KS-EDSS: Kansas Electronic Disease Surveillance System Overview of the System

1. KS-EDSS:Kansas Electronic DiseaseSurveillance SystemOverview of the System Welcome everyone to training. Introduce yourself. Ask everyone to introduce themselves and what their role is in disease surveillance. Ask if they’ve used HAWK before. Welcome everyone to training. Introduce yourself. Ask everyone to introduce themselves and what their role is in disease surveillance. Ask if they’ve used HAWK before.

2. What we’ll discuss today 1: Overview of Surveillance 2: KS-EDSS Basics 3: Disease Reporting & Investigation 4: Searches 5: Reports Very briefly outline units, indicating the bulleted objectives in each one. Tell them there will be hands-on exercises at various points during the training. Emphasize that they should not hesitate to ask questions during the presentation!Very briefly outline units, indicating the bulleted objectives in each one. Tell them there will be hands-on exercises at various points during the training. Emphasize that they should not hesitate to ask questions during the presentation!

3. What is Surveillance? “The systematic, ongoing assessment of the health of a community, based on the collection, interpretation, and use of health data and information”

4. Passive Surveillance

5. Active Surveillance

6. Standardized Data Collection Kansas Notifiable Disease Form Standardized CDC case definitions National Notifiable Disease Surveillance System Allows for the monitoring of surveillance data on a national level

8. Kansas Electronic Disease Surveillance System (KS-EDSS) Web-based system that allows for the timely and accurate reporting of diseases Secure method of sharing sensitive health data

9. KS-EDSS Security “KAN-PHIX” web portal is used to register new users – used by all KDHE web-based systems All new users must be verified by system staff during vetting process Each user has unique username and PIN to access the system using RSA token KAN-PHIX portal will be the one place for users of KDHE web-based system to go to register and to log in to the various systems. Single login will allow the user to access the systems that they have permission to use, without having to sign in again. “Vetting” process means that the user contact information is verified (address, phone, email and permission is granted by the user’s supervisor. This is to ensure that only eligible people are granted access to the system. Username and RSA token remain the same for any KDHE web-based system, so there is only one username and PIN to remember, no matter which system you are accessing! Greater access rights and permissions flexibility will make system much more practical than HAWK – example would be ability to have REGIONAL access rights, and not just county-based, as HAWK was.KAN-PHIX portal will be the one place for users of KDHE web-based system to go to register and to log in to the various systems. Single login will allow the user to access the systems that they have permission to use, without having to sign in again. “Vetting” process means that the user contact information is verified (address, phone, email and permission is granted by the user’s supervisor. This is to ensure that only eligible people are granted access to the system. Username and RSA token remain the same for any KDHE web-based system, so there is only one username and PIN to remember, no matter which system you are accessing! Greater access rights and permissions flexibility will make system much more practical than HAWK – example would be ability to have REGIONAL access rights, and not just county-based, as HAWK was.

10. Roles and Permissions Highlight the way roles and permissions can be broken down and give some examples for how it would work by connecting right-column tasks with left-column roles.Highlight the way roles and permissions can be broken down and give some examples for how it would work by connecting right-column tasks with left-column roles.

11. Three Components of KS-EDSS Explain the system has three basic sections. The system navigation bar at the top of the screen lets them choose which section of the system they want to be in. You can mention that the System Logout Link is on the VERY FAR RIGHT of the system navigation bar Case Investigation is where they will do all of their disease reporting and case updates. Reports section is where they will run reports by time period, geography, disease event, etc Let them know they don’t need to worry about System Administration, since they’ll only be using Case Investigation and Reports.Explain the system has three basic sections. The system navigation bar at the top of the screen lets them choose which section of the system they want to be in. You can mention that the System Logout Link is on the VERY FAR RIGHT of the system navigation bar Case Investigation is where they will do all of their disease reporting and case updates. Reports section is where they will run reports by time period, geography, disease event, etc Let them know they don’t need to worry about System Administration, since they’ll only be using Case Investigation and Reports.

12. Explain that each section has different tasks associated with it, and that each section lists the available tasks on a menu on the left hand side of the screen. To perform a task, they must first be in the appropriate section of the system. Again, they can navigate to the different sections using the menu bar at the top of the screen. Explain that each section has different tasks associated with it, and that each section lists the available tasks on a menu on the left hand side of the screen. To perform a task, they must first be in the appropriate section of the system. Again, they can navigate to the different sections using the menu bar at the top of the screen.

13. Disease Reporting and Case Investigation Creating a New Case

14. Logging In to KS-EDSS Enter your unique username Enter your PIN Enter numeric code from RSA token Explain briefly how to login to the system, explaining to those who don’t know how the RSA token works. Let them know how token is coded to specific username for security. EMPHASIZE that they should never give out their username and PIN, and never let anyone log into the system using their account!Explain briefly how to login to the system, explaining to those who don’t know how the RSA token works. Let them know how token is coded to specific username for security. EMPHASIZE that they should never give out their username and PIN, and never let anyone log into the system using their account!

15. The Case Investigation Section. . . . When you first log in, you will be in the “Case Investigation” section of the KS-EDSS system. The first thing you will see is a list of cases. This list displays summary information about the cases within the application that you have permission to access and that match the criteria that you have set up within the system as your “default search”. We will cover default searches an upcoming section. You can perform the following tasks from the "Case Listings" screen: View patient case details on an existing case by clicking on the ‘edit” button next to a case. Export the case listing information as a file and save to your local computer. Change the “sort order” of the columns. Change to a different saved search (we will cover searches in another section). We will discuss this page in more detail in the search section later in the course. When you first log in, you will be in the “Case Investigation” section of the KS-EDSS system. The first thing you will see is a list of cases. This list displays summary information about the cases within the application that you have permission to access and that match the criteria that you have set up within the system as your “default search”. We will cover default searches an upcoming section. You can perform the following tasks from the "Case Listings" screen: View patient case details on an existing case by clicking on the ‘edit” button next to a case. Export the case listing information as a file and save to your local computer. Change the “sort order” of the columns. Change to a different saved search (we will cover searches in another section). We will discuss this page in more detail in the search section later in the course.

16. Click on “New Human Case” In order to prevent the creation of duplicate cases in system, a user must first search for a person before they can create a new case. To create a new human case, click on “New Human Case” option from the “Case Investigation” menu. This will bring up the search screen. (Explain how a search is always performed first, and then show them how to do a “fuzzy” search and the benefits of doing so. An actual demonstration of the system may be helpful here.) In order to prevent the creation of duplicate cases in system, a user must first search for a person before they can create a new case. To create a new human case, click on “New Human Case” option from the “Case Investigation” menu. This will bring up the search screen. (Explain how a search is always performed first, and then show them how to do a “fuzzy” search and the benefits of doing so. An actual demonstration of the system may be helpful here.)

17. If the patient you are looking for is listed, chose either the “Create Case” button to enter a new case, or the “Edit” button to update an existing case

18. There are three pages of information to work through before you can save the data. These pages capture the core patient and case information – lab information and other notes will be added later, during case update. A demonstration will likely be helpful here.There are three pages of information to work through before you can save the data. These pages capture the core patient and case information – lab information and other notes will be added later, during case update. A demonstration will likely be helpful here.

19. Demonstration in EDSS:Login to EDSS Create New Case

20. Disease Reporting and Case Investigation Finding & Updating a Case

21. Finding & Editing an Existing Case: There are two ways to find an existing case – if you can easily find it in your list, then just click the edit button. If the list you are looking at is long, you can do a specific search for a patient using the “new search” option, which we will cover later. There are two ways to find an existing case – if you can easily find it in your list, then just click the edit button. If the list you are looking at is long, you can do a specific search for a patient using the “new search” option, which we will cover later.

22. Editing A Case From the List: Explain this is roughly what they’ll see upon clicking on the “edit” button. Explain how the records will be locked if another user is viewing the same case. Identify where the Patient Name and Investigation ID are located on the screen. Explain this is roughly what they’ll see upon clicking on the “edit” button. Explain how the records will be locked if another user is viewing the same case. Identify where the Patient Name and Investigation ID are located on the screen.

23. Demonstration in EDSS:Search and Edit CaseDemonstrate layout of tabsLab Report

24. Searches Using the “New Search” Feature

25. Starting a New Search To quickly look for an existing person or case, you must be in the “Case Investigation” section of the system. Remember, this section of the system is where all of the disease reporting and case updating is performed. (show them the link for “Case Investigation” at the top of the page) To begin a new search, click the “New Search” link on the menu on the left. This will take you to a page that lets you choose the criteria by which you want to search. The New Search option allows you to create a new search with a wide variety of variables that you can use to find a case… (next slide) To quickly look for an existing person or case, you must be in the “Case Investigation” section of the system. Remember, this section of the system is where all of the disease reporting and case updating is performed. (show them the link for “Case Investigation” at the top of the page) To begin a new search, click the “New Search” link on the menu on the left. This will take you to a page that lets you choose the criteria by which you want to search. The New Search option allows you to create a new search with a wide variety of variables that you can use to find a case… (next slide)

26. Features of the “New Search” …We will now explain how to create and use such a search. …We will now explain how to create and use such a search.

28. Reports

29. First, run a search…

30. Export! Clicking the export button will bring up a new “File Download” window that allows you to choose whether you just want to “Open” the file (to view it) or “Save” the file to your computer. It is recommended that you save it first, so you can view it again later. When you click the “Export” button, a .CSV (Comma Separated Value) file is created. These can be opened in any software program that can read a text file. We recommend opening this file in Excel, and saving it as an Excel file. Exporting data from a SEARCH will export most of the variables that exist in the system for that subset of cases. This is a good option when you need to do further analysis on a group of cases, and you want access to the core disease case data for those cases.Clicking the export button will bring up a new “File Download” window that allows you to choose whether you just want to “Open” the file (to view it) or “Save” the file to your computer. It is recommended that you save it first, so you can view it again later. When you click the “Export” button, a .CSV (Comma Separated Value) file is created. These can be opened in any software program that can read a text file. We recommend opening this file in Excel, and saving it as an Excel file. Exporting data from a SEARCH will export most of the variables that exist in the system for that subset of cases. This is a good option when you need to do further analysis on a group of cases, and you want access to the core disease case data for those cases.

31. Unit 3: Searches and Reports D. Running Standard Disease Reports

32. Types of Reports Line Listing Diseases by Demographics Yearly Report by Month/Week Diseases – 5 Year History Diseases by Geographic area Animal Rabies Report Epi Curve Explain that, up to now, we’ve been working in the Case Investigation part of EDSS. Now time to go to reports. Point out where to find the “Reports” link at the top of the screen. Briefly highlight the eight kinds of searches possible. Explain the three kinds of output available. Explain that each report appears as a link in the left-hand column and clicking the report’s name will take the user to it. Explain that the reports will be a little different in the final version. Explain that we will only cover two types of reports today: Line Listing and Epi CurveExplain that, up to now, we’ve been working in the Case Investigation part of EDSS. Now time to go to reports. Point out where to find the “Reports” link at the top of the screen. Briefly highlight the eight kinds of searches possible. Explain the three kinds of output available. Explain that each report appears as a link in the left-hand column and clicking the report’s name will take the user to it. Explain that the reports will be a little different in the final version. Explain that we will only cover two types of reports today: Line Listing and Epi Curve

33. Epi-Analysis One of the essential elements of data collection is a means to return the data to the user for analysis. The reports section in KS-EDSS is where users can access this information.

34. Most Common Report Parameters Highlight each parameter indicating these are the three parameters they’re most likely to use.Highlight each parameter indicating these are the three parameters they’re most likely to use.

35. Commonly Used Reports

36. Diseases by Demographics

38. Yearly Report by Month / Week

40. Diseases – 5 Year History Report

42. Disease by Geographic Area

44. Animal Rabies Report

46. Epi-Curve

48. Report Output Explain that the three methods of output are buttons at the bottom of the report page, so after they choose their parameters, they just need to click a button to get the kind of output they need. Explain that exporting data requires the CSV option and that, when they choose it, they’ll be asked by the computer whether they want to save the information or open it. Tell them to choose “save” then open it from the saved location on their computer. Mention that HTML isn’t an option for Epi Curve reports.Explain that the three methods of output are buttons at the bottom of the report page, so after they choose their parameters, they just need to click a button to get the kind of output they need. Explain that exporting data requires the CSV option and that, when they choose it, they’ll be asked by the computer whether they want to save the information or open it. Tell them to choose “save” then open it from the saved location on their computer. Mention that HTML isn’t an option for Epi Curve reports.

49. Demonstration in EDSS: Case Listing Report Disease by Demographics Yearly Report by Week/Month 5 Year History Report Disease by Geographic Area Animal Rabies Epi-Curve

50. You’ve completed basic training! Questions or Comments? Ana C. Scuteri, Director, Disease Surveillance (785) 296-6543 ascuteri@kdheks.gov Virginia Barnes, KS-EDSS Coordinator (785) 296-7732 vbarnes@kdhe.state.ks.us This completes the KS-EDSS “Basic Training” Course. Thank you for your participation! Additional basic training will be offered in the fall for staff who were not eligible for training prior to system rollout. Advanced courses that cover new system functionality, such as supplemental forms and contact tracing, and more extensive training on reports, will likely be available in the Spring. Assistance with these features will be available prior to that by calling the KS-EDSS Coordinator.This completes the KS-EDSS “Basic Training” Course. Thank you for your participation! Additional basic training will be offered in the fall for staff who were not eligible for training prior to system rollout. Advanced courses that cover new system functionality, such as supplemental forms and contact tracing, and more extensive training on reports, will likely be available in the Spring. Assistance with these features will be available prior to that by calling the KS-EDSS Coordinator.