is the most commonly used opti
151. reshing the item carries out the calculation for every patient event and stores the result in the calculated item If you do not refresh the calculated item the calculation will only be carried out when the event is saved in Data Entry Calculated items can be refreshed from design management in two ways 1 By item using the Refresh now button on the Calculation tab of the item definition 2 By event using the Refresh Calculated Items option on the Actions menu Edit Data Item Definition i Actions Add Ins Window Help p Create Default Data View 1 3 Value Data Item BMI A iey View Event Study Map General Advanced Calculation Validation Actions Contributes Tol History Find Definitions By Name F3 l Details l Find Linked viewing Definitions Ctri Fa C No Calculation Calculation Default Calculation Default Value l Check External References Calculation Formula 7 Weight Height Height Code List Manager Query Design Manager Delete Data Clear Formula Refresh Now Test Refresh Refresh Calculated Items Refresh Method Change Non repeat Event to Repeat C Direct SQL faster InfoFlex row by row slower Reset Cached Definitions Refresh method When a refresh is carried out the refresh method specified in the item definition is used The two available methods are Direct SQL Update or InfoFlex Row by Row Update Note that the Direct SQL Update
152. ric format eg the buttons are not displayed for value items using the NHS number format Warning limits Allows the user to define warning messages if the value is outside a low or high limit Mandatory limits Allows the user to define mandatory low or high limits 6 13 Advanced options for Date items Date format The date format controls the format of the date in Data Entry Select from a list of pre defined formats or type a format in This format is used in analysis and documents unless the user defines a different format in the query view or document definition It is possible to display the time using the 12 hour clock To do this add am pm or AM PM depending on the case required at the end of the date format For example Date Format Example 1 Example 2 ddddd h nn am pm 21 07 2010 10 14 am 21 07 2010 2 45 pm dd mm yyyy hh nn ss AM PM 21 10 2010 10 14 AM 21 07 2010 02 45 PM ttttt am pm 10 14 am 14 45 pm Note if the date format includes ttttt to display current time according to system settings and the am pm format is used then the time will still be displayed in 24 hour format but the am pm indicator will also be shown Note if am pm is specified in the date format the drop down time selector in Data Entry will still be 24 hour based and it will be possible to type in a 24 hour time but the time will be converted to 12 hour clock on exiting the field Warning limits Allows the user to define warning messages if th
153. rs are displayed in subject overview after the event name The identifiers are separated by double colons Patient Registration ED Referral 2 01 2000 BC200 St Mark s Hospital OPT 21230002 Jones 0 GF g Referral O01 02 2007 DE400 St John s Hospital OP2 21230005 Clark 1 A E 5 8 Renaming events and items Right click the Admission date item and choose Rename A Admissions A Expand Expand Branch Expand Tree WEA Mew Event Mew Daka Item d Mew Document Copy Faste Edit Definition F Edit Layout FY Delete Definition Del love F Rename the item to Date of Admission Press return once you have typed the new name EJ Date of Admission Right click the Admission event and choose Rename Rename the event to Inpatient Admission El ee January 2014 Ad Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide 5 9 Creating events by copying from another domain Display the Electronic Patient Record domain and My Domain Drag the Inpatient Episode event from the Electronic Patient Record domain and attach it to the Inpatient Admission event in My Domain Note that since you are copying from a different domain and creating a new definition relationships do not have to be maintained When you are allowed to attach the event the copy symbol appears next to the mouse Ea Patient Demographics i g Outpatient Episode
154. s Spell check Memo items behave in the same way as text items for spell checking See section 6 9 above for further details January 2014 95 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide 6 11 Global settings for text and memo items Add Ins Window Help Create Default Data View View Event Study Map It is possible to define global override settings for the ee Find Definitions By Name F3 Carriage Return Action and the Focus Selection Action Find Linked Viewing Definitions Ctrl F3 properties of all text and or memo items These global ar rene eae settings can be defined by selecting the Define Global Settings aeea menu item in the Actions menu Query Design Manager Delete Data j Refresh Calculated Items Change Non repeat Event to Repeat Define Global Settings Reset Cached Definitions The Define Global Settings dialog displays a number of tabs one for each type of item Each tab lists the properties which you can override For each property when you select an option other than Use local setting all items of that type in Data Entry will use the option set on this tab rather than the option set in the item definition The Single Line Text Item tab allows you to override the local settings for the Focus Selection Action property in single line text items The Multiline Text Item and Memo Item tabs allow you to override the local settings for
155. s follows OOOO UO 2 0 OOOO OOOO OOOO OOOO Tick indicates which item is the meaning item in Data Entry it is displayed in the same item as the code Defaults to Tick indicates which item is the look up item Always set to the dictionary primary identifier List all the items in the chosen dictionary the secondary identifier item but any item can be used Tick indicates the items from the dictionary which will be created in the event These items are linked to the look up item and will be populated in Data Entry according to which dictionary record is chosen in the dictionary lookup data item Tick indicates that if the data in this item in the dictionary is changed any records that have already used the original value will be updated with the new value In the dictionary look up item in Data Entry the user selects one of the records in the dictionary by selecting from the list of the codes that are the dictionary identifiers The codes are displayed alongside the item that has been designated as the meaning item so that the correct entry can be selected Once this value has been entered the value that exists in the designated meaning item in the dictionary will be displayed in the dictionary look up item alongside the code value The values that exist in the linked items in the dictionary will then be displayed in the corresponding dictionary linked items in Data Entry Refresh Linke
156. same root data e g patient demographics Contains all the core definitions of events and items Event A collection of data items which all relate to a particular event in the history of a patient Item Individual pieces of data which are collected Items can be of different types e g coded date value dictionary etc Viewing definitions We call the following Viewing Definitions because they relate to how the user views the data A collection of events and items from one particular domain which are made available to users in Data Entry Event View A collection of items from one particular event in a domain An event is known as an event view when it exists in a data view C Panel A method of grouping items together within an event view Panel Item The name given to an item when it exists in a data view Other terminology Document A document containing information about an individual patient which can be generated and printed from InfoFlex for example GP letters Operation notes Report A document containing information about multiple patients which can be generated and printed from InfoFlex for example Koerner returns KC65 reports etc Archiving A method of hiding events and items from view January 2014 6 Chameleon Information Management Services Ltd InfoFlex Design Management User Guide 3 NAVIGATION 3 1 Displaying domains and data views Tick the Electronic Patient Record domain in the Data Vie
157. sign Management 2 Functionality for NHS numbers Studies User Guide InfoFlex Functions and Expressions User Guide Screen designer Updating calculated items Spell checking ead January 2014 2 Chameleon Information Management Services Ltd InfoFlex Design Management User Guide January 2014 CONTENTS OCU started sssrin a E EO 1 1 SEBS HM NC Sareri A 5 1 2 SOLE CU MO a DIADA E n a undies bead Nadanet dasags v hadwac acces eolodas beens 5 1 3 1 oy Sne a E A A A A 5 1 4 Selecting the Design Management module eeceeeeseeteececeeeeeeeeeeeeeeennneeeeeeeeeeeeees 5 Terminology vicisccecscssscecsstececcctenececcstossessevnrvecsesssecectenseecsatessonseoned O INAV IS AUTOM A A EE EA E E 7 3 1 Displaying domains and data views ccceeeeessssnncececeeeeeeeeseeeesnnaceeeeeeceseseeeeeeeennaaeeeeees 7 3 2 Showin pancis and TEMS voiria aen e EEEE EEEE 8 3 3 Hidinge pancisand TEMS esis A eeu ainsi A a AA 8 3 4 PISS MGs and SyhehTonisSia stiren ienaa aE AAAA 9 3 5 Displaying event and item definitions eessssssseeeseeeeeesssssssssssereeeesssssssssserrreeeesssssse 11 3 6 Displayine denmtign Sers R naa es nem inektetwes 11 3 7 Warnings whonmdata ts presen es eaii ara aaa tse A nas eed aes 16 3 8 Document and Report definilonSonisasse erreser EA chats EAEra he EN aA 19 3 9 Displaying event and item properties ecc vecsieascasvacanenad icardncveasnswed deardiendecsageeddeavgnvaceaneedics 24 S C WINS ALCS lag 8 des de a O TE S O NT
158. spital Code HospitalCode Consultant a fe Consultant Document Query Group 4 Consultant Subject Search Query Group Filters Y Consultants with Specialty in 800s Y Parameter for Hospital Code Y Specialty 810 i Consultant 2 1 Consultant EA Items ab Consultant code a4 Sumame a Initial a Title l aB Specialty Code a4 Hospital Code Note that it is useful to use LIKE as the operator when using a Prompt rather than for reasons that will be demonstrated below January 2014 119 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide Selecting the filter When you have defined queries or filters close QDM then highlight the filter or query you wish to you use and press OK Select Dictionary Query Filter Definition E Manage 2 Cancel If you have selected a static query or filter 1e with no prompted value then name of the filter is displayed in the Dictionary Filter field and the definition is complete Dictionary Lookup Settings X Dictionary D Consultant Filter Display Options Distona Fiter S7 Hos cose Filter y Hospital code Select 2 Reset Filter Parameter ltem Selected dictionary filter contains no parameter filter tems If you have used a dynamic Query or Query Filter Ge with a prompted value then the name of the filter is displayed in the Dictionary Filter field and the prompt parameter s are displayed in t
159. t will not be displayed if the calculated item is blank or 1f the new value of the calculated item is the same as the previous value If the Only set when event is created option is set and the event has been saved the prompt is not displayed and the calculation does not update 6 6 Advanced options on the Calculation tab The following options can be set on the Calculation tab and apply to Calculations Default Calculations and Default Values Advanced Options Miata Entry Ae evaluate on save Batch No Refresh Data Entry Re evaluate on Save When this option is set the value for a calculated or default calculation item will be re evaluated immediately prior to saving the event in Data Entry For example an Event Last Saved On calculated item which stores the date and time the event was last saved e g with a formula such as NOW could be set to re evaluate on save This advanced option affects all Data Entry in the screen grid and summary view in Data Entry as well as the Work List module The re evaluation of such calculated or default calculation items will be performed just before validating the event prior to saving it so that any defined validation can be performed on the calculated items Note that by default this Re evaluate on Save option is not switched on so you must choose to switch it on This option is only relevant where the calculation has no InfoFlex items contributing to the calculation sinc
160. tal Code C341 Hospital Code 1 C517 Hospital Code 2 C731 Unused Codelists Deselect All code lists Finish When the deletion is finished you can exit the wizard or stay in the current screen either to delete further code lists or to press lt Back to return to the initial screen InfoF lex Codelist Manager Addin gt Completed deleting selected codelists Do you wish bo exit the wizard January 2014 141 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide Merging Code Lists Code lists can be merged if they meet certain rules and do not cause a conflict between codes Code lists are compatible for merging into a single target code list 1f one of the following is true 1 The code lists to be merged are identical to the target code list 1 e the codes and meanings match and the number of code list items are identical or 2 The target code list contains all the code and meanings of the code lists to be merged or 3 The target code list does not contain all the code and meanings of the other code lists but the extra code meaning pairs can be appended to the target code list without corrupting any existing code meaning pairs If you try to merge code lists that are not compatible a message will be displayed explaining why the code lists cannot be merged When you merge code lists one target list is kept and replaces the code lists in all the coded items which used
161. td InfoFlex Design Management User Guide 6 12 Advanced options for Value items Mask The Mask controls how many digits can be entered in Data Entry Masks can be specified using zeros or hashes or a combination of zeros and hashes Where a mask is specified in zeros eg 00 00 then any leading zeros in the format are ignored in Data Entry eg 1 20 but displayed in analysis and documents eg 01 20 If zero 1s entered Data Entry displays a zero but still ignores leading zeros eg 0 00 Analysis and documents display the zero in the specified format eg 00 00 Where an item is disabled eg write protected or calculated then leading zeros are displayed Where a mask is specified in hashes eg then any leading zeros in the format are ignored in Data Entry and also ignored in analysis and documents eg 1 20 If zero is entered the field is displayed as blank in both Data Entry and analysis documents Where an item is disabled eg write protected or calculated then leading zeros are ignored A combination of hashes and zeros can be used eg 00 00 In this case Data Entry ignores all the leading zeros eg 1 20 but analysis documents only ignore the leading hashes eg 01 20 In summary In Data Entry leading zeros are always ignored except for the NHSnumber format If zero is entered it is only displayed if a zero format is used In Analysis Documents values are always displayed in the specified format 1f the format us
162. the restriction condition are displayed Note that you can only select events which have identifiers set and where the identifier is a date item Select Inpatient Admission and then press OK Select Parent Date Event Curent date event Fa Inpatient Episode r A Parent Date Events Patient Demographics AA Referral 4 r Inpatient Admission r A January 2014 99 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide Inpatient Admission is displayed in the Relative Parent Event box General Advanced Identifiers Aubo create E vents WEIN Switching Actions History Restrict Identifier Date Yes r Restriction Condition Later Than or Equal To gt z Relative Parent Event ORNS s _ Restriction Message In Data Entry the identifier of the Inpatient Episode event must now be later than or equal to the identifier of the Inpatient Admission event You can also add a Restriction Message that will appear in Data Entry if the user inputs data which does not correspond to the restrictions set Press OK to save and close the event definition 7 2 Date item restrictions Date item restrictions can be set on any date item to specify its relationship to any item in the same event or a parent event The validation can be Warning or Mandatory The validation is set up on the Advanced tab of the Item definition One validation per item definition can be defined In the Inpatie
163. this time there is no exclamation mark even though we have just seen that there is data present in the item The warnings only occur when editing definitions in the domain since the domain holds the core definition The properties set at the data view level relate only to how an item is viewed and therefore have no impact on any data that has been entered gt Edit Panel Item Definition Close the Clinical Domain and Clinical Data View January 2014 18 Chameleon Information Management Services Ltd InfoFlex Design Management User Guide 3 8 Document and Report definitions Document definitions Hale t ee Show Document definitions In the Gastroenterology data view double click the Patient summary attached to the Colonoscopy Referral event Switch on the Show document definitions button on the toolbar The Edit Document View Definition window is displayed If the document is unarchived a warning message will be displayed before the definition window is opened gt Edit Document iew Definition Mame Patient SLIMimary aie Ei Description Archived Mo ff Linked Document Patient summar Only a limited number of properties which relate to how the document is viewed can be edited at this level since the core document properties are stored in the domain Note that there is an Edit document definition button in the bottom left of the window which takes you to the document definition of the linked d
164. ues in a newly created calculated item and 6 4 3 Keeping calculated items up to date A separate document Updating Calculated Items doc is also available This document explains how to ensure calculations are always kept up to date and some important issues relating to batch methods of updating See also section 6 5 Default Values and Default Calculations and section 6 6 Advanced options on the Calculation tab 6 4 1 Worked example of a simple calculation In the Inpatient Episode event in My Domain create two new value items Weight in kg and Height in m Create a new value item BMI The formula for BMI is weight height height We shall create that formula in this item using the formula builder Go to the Calculation tab Place a tick against the Calculated Item box General Advanced Calculation Validation Actions History Details f No Calculation fe Calculatior f Default Calculation Default Value E E E Calculation Formula Refresh Now Test Refresh Press the fx button in the Calculation formula box Details f No Calculation amp Calculation Default Calculation Default Value Calculation Formula E Clear Formula Refresh Now Test Refresh Edit formula January 2014 TI Chameleon Information Management Services Ltd InfoFlex Design Management User Guide The Edit Formula window is displayed Edit Formula 3 Operator O ET Options a
165. uted with a zero or blank according to the item type ISBLANK ISMISSING and ISUNKNOWN functions Where the functions ISBBLANK ISMISSING and ISUNKNOWN are used in an expression the option must be ticked Otherwise blank missing and unknown items are not passed into the expression for evaluation Example Expression Item1 value Result with option Result with option switched on switched off ISBLANK Item1 Text ISBLANK Item1 Blank ISBLANK Item1 Missing ISBLANK Item1 Unknown ISMISSING Item1 Note that for the ISBLANK function blank missing and unknown values are all treated as blank values when the option is switched on January 2014 138 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide APPENDIX 6 CODE LIST MANAGER ADD IN An Add in has been created for managing Code Lists The Code List Manager Add in is first configured in the User Management module Once set up it 1s available in the Design Management module as an item in the Add ins menu It is a wizard style tool for deleting and merging code lists Setting up the Code List Manager Add in In the User Management module select the menu item Add In Manager from the Add Ins menu The InfoFlex Add In Manager appears InfoFlex Add In Manager 0x F Data Design Data User ae i Bemove Data Views Permissions Press the New button Navigate to the IfxC
166. utton creates the event without opening the event definition f Create The Edit button creates the event and opens the event definition Identifier auto create events and view switching tabs However it is best to wait until more events and items have been created before editing any more properties Data Item Dictionary Item The Next button allows you to proceed directly to creating items Click Create to create the event January 2014 31 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide After pressing Create the new event is displayed on the main screen aa My Domain A 5 3 Defining items 7 Expand Right click the Patient Demographics Petandl Branch event and choose New Data item then Expand Tree Text Wiel Mew Event Mew Data Item Mew Document Copy Paste Edit Definition Edit Layout Delete Definition Rename Move Coded Boolean Dictionary Date F Fy Del A Create New Definition window is displayed The Details section of the window describes what is being created The Properties section of the window displays the properties from the General tab of the item definition Give the item a name of Hospital number Press return out of the Name field and you will see that Hospital number is automatically put in the abbreviation field You can change this abbreviation if you wish Set the item to be Mandatory This means th
167. w Designs navigation bar The domain will be displayed opened EI Data View Designs B a DOHAIN Ji Clinical Domain E Electronic Patient Record Electronic Patient Record A aa Electronic Patient Record with stur Electronic Patient Record A 7 on Electronic Patient Record without H HDU Daily Bed Status 4 os Training Domain Expand the Electronic Patient Record domain in the navigation bar by clicking the next to the domain name Tick the Gastroenterology and Urology data views These data views will also be displayed opened PERETI C DATA VIEW X DATA VIEW Clinical Domain Electronic Patient Record 4 Gastroenterology Urology IJ Gastroenterology A a g Patient Demographics A Gastroscopy Referral r A Colonoscopy Referral r a FlexiSiqmoidoscopy Referral r Electronic Patient Record 4 Patient Demographics Inpatient Episode r E Outpatient Episode r CG Master Study lt Accident and Emergency Visit D Urology A a g Patient Demographics Referral and Initial Attendance RIP g Accident and Emergency Risk i P S A Oe reser lt A Referral r oO Siete Patient Record with stu ps li itation Bronch oO Electronic Patient Record without GZ ai aiin z reg y H E HDU Daily Bed Status 4 gt aan In the navigation bar select the HDU Daily Bed Status domain and data view You will see that they are dis
168. will be formatted as the user is typing into the field so that the extra spaces are added in automatically although the user can type the spaces if they wish The entered value is displayed in the format 000 000 0000 Note that the user should always type in any required leading zeros The VALIDNHSNUMBER function can be used to ensure that the number entered is a valid NHS number See the separate Functionality for NHS Numbers document for full details about NHS Number functionality January 2014 93 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide Carriage return action When Carriage Return Action is set to Move input focus to next screen item default then pressing the Enter Return key moves the cursor to the next item Pressing Ctrl Enter enters a carriage return in the current item When Carriage Return Action is set to Insert new line character into item text then pressing the Enter Return key enters a carriage return in the current item Pressing Ctrl Enter moves the cursor to the next item Spell checking Text and memo items have a new Spell Check property on the Advanced tab of the item definition in the domain When this property is set to Yes the item will behave according to the Data View Spell Check Behaviour property If the data view Spell Check Behaviour option is set to Indicate all misspelt words in items where spelling is switched on have squiggles u
169. y 2014 113 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide Working example in the CIMS Training database For an example of a dictionary derived item in practice in the CIMS Training Database go to the Data Entry module and in the Training Data view find the patient with Hospital Number TEST and go the second panel in the Referral event Enter data as follows Screens Grd Save lq 4 THH k h Pathological T Stage jpTle tem o Pathological N Stage PNIb Metstolymphnodes gt O 2em sts Pathological M Stage PMO No distant metastasis 0000 Overall stage Stage ae Notes This dictionary derived item is based on the TNM Staging Breast Pathological dictionary Multiple dictionary derived items from same contributory items It is possible to create a dictionary derived item that is linked to the same dictionary contributory items as other dictionary derived items in the same event This enables multiple derived items to be updated automatically when one of the contributory items changes To create such an item create a new dictionary derived item in the same event as an existing dictionary derived item select the same contributory items from the same dictionary but select a different output item Clicking on the Create button will then cause a dialog to appear prompting the user to either create a new dictionary contributory item for each of the selected contributory dictionary items
170. y 2014 125 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide Automatically expand blank dictionary list groups Where dictionary entries have no value entered in the item being grouped by then a group called None is displayed If the Automatically expand blank dictionary list groups option is ticked then this group will automatically be expanded when grouping is applied amp Dictionary List Consultant ol x Contains Text Caption of blank indNow Clear xX group is none rand All Collapse All X 2 Cancel cp New Search Field iiaae Eana ae Hospital Code Consultant code Sumamne ffitial Title specialty Code Me Hospital Code none 1230001 Smith 100 Blank group is 21230008 Green H expanded W Find Bar 71230053 Green automatically 7 1230069 Adams E 300 iv Group By 21230106 Evans B AOU Box Hospital Code A8100 Hospital Code BC200 Hospital Code C300 Performance Options The performance options are only relevant to large dictionaries that themselves contain items that are Dictionary Lookup items 1 e the dictionary contains a reference to another dictionary or contain Multiple Response Coded Items The options are only required if the dictionary is taking too long to open Some of the time taken to display the dictionary is due to formatting columns containing Multiple Response Coded items and Dictionary Looku
171. y The name of the dictionary which the Completed automatically data is taken from Linked Dictionary Item The name of the item in the dictionary Completed automatically that this item is linked to Local Parent Item The name of the item in this domain Completed automatically which is the Dictionary Lookup Item TYesorNo Defaultis Yes Close the Edit Data Item Definition window January 2014 71 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide 6 3 Externally Derived Dictionary Items Recall that there are two types of dictionary item The previous section has described the Dictionary Lookup Item The information button on the Create New Dictionary Item window gives some explanation about the other type as well Dictionary Derived items Dictionary Look up Dictionary Derived item ltem Type ltem Type Dictionary Lookup Iter K Dictionary Lookup ltem 5 4 dictionary lookup tem allows a user to k ea ae edie E search for a particular entry in the selected dictionary 4 number of read only items can optionally be created In the local event which are linked to tems in the dictionary event These linked items get updated accordingly depending on the user s selection from the dictionary A dicthonary derved tem will get updated k automatically depending on a user s selection in one or more contributory tems These contributory tems are created in the local event and are b
172. ype Dictionary Lookup ltem 3 Dictionary Lookup Item 5 dictionary lookup tem allows a user to fe Unecaneramenced ter fe search for a particular entry in the selected dictionary 4 number of read only items can optionally be created A dicthonary derved tem will get updated K automatically depending on a user s selection in one or more contributory tems These contributory items are In the local event which are linked to tems in the dictionary event These linked items get updated accordingly depending on the user s selection from the dictionary created in the local event and are based on items selected from the selected dictionary See Appendix 2 for further details of the 2 types of item and an explanation of the properties for each of them January 2014 65 Chameleon Information Management Services Ltd InfoFlex Design Management 1 User Guide Creating a dictionary lookup item Right click the Patient Demographics event in My domain and choose New Data Item then Dictionary Collapse Expand Branch Expand Tree View Mew Event New Data Ikem Coded Mew Document Boolean Copy The Create New Dictionary Item window is displayed x Parent Evert E Event Patient Demographics i Ti Create Dictionary EEE my Edit ltem Type Options 0 Dictionary Lookup ltem E M Archived aP Another Pai Cancel Dictionary Derived ltem i Dictionary Items Meer de Meaning Linked

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