Import Electronic Health Record (EHR) data

Learn how to import EHR data for a linked subject. This includes demographics, medical history, medications, labs, vitals, and procedures.

Prerequisites

Before you can import data, the following tasks must be completed:
  1. The sponsor enabled the study for EHR data import. For more information, see Enable Electronic Health Record (EHR) data import.
  2. The study designer mapped form questions to EHR data elements. For more information, see Map form questions for EHR data import
  3. The sponsor mapped the site to its EHR connector. For more information, see Manage your EHR site connections.
  4. The site user linked the subject to their Medical Record Number (MRN). For more information, see Link subjects for Electronic Health Record (EHR) data import.

Required permissions

Users assigned to a study role that includes the Edit Form Data for Subjects permission can import EHR data. If a user needs to edit EHR data after import, the study role needs to include the Manually Update EHR Imported Data permission.

Things to know about importing data

  • Imported data undergoes the same validation as manually entered data, ensuring data integrity.
  • The data classification rules, defined in Oracle Clinical One Platform, determine the EHR data presented to the user.
    • If a user cannot see a hidden question in the study, the associated EHR data is not presented to them and is not available for import.
    • If the user has the required data classification permissions to view/edit the hidden question, then they can import the EHR data.
  • Data import is not available for a locked or frozen subject, visit, form, row, or question.
  • You can import EHR data to read-only questions.
  • EHR values intended to trigger dynamically hidden questions or forms are available for import.

    Note:

    Importing data for a child question is not possible if the value for a parent question hides it.
  • If an EHR value does not match the study design, for example, an option defined in a code list, the data is not imported.

Import EHR data

Follow these steps to import a subject's EHR data into Oracle Clinical One Platform forms.

  1. From the Subjects page, select the visit for the subject which you wish to import data for.
  2. Select Import EHR Data.
    The EHR data for the first mapped data set in the visit is displayed.
    • The first column displays the questions that were mapped for import during the study design.
    • If data was previously entered or imported on a form, the Current Value column is displayed, reflecting the data currently stored on the form.
    • The subsequent rows display EHR data that is available for import.
    • Sometimes a form contains multiple pages of data. If this is the case, it is represented in the upper right, for example, 1-3 of 27, which indicates that results 1 through 3 of the 27 total are currently displayed. Use the left and right arrows to toggle through each page of results.
  3. Adjust the view is necessary
    • If you do not initially see the data you are looking for, adjust the date range using the calendar toggles.
    • Select Newest First or Oldest First to determine the data presentation order.
  4. Select the checkbox to the left of a date to import all data, or select the checkbox to the left of each data point to import specific values. You can select data across dates by selecting the checkbox to the left of each item under different columns.

    Some data is grouped by observation, which is presented based on the date collected. You can check the box to the left of the date to import all observations (and the associated data) in a column or you can select individual observations.

  5. Select Next to progress to the next data set.
    No Available EHR Data, Please try a different date range is displayed if there is no data available for import. Review the following table to see how the default dates are determined when the data is initially displayed.

    Table 3-4 Default date details

    Data category Default date range

    Demographics

    Demographic data is displayed without a date.

    Vitals and Labs

    The default date range displayed is calculated using the visit date +/- the visit window.

    If a visit window is not available, the date defaults to the visit date.

    Medications, Medical History, and Procedures

    The system looks back sixty (60) days from the screening date to determine what to present.

    If a screening date is not available, the current date is used.
  6. Continue to select Next to progress through each data set in the visit.
  7. Once you've made all of your selections, select Submit.
    • The screen shows that the import was successful, and the Answer & Visit History side panel logs each item's import using the Imported from EHR tag.
    • Successful data import triggers any associated rules and other activities related to data submission.
    • Data flags are not supported. For instance, if a question's EHR item is null, the system imports no data and sets no data flags.
For further details about importing EHR data, browse the sections below:

Parent topic: Enter data and dispense kits