Sentinel 5.18.8 User Guide

Individual Online Reporting

Users with the Individual Outbreak Event Link permission (granted in Outbreak Permissions) can send an outbreak event form link to a patient who is already a part of an outbreak so that they can fill out the form. The link can be used only once, but you can reactivate the link and send it to the patient again later.

To send the link to a patient as a request to fill out the outbreak event form:

1. Click the Home > Outbreak Events tab.
2. Select the specific outbreak event from the Current Search drop-down list, and then either open the existing outbreak event from the list or create a new outbreak event. The [Outbreak Event Form] tab page opens.
3. Select the Individual Online Reporting option from the Action menu (). The Individual Online Reporting pop-up window opens. By default, the individual online reporting link is inactive and the fields are read-only.
4. Toggle the Active button to Yes, the link becomes active and is displayed in the Link field. The Status and Activated On values are also automatically populated.
5. Enter the remaining parameters and then click the Send Email and Close button. Sentinel then sends the email to the patient at the email address associated with the patient on the outbreak event form.
6. To return to the selected outbreak event form, click the Close button. The outbreak event form opens in read-only mode with the Pending External Request message displayed on the form.

Note that if you activate the link and do not send an email to the individual, the Online Report column of the corresponding outbreak event on the main Outbreak Events tab page is updated with this icon, , along with the date and time. In other words, this icon represents that the online report is activated, but that the email was not sent to the patient.

The available fields and buttons on the Individual Online Reporting pop-up window are as follows:

After activating the link and sending the email to the patient, the outbreak event form opens in read-only mode with the Pending External Request message displayed. Once the email is sent to the patient, the Online Report column of the corresponding outbreak event on the main Outbreak Events tab page is updated with this icon, , along with the date and time. The icon means that the online report is activated, but that the state user is waiting for the response.

When the patient receives the email with the link to fill out the form, they can click the Link link to open the outbreak event form without logging in to Sentinel. The patient enters the information in the outbreak event form and clicks the Validate and Save button, then selects Yes or No to confirm the submission of the form, after which the form is submitted and successful completion message is displayed.

Once the outbreak event form is completed and submitted by the patient, the state user receives an email stating that the online form is completed and ready for review. To open the form and review the information provided by the patient, the state user either clicks the Link link from the email or opens the form from the main Outbreak Events tab page. The outbreak event form opens with the successfully completed online message displayed. The Online Report column of the corresponding outbreak event on the main Outbreak Events tab page is updated with this icon, , along with the date and time. This icon means that the outbreak event form is completed, but that the review is still pending. 

Note that if the existing value of any core data field was previously blank or set to its default value, the new value entered by the patient overrides the existing value of the field. For example:

• If the Current Sex field value on the outbreak event form was Unknown and the patient entered Female, the outbreak event form is now updated with the value Female
• If the Date of Birth field value on the outbreak event form was Blank and the patient entered 01/01/2001, the outbreak event form is updated with 01/01/2001 value
• The First Name field value on the outbreak event form was Maryse and the patient entered the value Marie, the field value is not updated automatically, but the user has the option to update the field value with the value entered by the patient

If the patient enters a value for a core data field that mismatches the existing value, the Warning icon () displays next to the field name on the outbreak event form. To view the updated value, hover over the mouse pointer over this icon. To update the field value to the one entered by the patient, either copy and paste the value from the Warning icon or select the View Online Reporting Form option from the Action menu () list on the outbreak event form to open the form filled by the patient and copy the value from there. The core data fields that have a mismatched value are highlighted in orange. Once you complete the review of the form, these fields are no longer highlighted in orange and the Warning icon disappears from the form.

All of the custom form field values on the custom form(s) are updated with the values entered by the patient. Even if the patient sets the field value to blank or clears the value from the field, the field value is updated automatically.

After completing the review of the outbreak event form, click the Complete Review button and select Yes or No to confirm the completion of the review. The outbreak event form then opens with the updated information.

At any point in time, you can view the information that was entered by the patient by selecting the View Online Reporting Form option from the Action menu. Once the form is completed and reviewed, the Online Report column of the corresponding outbreak event on the main Outbreak Events tab page is updated with this icon, , along with the date and time. This means that the online report is completed and has been reviewed. You can also view the individual online reporting details of the outbreak event by selecting the Individual Online Reporting option from the Action menu on the outbreak event form.

The history of changes made to the outbreak event form can also be viewed on the Audit tab page.

For the outbreak event that is linked with an investigation, you cannot add or edit any core data field value from the outbreak event form within the investigation. Instead, you must make any necessary changes on the patient's specific case detail page. For example, if you want to add or edit the patient's First Name or Last Name, you must change these fields on the Demographics tab page. See View/Edit Case Details.

When a patient has an active session for the form, Sentinel records their user name as USER, EXTERNAL. To view the list of patients:

1. Click the System Administration > Form Management menu link.
2. Search for the form in the list and click the Edit button corresponding to the form. The Form Builder opens.
3. Select the Show Usage option from the More icon (). The Usage pop-up window opens. The list of patients with an active session appears in the Users Currently Using this Form table and if no patient has an active session, the table is not displayed on the Usage pop-up window. A patient appears in the table until patient's session for the outbreak event form expires.
4. To return to the Form Builder page, click the X button.

Note that if there is any patient with an active session, the form cannot be promoted to production. If you select the Promote to Production option from the More icon for the outbreak event form, the form opens with a warning message displaying that one or more patients are entering data in the form and it cannot be promoted to production. The edited form can be promoted to production only when there is no patient with an active session. Once the promotion starts, the form is in read-only mode until the form is completely promoted. Select the Cancel Promote to Production option to cancel this action.

Related topics:

• Outbreak Event Online Reporting
• Public Online Reporting
• Outbreak Events Tab