Epic Participant Status SDE

Background

W2H has a core feature that writes back to a program-specific smart data element (SDE) in Epic anytime a participant status changes (i.e., from started to finished). In turn, the Epic SDE determines whether the program and its description appear in the patient’s text outreach storyboard icon, which is a newer icon in the patient profile that helps providers know what text programs the patient is receiving.

Patient’s with active statuses will have the program appear in the storyboard icon, whereas patients with inactive statuses will have the program drop off, as they are no longer receiving it. If a patient is not receiving any outreach programs or is inactive in all of them, then the icon won’t appear at all.

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Text icon appears on storyboard when patient is receiving any outreach program. Hovering over the icon reveals which programs they are receiving and a brief description of each.

Creating SDEs for new programs

1. Ask clinical program leads for a 5-10 word description of the program that will appear in the storyboard icon and Epic embed.

2. Submit an IS ticket requesting that a new Epic SDE be created for writing back participant status for this new program. Things to provide:

   1. 5-10 word program description that should appear in the icon

   2. Explanation of W2H statuses that will write to the SDE fields when a participant status changes. Include the list of SDE fields that need to be created. This should be an exact match of the list below for consistency across programs: Pending, Enrolled, Completed, Ineligible, Declined, UnEnrolled, ReEnrolled.

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3. Once the SDE ID# is created by IS, go to advanced config > Epic Status SDE > toggle the feature on

4. Add the Smart Data Element ID, like UPHSLGH#XXX, where XXX is the program-specific ID number. Add SDI to the ID Smart Data Element ID Type

5. Map the statuses as shown below

6. Optionally, toggle this feature on for specific arms. If all arms should have SDE write back, then no need to enable any arms.

7. Add the program to the program tracker table, which can be found here: https://waytohealth.atlassian.net/wiki/spaces/product/pages/2488958985

8. Update the Epic embed program description to match the storyboard icon description

IS ticket language template