THISIS FAQ New

Login/User Issues

Event

Morbidity

Labs

Partner/Clusters

Congenital

Case Assignment/Field Records

Facilities

Reports

Workflows 

Notes

 

Print Templates

HELPFUL HINTS 

Login/User Issues

Open investigation status

Users with the roles DIS, FLS, HIV Surveillance, and ICCR can open an investigation status. If you can’t open the investigation status, please submit a ticket.
 

HIV Surveillance roles

HIV Surveillance roles are being updated to include the ability to “Edit Event Properties” so they will be able to open the event investigation status.
 

User not able to create an event

You should check to see if the user has the correct role assigned to their user profile. There are view-only roles that will prevent a user from entering data.

If a user needs their role updated, they should submit a helpdesk ticket to their consultant. The consultant will then escalate the ticket to a Tier II SME who will approve the updated role and submit the ticket to the Tier III Systems Analyst. The user will receive an update once the role has been updated.
 

Password Reset

When you receive your login information, log into the system. Click on your name in the upper right-hand corner. Select Edit Profile. Edit User Information screen will show up. Select a security question and enter the security answer. Save. This action will allow for you to gain access to reset your password should you forget. If you still need help with a password reset, email the DSHS TBHIVSTD THISIS Helpdesk at TBHIVSTD.THISISHelpdesk@dshs.texas.gov.
 

Event

Multiple events

For HIV there should only be one event for a person since HIV is a lifetime event. But multiple HIV events for a person were converted into THISIS when we went live.  DSHS is de-duplicating HIV events.  If you come across multiple events for one person, please update any additional assignments such as new field records, data to care, or co-infection in the oldest event.
 

The user was trying to enter data, but there are only grey fields available 

When in an event, the user should check to see if the investigation status is open or closed.

If the Investigation Status is closed: If the user has data entry rights, the user should be able to click on the Edit Events Properties button.

In the event information, select Change Status To and select Open. Click on the save button. The event should now be editable.
 

Deletion Rights – Who has them?

Only persons at Central Office have deletion rights. If a user needs to delete an event, they must submit a help ticket to their consultant. The consultant will review and submit the ticket to the Tier II Surveillance SMEs. The SMEs will then make a decision on whether or not the event/person needs to be deleted from the system.
 

Morbidity

The address section of morbidity is greyed out and I cannot edit. How do I update or edit the address information?

To update or add address information in the morbidity question package the user must go into the party (person) and update the address on the party screen.

Select Edit Person.

From the Manage Person screen, select the address you wish to edit or add a new address.

Select save.

Go back into the Morbidity QP and select the address at the time of the report. 

The user should see the address updated or added and then select that address. The morbidity address should now be updated.
 

Labs

When submitting a request for lab deletions please send the Party ID and Event ID

The Event ID is located on the dashboard of the event. It is the first field. Party ID is found by clicking the person's name (blue hyperlink). The Party ID is the second field from the bottom.
 

If there are labs we received during the downtime that have still not been imported into THISIS, should we just manually enter them?

Yes, if it is a case-defining lab and you need to cut a field record. Sites do not need to enter routine HIV care labs.
 

Do we need to send a list of labs that are still not in there (like is this a known issue or not?)

This is a known issue. There is no need to send a list of labs.
 

Negative Labs are creating two events

Negative labs sometimes create two events, one event is generating a field follow up and the other is fine. We are continuing to investigate this issue.

If new labs import into older events for a person, a Tier II SME can resolve the issue by copying the labs into a new event.
 

How do I enter in a provider-reported lab?

When entering STD morbidity from provider reports containing lab information, the user should go to the lab tab and enter the lab information on the provider report. Use the correct report source of “Medical Record/Provider Report:
 

Entering in dual treatment for CT/GC events.

THISIS will only allow you to enter one treatment at a time.

We are exploring the option of creating a data entry tool called a Wizard which might address the amount of time it takes to enter labs and treatments. We could see this developed in the Enhancement stage of the project.
 

Processing of labs should be happening at midnight, why are labs showing up at noon?

This is a known issue. There are issues with the processor delaying labs from entering into the system. We are working with the developer to address this issue.
 

Labs are triggering Field Follow-Up but cannot get out of the Field Follow-Up Needed workflow

The qualifying criteria for this workflow are currently set up to identify labs that trigger the initial assignment outcome of Field Follow-Up needed. The workflow is looking for this initial outcome and whether a field record was created. If a field record is created, this event will leave the workflow. 

Central Office staff is looking to see if we can update the workflow to include assignment types of Field Record, Interview Only, and Surveillance as additional exit criteria.
 

Partner/Clusters

OOJ Field Records worked before GoLive, when does a program enter them into THISIS so they are linked to a new event and an original interview?

The initiating agency has to enter the original interview and initiate the partners and clusters elicited. Once a field record is generated and linked to the OP then the investigating agency can update the field record in THISIS. Some programs have a high volume of interviews to enter. It would be helpful for programs to include OOJs FRs linked to the OP in their prioritization when entering their backlog of interviews.
 

How do I enter a No Contacts Initiated (NCI) interview?

Currently, the system only requires the user to enter in information if a partner or cluster is elicited. There are no more NCIs to enter.
 

There is a concern that a field record needs to be created. This is a converted case. Do we need to be concerned about that?

Partners: A field record must be created for an entered contact. Central Office is aware that this concern appeared because the Yes, create a FR box was not populated. The program should not go back and select YES as it will create a duplicate field record. Ensure the converted event did populate with the dispo if a dispo was entered before conversion. The program will need to update the dispo in the new event. For converted cases it is fine to have this concern remain.
 

Linking of Events

Partners and clusters linked through an original patient should be linked through the Partners/Clusters QP. The user should fill out the partner/cluster information and then select Create contact field record.

Once selected, this iteration in the QP will be locked. If the user needs to update or delete this partner/cluster, the user can select Create Contact field record and reset it to blank or Null. This will unlock this iteration and will make it available to edit or delete.

Linking events through the Linked Events mechanism will not work for PHFU activities and should not be used for partners/clusters.
 

Breaking the link between patients/events

Submit a helpdesk ticket to the consultant. The link will be updated through Central Office.
 

Congenital

Concern Generating for an interview when an infected dispo is selected for a person under the age of 10.

  • For the Question: Was this person interviewed? Select No
  • Question: Reason not interviewed, Select Other
  • In Other field type: Person younger than 10

For probable cases of congenital syphilis, the following concern is generated "Symptoms must be entered" even if symptoms exist in the 126 or the person is asymptomatic. We are attempting to resolve this issue.
 

Case Assignment/Field Records

Can we use a future date for the initiation date on field record assignments?

Yes. The field for the initiation date auto-populates with the current date. The user can update this field to enter another date.
 

Interview records are not open. What should we do if we need it re-opened?

Central Office staff has been working on opening interview records for sites out of interest in helping with the go-live activities. This has been a long process.

If you need an interview record re-opened, please contact your consultant directly. No help desk ticket is needed for this.
 

Interview needed concern is triggering for E dispositions

Interview needed concern is set to trigger for any infected dispo with an interview done is anything other than “Yes.” If an interview is not conducted, this concern will remain.
 

Interview iteration is triggered for Congenital Syphilis (CS) Events

This issue has been reported. For the time being, the user should state that the interview was not conducted and for justification select Other. In the "specify" box, enter that the patient was under the age of 10.

Central Office has notified the developer, and this will be considered an improvement to the model, so it will not be cleared until approved by the Program Improvement Team.
 

Dispo change from E to F

Users will be able to change the dispositions from infected to not infected. This is a trackable field so if there are concerns generated about a user abusing this access, a report can be generated.
 

Concern on morb for E dispo

This is a known issue. When the interview record iteration is generated, the user should say that the person was not interviewed. The justification would be "Other" and "Other Specify" would be Previously interviewed or not current infection.

Central Office is working on how to update the concern so it will not show for persons with previous infections not in the system.
 

CS Initial Assignment Outcomes

If a reactor is received on an infant, create a field record assignment and disposition as appropriate AND

If an infant needs a congenital investigation, a congenital investigation assignment should be generated.

Only a CS investigation assignment is needed if no positive labs are received on an infant.
 

Delete Assignment Type

If a user creates an incorrect assignment type, the user can select “Cancel.” This will remove the assignment iteration if the user has not already saved it. If the user has saved the iteration, the user can “Add New” assignment iteration and begin working from the new correct iteration. Currently, the user will have to send a help ticket to their consultant who will escalate the ticket to a Tier II SME who has access to delete the assignment iteration.
 

Facilities

Ever wonder why you're not finding facilities that you just KNOW must already be in the system?

It could be because using the Facility Name is too unreliable to begin your search.

Here’s why.

  1. Names of facilities can be abbreviated or shortened in a million different ways and your search is only going to return exactly what you ask for.
  2. Names of facilities also change or can be known in several different ways.
  3. The search field is Case sEnsitive.
  4. A facility can be at two different addresses, by the same name!

This makes for a LOT of ways to miss a facility when searching by name.

If you search for FACILITY and it’s in the system as FACILity, you won’t see it.

To ZOOM in on a facility, use the ADDRESS! (but not even all of it)

Street numbers and the first letter of the street name are surprisingly unique.

By starting your search using the 

  • (1) street NUMBER and the 
  • (2) FIRST letter of the street, (because who knows if the rest of the street is in the system in uppercase or lowercase)? 
  • …And (3) an Asterisk (*) -That’s right, you need a wildcard and now you’ve got one-you can zero right in on a facility.

A search for 1234 N*

Will give you results for 1234 NOBBY HILL and things like 1234 North Bland

If you get too many results to wade through enter the city or use Suite numbers to narrow it down quickly.

1234 N*130*  can return 1234 N. Ninth Ave., Sweet 1300 and 1234 NottingHAM Hwy 130 at the same time.

I hope this helps any time you have to select an existing facility.  All those old familiar places are in there, waiting to be found by address.

If you find after all that you need to create a New Facility please always:

  • Include a complete name, (even if it goes by an acronym or initials) address, phone, and the best choice for the sub-type of facility.
     

Reports

How do I run an open field record and Interview record report?

These can now be found by going to the Open Interview Workflow and Open Field Record Report Workflow. Go into the specific workflow and click on the blue hyperlink export All. This will export the workflow into Excel. Once you are in excel you can sort the workflow by Disease, date initiated, Referral basis and FR User by simply using the “Sort and Filter” command located in the Home Tab. Since the workflows contain PHI, do not save the excel file on a public drive or desktop.
 

How do you know who is working the field record or interview record?

The FR USER is a unique number assigned by the system, this is part of the core product and is a known issue. To determine a user number, you will need to go into the workflow and select an event with a link to the case assignment/FR QP. In the example above I selected User 86752 and clicked on the Case Assignment. Field record hyperlink. The username that appears in the Assigned To is the name assigned to the unique ID created. In this example it is Dorothy Washington-Spence. You can now go back to the workflow or excel sheet and filter using the FR User ID 86752 and those are all of Dorothy’s open field records.
 

Workflows

We need to assign a field record to an out-of-state jurisdiction, but it is not getting out of my workflow.

If a field record needs to go to an out-of-state jurisdiction, the user should change the investigating agency to “Out of State” and select the proper jurisdiction. The user should then disposition the field record as a permanent “K.” Having the field record dispositioned as “K” will take the field record out of the workflow for open field records but will place the event in the OOS Assignment Needed. Ideally, as the user dispositions the field record, the user will then “Add new” a new OOS assignment. The OOS assignment will go to the Central Office for follow-up with the identified state. Once the OOS assignment is created, it will remove the event from the OOS Assignment Needed workflow.
 

Biological False Positives (BFPs) Not Leaving Workflows

If an initial assignment outcome is set to Field Follow-Up needed, then a field record will need to be created. The workflow is looking for this initial outcome and whether a field record was created. If a field record is created, this event will leave the workflow. Users have been creating a Surveillance assignment which is closed as a BFP. If there is no associated Field Record assignment iteration, it will not be removed from the workflow.

Central Office staff is looking to see if we can update the workflow to include assignment types of Field Record, Interview Only, and Surveillance as additional exit criteria.
 

Out of Jurisdiction (In-State) Process not in workflow for receiving jurisdiction

This is being investigated. In the meantime, please notify the receiving program of the sent assignment.
 

Notes

Public vs. Sensitive setting for notes in THISIS

The problem with using sensitive notes is that if a user sets the sensitivity higher than their role the user will no longer be able to see the notes. So, it is recommended that the user keeps the setting “public” which means it is public to persons who have access to that event type.
 

Entering in Notes: Party vs. Event

There are two places where general notes can be entered for a person or an event. The notes field on the party should be reserved for notes which are generalizable across products or diseases. These should not be disease or investigation-specific notes. Examples of Party or Person notes could include: the patient needs a sign-language interpreter; the patient threatened the investigator when they approached the home; the patient is missing their right arm. These should be things that are more permanent and can withstand the test of time. These are notes to assist other investigators. These notes can be seen by all approved users of THISIS.

Event or investigation specific notes are for that particular instance of disease. These notes are the notes that will be printed out on the field record or interview record. Examples of these notes include: Patient has history of 700 in Michigan; patient lives with sister; patient recalls a body rash in September. Viewing these notes is restricted by who has access to the disease or product.
 

Print Templates

The field record/interview record is capturing the date the lab test was resulted, not when it was collected.

This has been escalated and we are working with the developer to address and correct.
 

Notes are not printing on the field record for the current event.

This is being worked on.
 

Interview Record printing too small

This is an issue noticed by Central Office staff and is being addressed with the developer.
 

HELPFUL HINTS:

Use Save and Stay when working on lengthy question packages.

Continue to be patient with yourselves. Try new things. Keep submitting tickets!

Identify a person who is a “power-user” at your site. When issues are identified, users can work with this person to seek a resolution. This person could also be charged with visiting the manuals/tools/resources to see if a solution is already available.

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