Posts for the month of November 2013

HERON Milford simplifies the Cancer Cases folder

A new folder, Cancer Cases (Abridged), debuts with the Milford release. This folder contains the frequently searched concepts from the Cancer Cases folder. Advanced searchers can still search the entire tumor registry in the unabridged folder.

The Milford release marks the 8th REDCap database integrated into HERON. When you add a REDCap patient registry to HERON, you enhance your HERON searching capabilities while at the same time enhancing your REDCap registry.

Integration of REDCap project data into HERON is driven by our desire to empower the researcher to:

  • look at a richer data picture of their project population.
  • look for disparities in data in the EMR versus the data in REDCap projects.

Since July 2012, REDCap projects that model breast cancer, Alzheimer's, Sepsis management registries among others have been integrated into HERON.

To add your REDCap project to HERON, register your project.

HERON Milford Contents Summary

This month, our tour of rivers and lakes in Kansas honors Milford Lake.

The HERON repository contains approximately 1.3 billion real observations from the hospital, clinics, and research systems:

Observation Patients Source Go-Live Snapshot Issues
Allergy 457K 215K
KUH/O2/Epic Nov 2007 October 2013 various*
Cancer Cases 10.3M 70.6K
KUH Cancer Registry 1950s October 2013 labels*
Demographics 19.1M 2.01M
KUH Billing (O2 via SMS) 1980s October 2013 various*
UKP Billing 2000 October 2013
20K 20K Frontiers participant registry Jun 2009 October 2013
190.6K 190.6K Social Security Death Index 1962 October 2013
Diagnoses (IDC9) 52.1M 716K
KUH/O2/Epic Nov 2007 October 2013 various*
UKP Billing 2000 October 2013
University HealthSystem Consortium (UHC) Q4 2008 June 2013
History 21M 349K
KUH/O2/Epic Nov 2007 October 2013
Lab Results 129M 328K
KUH/O2/Epic 2003 October 2013 various*
Medications 105M 359K
KUH/O2/Epic (Organized by VA Class) Nov 2007 October 2013 various*
Microbiology 2.8M 25K
KUH/O2/Epic 2003 (?) October 2013 various*
Nursing Observations 682M ?
KUH/O2/Epic Nov 2007 October 2013 various*
Procedure Orders 138M 496K
KUH/O2/Epic 2003 (?) October 2013 various*
Procedures (CPT) 11.3M 617K
UKP Billing 2000 October 2013 #26
REDCap 756K 21.7K
REDCap July 2011 October 2013
Reports/Notes 49.8M 335K
KUH/O2/Epic ? October 2013
Specimens 83.6K 6.36K
KUMC Biospecimen Repository ? October 2013
Visit Details 35.7M 601K
KUH/O2/Epic Nov 2007 October 2013
Hospital Quality Metrics 5.60M 77.3K
University HealthSystem Consortium (UHC) Q4 2008 June 2013
All 1.3B

Notice

Some material in the UMLS Metathesaurus is from copyrighted sources of the respective copyright holders. Users of the UMLS Metathesaurus are solely responsible for compliance with any copyright, patent or trademark restrictions and are referred to the copyright, patent or trademark notices appearing in the original sources, all of which are hereby incorporated by reference.

Beta Disclaimer

We are providing this early access to obtain feedback from you, the research community. While we are actively working on validating the data loaded into the system with hospital and clinic technical staff, there may be problems with our translation of data from our source systems (HospitalEpicSource and ClinicIdxSource) into HERON.

Please email us at heron-admin@kumc.edu if you discover information you believe may be erroneous.

We are actively working on enhancing the types of data included. Stay tuned to our roadmap to track progress toward upcoming releases.

Various Issues Still Apply

Keep in mind the issues noted in the original HERON beta notice, including:

Enhancements and Problems/Defects/Issues Addressed in this Release

Due to in-progress trac access policy issues, this section may be blank for a time.

#2082
build REDCap CRF summary data from HERON Identified Data Use Requests (DUA)
#2112
tumor registry terminology hierarchy simplified for cancer study feasibility
#2201
automate, refine building HERON DUA data sets
#2251
query by last lab value
#2298
Some REDCap fields are missing from the HERON concept tree
#2326
query for ">60" labs in, e.g. GFR Estimated
#2346
Query excluding deceased patients shows dead people in demographics plugin
#2363
De-id DUA/REDCap fulfillment has identified age.

Outstanding Problems/Defects/Issues

How to prepare your REDCap project to be loaded into HERON?

Integration of REDCap project data into HERON is driven by our desire to empower the researcher to:

  • look at a richer data picture of their project population.
  • look for disparities in data in the EMR versus the data in REDCap projects.

Since July 2012, REDCap projects that model breast cancer, Alzheimer's, Sepsis management registries among others have been integrated into HERON. In this post, we briefly summarize how you can get your REDCap project ready for integration into HERON.

Make sure you document the MRN for patients in your project.
REDCap data related to a patient is linked to the rest of their EMR data using their Medical Record Number (MRN). Please make sure you record the MRN accurately for the patients with all the leading zeros. Patients missing valid MRN will not be loaded into HERON.

Verify that no two records in your REDCap project have the same MRN.
If two records(i.e. patients) have the same MRN, then your REDCap project should be modeled as a longitudinal project. If you have questions regarding longitudinal projects, please watch the relevant video on https://redcap.kumc.edu/index.php?action=training. If you need further help changing your project to be longitudinal, contact us.

Mark the fields containing PHI as "Identifiers"
If you are recording PHI in a field in your REDCap project, please make sure you have marked that field as an identifier. You can do that from online designer. Once a field has been marked as an identifier the data in it will not be loaded into HERON so that we can comply with our "de-identified data only" policy.

Check the REDCap field types in your project
Right now we only pull the following REDCap field types into HERON:

  • text fields with integer, float or date validation. We ignore text fields without any validation.
  • Radio, checkbox, select(dropdown), yesno fields

Make sure the data you want to look at in HERON is in those fields. If not please contact us and we can try to expand this list. We do not load data from unvalidated text fields due to the de-identification challenges.

Verify the user rights to your project
Currently access to your REDCap data in HERON is limited to only users who have permissions to it in REDCap.

Project Status: Production
Finally, make sure your project has been moved to Production. This is a good practice for REDCap projects as it helps protect the project structure and data against inadvertent changes.

Our releases are around the middle of a month
For your project to be part of the next monthly release, the project has to be ready by the first week of a month. We will first stage the data and will contact you if you we have any obvious issues that we need your help in resolving.

Request to integrate your project
Please complete the REDCap-to-HERON Request so that we can integrate your project into HERON. Choose options HERON and then REDCap to HERON Request.

Contact us
If you have any questions contact us at misupport@….