How to create an outbreak/cluster and use the import roster function

Massachusetts Department of Public HealthBureau of Infectious Disease, Prevention,

Response, and Services

V1.0_2013

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Two New Icons

• Import Roster

• Create Cluster/Outbreak/Aggregate Event

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Outbreak Management (OBM)

• Designed to capture data on clusters, outbreaks, and other aggregated disease events

• Not person-based

• Contains aggregate questions about the OBM event

– Example: when did the exposure event/party take place; how many staff at the exposing facility are sick

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Outbreak Management

• You can link actual disease events to your OBM event

• Each OBM event has a MAVEN ID as well as a unique name that you create

• Specific outbreak questions can be disseminated to each linked disease event

• Linelists of patients can be added to MAVEN from the OBM

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Outbreak Management

• There are no automated notifications for these events

– You’ll have to inform your public health partners (LBOH/EPI) about any outbreak events you create

• Only the owner of the OBM event can edit that OBM event

– Everyone else has READ only access

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Outbreak Management

• A general outbreak QPKG will appear for all EPI/IMM diseases

• Additional specific QPKGs are available

– Respiratory clusters

– GI clusters

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Accessing Outbreak Management

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Accessing Outbreak Management

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Manually Linking Events

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Manually Linking Events

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Link to an existing MAVEN event

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Link to an existing MAVEN event

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Create a link to a new event not in MAVEN

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Create a link to a new event not in MAVEN

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Link to multiple existing MAVEN events

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Link to multiple existing MAVEN events

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Link to multiple existing MAVEN events

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Link to multiple existing MAVEN events

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General Outbreak Questions

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Standard Question View

Standard Question Package for your outbreak/cluster – as you answer the questions additional questions will open for you to answer

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Importing OBM Roster

• You can bring in a list of events/contacts without manually entering each one individually

• Linelists have to be formatted properly to work

• Save as a Comma Separated Value (CSV) file

• The only required fields for your linelists are First & Last Names

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Import Roster into MAVEN

• A copy of the import roster spreadsheet will emailed if you need to use this icon (contact isishelp@state.ma.us for your copy).

• Please do not modify the original – add data and then follow directions to upload the document.

• In order for the files to come in via the importer, the file must be saved as a Comma Separated Values (CSV) file but you can open/view it using Excel.

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Outbreak Roster Specifications

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Sample of CSV file format

• CSV file format• 24 columns with column names

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Importing OBM Roster

• The lab test, result, and specimen source must utilize LOINC and SNOMED codes – Contact your ISIS liaison for the LOINC or

SNOMED codes• All dates in the document must be formatted as

MM/DD/YYYY (ie 11/30/2009)• Phone numbers should be formatted as XXX-YYY-

ZZZZ (ie 617-555-1234)• If you do not assign a case status in the linelist,

events will be created in MAVEN as SUSPECT

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Importing OBM Roster

• Follow instructions to upload document. • Template file is available through ISIS

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Importing OBM Roster

• Once you click “Upload” a new list will appear with a summary of the upload

• Review this information to ensure accuracy.

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Importing OBM Roster

• A successful upload will be documented with:

• Click the “Dashboard” button to return to your OBM event.

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Adding “Outbreak Questions”

• “Outbreak Questions” are individual patient level questions

• Will appear as an additional QPKG in each of the linked disease events

• Can run reports to obtain print-outs of these data

• Can import “outbreak questions” sets from those already developed in other outbreaks

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Adding “Outbreak Questions”

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Adding “Outbreak Questions”

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Adding A Question

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Answer Types

• String: free text field• Date: formatted date field• SingleSelect: user selects one and only one

option from a drop-down list– Note that there are separate options for

drop-down lists of Yes/No and Yes/No/Unknown

• MultiSelect: user can select multiple options from a group of check box options

• TextArea: memo field (a larger free text area)

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Single Select Answer Type/Options

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Adding Outbreak Questions

• The UP and DOWN arrows allow you to reorder the questions

• Also to make a question a child off of the question immediately above it– The RIGHT-pointing arrow indents a

question, which means it will only appear when the question directly above it is populated with a select value

– Change a question from a child question by using the LEFT-pointing arrow

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Adding Outbreak Questions

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Adding Outbreak Questions

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Reports

• One report specific for outbreaks:– Cluster/outbreak related dynamic question

extract• If you have your OBM event open when

clicking on the report icon, the OBM event ID will automatically populate the ID field when the report is brought up

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Cluster/outbreak related dynamic question extract

• Essentially an extract of the outbreak questions data for all linked events

• Can generate an HTML version or Excel document.

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Cluster/outbreak related dynamic question extract

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Naming Conventions for GI Clusters in MAVEN

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Naming Conventions for GI Clusters in MAVEN

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Naming Conventions for GI Clusters in MAVEN

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Naming Conventions for GI Clusters in MAVEN