Knowledge base » Release Notes - EpiSoft/CareZone » 2023/02/15 EpiSoft Release Notes - Clinical
2023/02/15 EpiSoft Release Notes - Clinical
My Health Record
This major release includes integration to My Health Record. This will initially be available to a beta site to validate all functions and then will be rolled out upon request to our other customers.
Once My Health Record is enabled in your organisation, staff with access to the Patient Timeline module will also be able to search and view My Health Record documents. This document search and document viewing function is audited to the logged in user within the My Health Record system.
All EpiSoft customers will be able to upload Letters to My Health Record if the clinician on the letter and the signatory on the letter is an appropriately authorised clinician.
Sites using the protocol module will be addtionally be able to upload a Treatment Cycle Summary on completion of treatment cycles as well as specialist letters.
My Health Record functionality has separate Release Notes
Detailed training documentation for My Health Record functionality:
Prescribing different cycle types
In this release, there are significant enhancements to the way protocol cycles can be prescribed.
These changes are an important clinical safety improvement designed to help clinicians to decide how many cycles of a cycle type to prescribe by displaying the total recommended number of cycles (from eviQ or relevant source) if applicable and providing warnings if the total recommended cycles is exceeded.
These changes will be seen when you are Adding a new protocol cycle or when copying an existing.
When prescribing a new protocol or cycle type, the previous process was to select the cycle type to assign to the patient via Add New Protocol.
Summary of add/copy cycles changes in this release:
1. Copy cycle icon on Protocol Cycles – Now allows Copy as per previous but also Add New Cycle Type. This page also now provides you information about the number of cycles already prescribed and the recommended total number (if there is one)
2. Dose change history on Copy popup – still does NOT carry forward to new cycle types
3. You can now create multiple cycles of the new cycle type with one click within the copy popup
4. When you Add New Protocol, you will receive the same information about the number of cycles prescribed and the recommended total number
5. Mandatory use of Copy/Add New Cycle for previously used cycle types, rather than Add New Protocol
1. Copy/Add New Cycle from the copy cycle icon
This popup from the copy icon on the protocol cycles page has been relabelled ‘Copy/Add New Cycle’.
The copy popup now recommends the number of cycles to add for each cycle type. The number of cycles to add can be changed if the clinician prefers. The recommended total number of cycles will be blank if the protocol definition has this cycle type set to continuous or no recommended total.
2. Once the user saves the popup, that number of cycles will be created. If you choose to prescribe a different cycle type to the one you selected for 'copy', edits to past medications will not be on the new cycle type. If there is a history of dose edits on past cycles, when the popup is saved, New Protocol opens so that edits to medications can be applied and the new cycle type checked.
3. When New Protocol is saved, the number of cycles selected will be created. i.e. if you choose a cycle type of Cycles 2 to 6 and enter 5 cycles of this cycle type in the popup, 5 more cycles will be added.
If the selected cycle type is copied, the dose change history will still display with the options to continue the dose edits or to revert to recommended.
If the total recommended cycles is exceeded for this patient, you will receive a warning on save (see below).
Changes to Add New Protocol
4. When you add a new protocol, you will get a popup on all protocols that have a recommended number of cycles to prescribe. You will be able to view the history of how many of each cycle type has previously been prescribed. If you exceed the Recommended total number relative to how many already prescribed, you will receive a warning.
5. Mandatory use of Copy/Add New Cycle for existing cycle types
The system will also prevent you adding the same cycle type via the "Add New" if the patient has already been prescribed that protocol. Note that Cycle 1 only in this example below is read-only because the patient is already on that protocol. Instructions on the page redirect you to use the copy icon instead. The reason for this is that the dose change edits for the current cycle do not appear on this popup however they do appear on the copy page so it is deemed safer to use the copy option where the protocol has already been prescribed.
In a future release, we will display and apply the dose change edits in the Add New popup (Select Protocol Cycle) however until this is in place, we deemed it safer to redirect the user to the Copy icon.
If you select a new cycle type that has not yet been prescribed, if it is a cycle with a recommended total number of cycles, you can add that number of cycles for this patient.
This feature is currently only available on cycles with a recommended total but will be later introduced for continuous cycles as well.
If you do use this shortcut to prescribe multiple cycles when you know the number of cycles you wish to prescribe, it is important when applying dose change edits to this protocol that you do this in the first cycle (earliest date and cycle number), not the latest cycle. In this way you can copy to all future cycles that you have just created.
Important - during transition
EpiSoft is in the process of migrating all published cycle definitions to include this data. If you copy or add a new protocol and there is no count for recommended total or ability to add number of cycles prescribed for this patient, this means that we have not yet migrated the rules into the protocol definition. In this case, please prescribe the cycle as you have previously done.
The recommended cycle definition rules will be gradually migrated for all protocols currently published starting with migration of the most commonly used and recently assigned to a patient.
Total recommended cycle changes for protocol creators
When you create a new protocol definition or cycle type definition in Protocol Administration / Protocol Library, there are new mandatory fields on the Edit Protocol Cycle page (see below). If you select 'Cycle has a recommended number of cycles?', there is an additional mandatory field to enter the number.
Protocol publish validation
When publishing the protocol, it will validate whether the new fields have been entered for the recommended number of each cycle type, so it won't allow you to publish the protocol until these have been entered and saved on Edit Protocol Cycle. If you have a protocol with more than one cycle type, these fields must be saved for each cycle type in the protocol before the system allows you to publish.
Other minor bug fixes to clinical modules
Printout issues if clinician deactivated: If the clinician was deactivated, the Drug Administration Chart, Encounter Summary and Admission Coding report was failing to print. These printouts have now been fixed to display inactive clinicians.
Protocol administration - in the protocol administration page the delete icon was showing on protocols that had been published by another organisation causing the page to error when you attempted to delete. The delete icon will no longer display on protocols you can't delete because they have been published elsewhere. In a future release we will be introducing a 'withdraw prior to publish' function which will allow you to remove these protocols from your active list if you never intend to use them.
This major release includes integration to My Health Record. This will initially be available to a beta site to validate all functions and then will be rolled out upon request to our other customers.
Once My Health Record is enabled in your organisation, staff with access to the Patient Timeline module will also be able to search and view My Health Record documents. This document search and document viewing function is audited to the logged in user within the My Health Record system.
All EpiSoft customers will be able to upload Letters to My Health Record if the clinician on the letter and the signatory on the letter is an appropriately authorised clinician.
Sites using the protocol module will be addtionally be able to upload a Treatment Cycle Summary on completion of treatment cycles as well as specialist letters.
My Health Record functionality has separate Release Notes
Detailed training documentation for My Health Record functionality:
Prescribing different cycle types
In this release, there are significant enhancements to the way protocol cycles can be prescribed.
These changes are an important clinical safety improvement designed to help clinicians to decide how many cycles of a cycle type to prescribe by displaying the total recommended number of cycles (from eviQ or relevant source) if applicable and providing warnings if the total recommended cycles is exceeded.
These changes will be seen when you are Adding a new protocol cycle or when copying an existing.
When prescribing a new protocol or cycle type, the previous process was to select the cycle type to assign to the patient via Add New Protocol.
Summary of add/copy cycles changes in this release:
1. Copy cycle icon on Protocol Cycles – Now allows Copy as per previous but also Add New Cycle Type. This page also now provides you information about the number of cycles already prescribed and the recommended total number (if there is one)
2. Dose change history on Copy popup – still does NOT carry forward to new cycle types
3. You can now create multiple cycles of the new cycle type with one click within the copy popup
4. When you Add New Protocol, you will receive the same information about the number of cycles prescribed and the recommended total number
5. Mandatory use of Copy/Add New Cycle for previously used cycle types, rather than Add New Protocol
1. Copy/Add New Cycle from the copy cycle icon
This popup from the copy icon on the protocol cycles page has been relabelled ‘Copy/Add New Cycle’.
The copy popup now recommends the number of cycles to add for each cycle type. The number of cycles to add can be changed if the clinician prefers. The recommended total number of cycles will be blank if the protocol definition has this cycle type set to continuous or no recommended total.
2. Once the user saves the popup, that number of cycles will be created. If you choose to prescribe a different cycle type to the one you selected for 'copy', edits to past medications will not be on the new cycle type. If there is a history of dose edits on past cycles, when the popup is saved, New Protocol opens so that edits to medications can be applied and the new cycle type checked.
3. When New Protocol is saved, the number of cycles selected will be created. i.e. if you choose a cycle type of Cycles 2 to 6 and enter 5 cycles of this cycle type in the popup, 5 more cycles will be added.
If the selected cycle type is copied, the dose change history will still display with the options to continue the dose edits or to revert to recommended.
If the total recommended cycles is exceeded for this patient, you will receive a warning on save (see below).
Changes to Add New Protocol
4. When you add a new protocol, you will get a popup on all protocols that have a recommended number of cycles to prescribe. You will be able to view the history of how many of each cycle type has previously been prescribed. If you exceed the Recommended total number relative to how many already prescribed, you will receive a warning.
5. Mandatory use of Copy/Add New Cycle for existing cycle types
The system will also prevent you adding the same cycle type via the "Add New" if the patient has already been prescribed that protocol. Note that Cycle 1 only in this example below is read-only because the patient is already on that protocol. Instructions on the page redirect you to use the copy icon instead. The reason for this is that the dose change edits for the current cycle do not appear on this popup however they do appear on the copy page so it is deemed safer to use the copy option where the protocol has already been prescribed.
In a future release, we will display and apply the dose change edits in the Add New popup (Select Protocol Cycle) however until this is in place, we deemed it safer to redirect the user to the Copy icon.
If you select a new cycle type that has not yet been prescribed, if it is a cycle with a recommended total number of cycles, you can add that number of cycles for this patient.
This feature is currently only available on cycles with a recommended total but will be later introduced for continuous cycles as well.
If you do use this shortcut to prescribe multiple cycles when you know the number of cycles you wish to prescribe, it is important when applying dose change edits to this protocol that you do this in the first cycle (earliest date and cycle number), not the latest cycle. In this way you can copy to all future cycles that you have just created.
Important - during transition
EpiSoft is in the process of migrating all published cycle definitions to include this data. If you copy or add a new protocol and there is no count for recommended total or ability to add number of cycles prescribed for this patient, this means that we have not yet migrated the rules into the protocol definition. In this case, please prescribe the cycle as you have previously done.
The recommended cycle definition rules will be gradually migrated for all protocols currently published starting with migration of the most commonly used and recently assigned to a patient.
Total recommended cycle changes for protocol creators
When you create a new protocol definition or cycle type definition in Protocol Administration / Protocol Library, there are new mandatory fields on the Edit Protocol Cycle page (see below). If you select 'Cycle has a recommended number of cycles?', there is an additional mandatory field to enter the number.
Protocol publish validation
When publishing the protocol, it will validate whether the new fields have been entered for the recommended number of each cycle type, so it won't allow you to publish the protocol until these have been entered and saved on Edit Protocol Cycle. If you have a protocol with more than one cycle type, these fields must be saved for each cycle type in the protocol before the system allows you to publish.
Other minor bug fixes to clinical modules
Printout issues if clinician deactivated: If the clinician was deactivated, the Drug Administration Chart, Encounter Summary and Admission Coding report was failing to print. These printouts have now been fixed to display inactive clinicians.
Protocol administration - in the protocol administration page the delete icon was showing on protocols that had been published by another organisation causing the page to error when you attempted to delete. The delete icon will no longer display on protocols you can't delete because they have been published elsewhere. In a future release we will be introducing a 'withdraw prior to publish' function which will allow you to remove these protocols from your active list if you never intend to use them.
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