Epic Flowsheet Integration

The Epic Flowsheet Integration sends data from Way to Health into the Epic flowsheet. Generally, a program’s staff should be able to get the flowsheet ID template number and flowsheet ID number from IS.

For specific information about mapping Blood Pressure values to EPIC flowsheets, see Epic Blood Pressure (BP) Flowsheet Mapping below.

Initial Integration Set-Up

• In your build, navigate to Manage Study → Settings → select Advanced Settings.

• Scroll to the bottom of the Advanced Settings → select Configuration for Epic flowsheet.

• Click the check box next to Enabled to turn on Epic Flowsheet integration.

• Click Save.

Open

• An extra menu item should appear under → Manage Study → Epic Flowsheet Mapping.

Open

Create a new EPIC Flowsheet Mapping

• On the Epic Flowsheet Mapping page, click the blue New Epic Flowsheet Mapping button.

• In the Source field, click the drop-down to select the source of the data to send to Epic.
  
  

• If needed, enter the Timestamp field (note: this is applicable for BP values).

• Under Flowsheet Template ID, enter the ID number given to you by the staff.

• Under field mappings, click the Add field mapping button.

• Select the Field being sent to the flowsheet and enter the Flowsheet ID.

• The Approval workflow will be dictated by the team’s needs.

  • By default, Approval workflow will be set to Wait for clinician review. This means that data will need to be approved from Manage Data before being sent to EPIC flowsheets

  • When it is set to Send immediately, it will send values automatically to flowsheet without needing approval

  • To prevent issues, all flowsheet mappings for a given data source (i.e., the conversation or survey collecting the data that is being transmitted) need to have the same value for this field

    • If one mapping requires approval and another does not, data will be sent to the flowsheet that has a false value and the form submission's epic status will be updated to sent (even though the mapping that required approval was not sent)

    • This will make a lot of people very angry and be widely regarded as a bad move

• Click Save.

  • Once completed; Manage Data (for this data source) should contain a column for "Epic Status" 

• Afterward, confirm in Epic that the data is flowing correctly.

Manually Sending Data to EPIC Flowsheet

• Open an encounter (e.g., orders only, telephone) in the patient's chart in EPIC. Copy the CSN from this encounter and paste it into their CSN profile field in W2H. Alternatively, if the encounter is already open in the Encounter view when the W2H EPIC Embed is launched, W2H should be able to pick up the CSN automatically. This is true for the Encounter view only. This linkage enables you to send flowsheet data to EPIC.

  • To find the CSN manually, have the encounter open and hover over the participant name/image section on the top left of the chart. This should generate a hover pop-up that lists the CSN.

  • Telephone encounters will automatically close after 7 days

  • Orders Only encounters will stay open for 90 days. Also, they do not have to be signed for the data to start flowing into EPIC. They WILL need to be signed, but it is important to let the signing physician know that they should sign the order, but not close the encounter.

• When approval is required (default setting)

  • Navigate to the Manage Data Page for the Data Source that is integrated with an EPIC Flowsheet

  • You will see a list of all data entries for each participant 

  • You can choose individually or choose all from this list to send their data to EPIC

  • You can choose a participant(s) by checking the box near their data entry

  • Once you have checked all of the data entries to be sent to the EPIC Flowsheet

    • Navigate to the top of the page

    • Click the blue button that says "CHOOSE AN ACTION"

    • On the dropdown menu that appears, click "SEND TO EPIC"

  • This will queue all of the data to be sent to EPIC

  • The selected data will appear in the EPIC Flowsheet within 5 minutes 

• When approval is not required

  • Data will automatically be sent to EPIC after it has been received within Way to Health (should appear in the EPIC flowsheet within 5 minutes)

If you try to send a data point(s) to EPIC and it fails, you will receive the incident below: 

Incident type: Software" and text is "EPIC FAIL: A row of data fails to submit to the epic flowsheet."

EPIC Blood Pressure (BP) Flowsheet Mapping

There are currently two different flowsheets that are being actively used by clinical programs to import SMS-reported patient blood pressure readings.

Way to Health: Blood Pressure (UPHS AMB WTH BLOOD PRESSURE) [103995]

This is the flowsheet that was created for W2H programs, and the one we have traditionally used. it has fields for systolic BP, diastolic BP, and formatted BP.

To map BP values to this flowsheet, create a "New EPIC Flowsheet Mapping" using the following data.

• For the source, use the data source that has the BP question you want to send to flowsheets

• Then enter the following information

  • Flowsheet Template ID: 21000111

  • Formatted blood pressure:

    • Field = questionID/formatted_blood_pressure

    • Flowsheet ID = 21000110

  • Systolic:

    • Field = questionID/systolic

    • Flowsheet ID = 21000112

  • Diastolic:

    • Field = questionID/diastolic

    • Flowsheet ID = 21000113

Here is an example of the flowsheet configuration for ConnectedBP, which is using this flowsheet:

Patient Entered Blood Pressure (PATIENT ENTERED - BLOOD PRESSURE) [103272]

This flowsheet is being used by some newer programs. It has fields for systolic and diastolic only.

To map BP values to this flowsheet, create a "New EPIC Flowsheet Mapping" using the following data.

• For the source, use the data source that has the BP question you want to send to flowsheets

• Then enter the following information

  • Flowsheet Template ID: 1400000102

  • Systolic:

    • Field = questionID/systolic

    • Flowsheet ID =  1400000102

  • Diastolic:

    • Field = questionID/diastolic

    • Flowsheet ID = 1400000103

Here is an example of the flowsheet configuration for Healthy Heart RCT PHL, which is using this flowsheet: