Surveillance Infection Diseases by National Reference Centres Human Microbiology: Respiratory pathogens

Surveillance Infection Diseases by National Reference Centres Human Microbiology: Respiratory pathogens

Welcome at the technical documentation pages for the project "Surveillance Infection Diseases by National Reference Centres Human Microbiology: Respiratory pathogens", provided by the service healthdata.be (Sciensano).

These pages provide information about the technical processes of the project. The following sections are (will be) provided:

For scientific information of the project, please contact the primary organization that oversees implementation of project (see section "General project information").

This documentation is being updated regularly. We try to provide as correct, complete and clear as possible information on these pages. Nevertheless, if you see anything in the documentation that is not correct, does not match your experience or requires further clarification, please create a request (type : request for information) via our portal (https://sciensano.service-now.com/sp) or send us an e-mail via support.healthdata@sciensano.be to report this documentation issue. Please, do not forget to mention the URL or web address of the page with the documentation issue. We will then adjust the documentation as soon as possible. Thank you!

johanvanbussel Wed, 09/13/2023 - 11:35

General NRC_Respi project information

General NRC_Respi project information

Project name

Surveillance Infection Diseases by National Reference Centres Human Microbiology: Respiratory pathogens

Project abbreviation

NRC_Respi

Project code

HDBP0342

Primary organization that oversees implementation of project

  • 

Partner organization participating in project

  • 

Organization that commissioned this project

  • 

Organization providing monetary or material support

Brief project description

Since 2011, Sciensano's Infectious Diseases Epidemiology Department, which is responsible for monitoring infectious diseases, has been coordinating a network of human microbiology reference laboratories, known as National Reference Centres (NRCs).
Each NCRC, made up of one or more laboratories, is designated as such for a pathogen or group of pathogens according to well-defined criteria as part of a procedure that is repeated at intervals of no more than 5 years. The Royal Decree of 9/2/2011 defines the legal and financial framework within which the NCRCs operate and the tasks they must perform. The activities of the NCRCs focus on 41 pathogens or groups of pathogens identified as priorities because of their needs in terms of diagnosis, quality of care and public health. The CNRs provide support to healthcare providers and epidemiologists by transmitting microbiological and epidemiological data to Sciensano once a year.
The role of the CNRs is to contribute to the confirmation and/or diagnosis of certain pathogens (rare or difficult to identify) in samples sent by peripheral laboratories and to characterise the strains referred (genotyping, antigen examination, study of antibiotic resistance and other tests). Strain characterisation is important for detecting the emergence of new pathogens and observing changes in virulence and the distribution of circulating strains. These data also help to assess the effectiveness of health policies such as vaccination and the efficacy of antibiotics. The NRCs are also required to provide support to laboratories for laboratory techniques and to the authorities for managing health threats.
This project concerns the NRC "Respiratory pathogens".

Regulatory framework of this project

Consult the regulatory framework information published on the fair.healthdata.be pages.

Adelaide.DAmore Wed, 09/13/2023 - 09:42

The NRC_Respi data collection

The NRC_Respi data collection

Organizations and/or individuals that provide data

Not available

Start date of the data collection

Not available

End date of the data collection

text

Periodicity of the data collection

text

Adelaide.DAmore Wed, 09/13/2023 - 11:39

The NRC_Respi Data Collection Definition (HDBP0342)

The NRC_Respi Data Collection Definition (HDBP0342)

In the file below you can find the Data Collection Definition (DCD) specifications of the project NRC_Respi. It is a detailed description of the content of one DCD with field names, formats, values, validation rules, help texts, error messages, translations... These specifications were used to build the forms, csv's, and API's for this project, which you also can find in this project manual.

  • [insert DCD]
This documentation is being updated regularly. We try to provide as correct, complete and clear as possible information on these pages. Nevertheless, if you see anything in the documentation that is not correct, does not match your experience or requires further clarification, please create a request (type : request for information) via our portal (https://sciensano.service-now.com/sp) or send us an e-mail via support.healthdata@sciensano.be to report this documentation issue. Please, do not forget to mention the URL or web address of the page with the documentation issue. We will then adjust the documentation as soon as possible. Thank you!

Adelaide.DAmore Tue, 02/06/2024 - 10:57

The NRC_Respi Dataflow Description

The NRC_Respi Dataflow Description

Below we describe (high level) the NRC_Respi dataflow between the data provider and the healthdata.be platform.

Step 1. Automatic data export from systems of data provider towards HD4DP v2 and prefill of forms if not complete.

Step 2. Manual registration (de novo or completion) of data in form component of HD4DP v2.

Step 3. Direct real time transfer of registry variables and technical ID of record from HD4DP v2 towards HD.

Step 4. Transfer of patient identifiers and technical ID of record from HD4DP v2 towards eHBox messaging client of HCO (HCO UM/EM).

Step 5. Transfer of patient identifiers and technical ID of record from eHBox messaging client of HCO (HCO UM/EM) towards TTP service of eHealth.

Step 6. Transfer of pseudonymized patient identifiers and technical ID of record from TTP service of eHealth towards eHBox messaging client of HD (HD UM/EM).

Step 7. Transfer of pseudonymized patient identifiers and technical ID of record from eHBox messaging client of HD (HD UM/EM) to HD Integration engine.

Step 8. Joining of pseudonymized patient IDs and the registry variables based on the technical ID and Transfer of the records from HD Integration engine towards Data Validation environment on DHW.

Adelaide.DAmore Mon, 02/19/2024 - 16:42

HD4DP v2

HD4DP v2 Adelaide.DAmore Wed, 09/13/2023 - 10:27

General description of the application HD4DP v2

General description of the application HD4DP v2

The HD4DP version 2.x Local is an electronic data capture (EDC) system: a computerized system designed for the collection of clinical data in electronic format for use in research supporting human public health policy. HD4DP (Health Data for Data providers) replaces the traditional paper-based data collection methodology and the proliferation of websites to streamline data collection and expedite the time to analysis and reporting.

Components and features

The HD4DP version 2.x Local application contains the following major components: NextGen Connect, Form.io, HD Connect (LOCAL Proxy), Local datawarehouse.

NextGen Connect

NextGen Connect is a health care integration engine that translates message standards into the standard required by the receiving system, including data formats and standards like HL7, DICOM, ANSI X12, ASCII, and XML. Main functionalities are filtering, transformation, extraction and routing.

The NextGen Connect component is used to handle all integrations within HD4DP 2.0 itself but also all integrations with the external world.

Data collections API: The form.io server offers a REST API which can be used to submit data for each known data collection. Data provider Master Systems cannot access this API directly but need to use the API exposed by the NextGen Connect component. This API is simply a proxy for the form.io API, but allows extra features on top of the form.io API such as security, monitoring, throttling, …

CSV API: For each data collection data can be submitted file-based using a CSV. A CSV can contain multiple data entries for a single data collection definition. These data entries are transformed and pushed by the NextGen Connect component towards the form.io server for potential manual post-processing and validation.

HL7 FHIR API: For some data collections an HL7 FHIR API will be available. The NextGen Connect component performs the transformation towards the Data Collections API and push the data into the form.io server.

Data delivery: the NextGen Connect component handles all routing of data towards the external world. This means it verifies the form.io server for completed data entries which have not yet been delivered. For each data entry that needs to be delivered, it determines where to send the data to, how it needs to be transformed and how it needs to be split. It performs all these actions in a guaranteed delivery fashion: it makes sure the data reaches its destination, possibly retrying when something went wrong.

Feedback: the NextGen Connect component coordinates the receival of feedback, potentially transforming it and pushing it towards the respective data collection entry using the data collections API.

Form.io

Form.io is a data management platform that includes a form builder with a drag and drop interface, management of data with complete API platform, management of users, offline forms, dynamic forms, automatic creation of API, and application embedding. In HD4DP v2, an Angular frontend application is available on top of the form.io server. This application provides a user interface to data providers in which they can see the different data collections for which they are allowed to record and submit data manually. A form.io backend server is responsible for providing the form definitions and registrations of new/updated entries.

HD Connect (LOCAL Proxy)

The HD Connect component is used to retrieve metadata from Master Data Management Database (MDM DB) residing on healthdata.be side.

Local datawarehouse

Each and every change in data entries on the form.io server is pushed towards the local datawarehouse (Local DWH) for easy reporting and data extraction. This local DWH consists of a PostgreSQL database.

Installation and maintenance

The application HD4DP v2 Local is provided without cost and installed remotely on the infrastructure of the healthcare organization by healthdata.be. Healthcare organizations are provided the system requirements for installation of HD4DP v2 application. Healthcare organizations that cannot provide the system requirements can opt to request access and use of a HD4DP v2 Local application of another healthcare organization. Healthcare organizations that cannot provide the system requirements and cannot access and use a HD4DP v2 Local application of another healthcare organization, can request access and use of HD4DP v2 WEB hosted by healthdata.be.

The application HD4DP v2 Local is maintained without cost remotely on the infrastructure of the healthcare organization by healthdata.be. The infrastructure on which the application HD4DP v2 Local is installed, should be maintained by the healthcare organization.

Adelaide.DAmore Wed, 09/13/2023 - 10:28

Position of HD4DP v2 in HD Architecture 2.0

Position of HD4DP v2 in HD Architecture 2.0
Adelaide.DAmore Tue, 10/03/2023 - 08:34

User manual of the application HD4DP v2

User manual of the application HD4DP v2

In this manual we describe the following functions of the application HD4DP v2:

Adelaide.DAmore Sun, 01/07/2024 - 13:22

Request access to an HD application for a specific project

Request access to an HD application for a specific project

Healthdata.be applications such as HD4DP v2 and healthstat.be process sensitive personal information. Therefore, strictly controlled processes are used to grant access to these applications. The Entity Access Management (EAM) portal of healthdata.be facilitates these processes.

Due to the migration from EAM version 2.7 to EAM version 3.0 both systems will exist parallel during the transition period. Make sure that you always use the version currently available for your organization.

Below you will find the links to the user manuals to the different EAM systems. When selecting the desired version, the manual will appear in a separate tab.

When requesting access via the EAM portal version 2.7, go here.

When requesting access via the EAM portal version 3.0, go here.

This documentation is being updated regularly. We try to provide as correct, complete and clear as possible information on these pages. Nevertheless, if you see anything in the documentation that is not correct, does not match your experience or requires further clarification, please create a request (type : request for information) via our portal (https://sciensano.service-now.com/sp) or send us an e-mail via support.healthdata@sciensano.be to report this documentation issue. Please, do not forget to mention the URL or web address of the page with the documentation issue. We will then adjust the documentation as soon as possible. Thank you!

Adelaide.DAmore Sun, 01/07/2024 - 13:22

User roles in HD4DP v2

User roles in HD4DP v2

Each healthcare organisation has an Access Manager who watches over the access rights to the applications of the own organisation and manages them in the HD Entity Access Management (EAM) system. In this process access requests by healthcare organisation employees are analysed and validated if legitimised. The scope of the accesses granted may differ, which is reflected in various user roles. Based on access rights, following three user roles can be distinguished:

Local Study Lead (author):

The Local Study Lead can:  

  • edit and review all peer registrations (regardless of role) for the study or project;
  • make registrations in HD4DP v2

This role might be but should not be limited to the responsible for the study or project within the participating healthcare institution.

Local Study Associate (author):

The Local Study Associate can: 

  • edit and review the own registrations, not those of other colleagues from the same healthcare organisation participating in the same study or project. The indicated registrations are limited to the patients treated by the Local Study Associate;
  • make registrations in HD4DP v2.

The Local Study Associate is a healthcare provider participating in the study or project. This is reflected in the registration form.

Local Study Support (co-author):

The Local Study Support can: 

  • edit and review registrations belonging to the author group they are linked to;
  • make registrations in HD4DP v2.

A Local Study Associate and Local Study Lead can delegate registration tasks to a Local Study Support. This might be but should not be limited to an administrative assistant or staff from a medical coding department. The Local Study Associate and Local Study Lead are still considered the author of the registration; the Local Study Support is considered the co-author. The Local Study Associate and Local Study Lead can view and modify Local Study Support entries.

By default, only 1 Local Study Lead is intended by healthdata.be (Sciensano) for each project within each organisation. The idea is that only one person is meant to see all submissions for that project within that organisation. This policy prevents users of HD4DP v2 from seeing personal and sensitive information from individuals with whom they do not have a therapeutic relationship. For policy deviations on this, healthcare organisation staff should contact their Data Protection Officer (DPO). 

Remarks:

  • The scope of the access rights does not necessarily reflect the hierarchy within your healthcare organisation.
  • It is up to the Access manager to change roles from/to Local Study Lead, Local Study Associate and Local Study Support. These requests are carried out in the EAM system.
Adelaide.DAmore Wed, 09/13/2023 - 10:38

Access the application HD4DP v2

Access the application HD4DP v2

To access the application HD4DP v2, you must first request an account. If you do not have an account yet, please consult "Request access to an HD application for a specific project" first.

Once your account has been created and the registry is put in production, you will receive an e-mail with the following information (Note that the text between the [ ] will be adapted):

  • Organization: [RIZIV number - Name] 
  • Login: [email] 
  • Password: [password] 
  • Application URL: [url] 

With these credentials you can access the application HD4DP v2 of your organization:

  1. Go to the url mentioned in the email 
  2. Select "your organization" from the list 
  3. Your organization: [RIZIV number – Name] 
  4. Click on "Next
  5. Fill in your "username" and "password"
  6. Click on "Log in"

Please be sure to log off after making use of the application HD4DP 2.0, or any other Healthdata.be application. Just closing your internet browser does not guarantee that your application with registrations has been closed.

Adelaide.DAmore Wed, 09/13/2023 - 10:40

Navigate to the NRC_Respi project

Navigate to the NRC_Respi project Adelaide.DAmore Wed, 09/13/2023 - 10:40

Create an NRC_Respi registration

Create an NRC_Respi registration Adelaide.DAmore Wed, 09/13/2023 - 10:45

Find an NRC_Respi registration

Find an NRC_Respi registration Adelaide.DAmore Wed, 09/13/2023 - 10:45

Update an NRC_Respi registration

Update an NRC_Respi registration Adelaide.DAmore Wed, 09/13/2023 - 10:46

Delete an NRC_Respi registration

Delete an NRC_Respi registration Adelaide.DAmore Wed, 09/13/2023 - 10:46

Submit an NRC_Respi registration

Submit an NRC_Respi registration Adelaide.DAmore Wed, 09/13/2023 - 10:46

Send a correction of a registration

Send a correction of a registration

To send a correction of a submitted registration you need to submit the complete record again. An overview of the submitted corrections is available via the HD4DP v2 generic correction form.

The Add corrections function (and button) to a registration form has been discontinued. It is not available anymore, neither via the overview table, nor via the preview page of a registration.

Submitting the complete record again

The preferred way to send a correction is to fill out the complete registration form with the correct values and resubmit it. When you do so, the most recent version of the record that is received by healthdata.be will be considered to be the correct one.

Whether a record qualifies or not is determined by a so-called business key. This is a unique set of values of specific fields per record, such as a combination of the patient ID and the hospitalization date, or the niss code and the sample ID. The business key is created when submitting the original record, and so helps to identify the most recent record received in the healthdata.be database in case of resubmission.

Attention: In case one of the fields that build the business key needs to be corrected, the record that will be resubmitted will have a different business key. Consequently, both records will be considered as correct ones, since there is no identical business key.
You may consider to log a RITM ticket via our Service portal (https://sciensano.service-now.com/sp) to follow-up on this particular case.

There are two options to resubmit a record:

Option 1: Submission via S2S API / CSV Upload

The correction of the values is performed directly in the json or csv file. To resubmit the complete record via the back-end, please refer to the applicable technical documentation pages. The examples shown in the links below are for Pacemaker Primo-Implantation:

  • For submitting the complete record as a .json file via S2S API, go here.
  • For submitting the complete record as a .csv file via CSV Upload, go here.

Option 2: Submission via the HD4DP 2.0 web application

First, you need to access the HD4DP v2 web application, navigate to the study program and select the desired study project in the left dark blue menu. Then, fill out the complete registration form again manually with the correct values. Resubmit the completed registration form.

The previously submitted record will become irrelevant based on the business key.

The generic correction form

The Correction Form you can find in the list of study programmes and study projects in the HD4DP v2 web application contains an overview of all submitted corrections of registrations.

If you want to preview these corrections of registrations, navigate to the study program Correction form and then to the study project Correction form. Finally, select the most recent version.

The corrections of registrations of the different projects will be displayed READ-ONLY in the overview table.

Adelaide.DAmore Tue, 01/02/2024 - 13:42

Registration statuses in HD4DP v2

Registration statuses in HD4DP v2

This article explains the different registration statuses in HD4DP v2.

Statuses are shown in Status column

You can select the columns you want to display via the menu Select visible columns located in the top-right corner:

Select the columns you want to display and click on Apply.

Description of the statuses:

Open: Registration is created and stored. It has not been submitted

Deleted: Registration has been deleted.

Submitted: Registration has been submitted and sent.

Adelaide.DAmore Wed, 09/13/2023 - 10:47

Reset password for HD4DP v2

Reset password for HD4DP v2

After having received your credentials to login to the HD4DP 2.0 application, you can consider to reset the password to one that is easier for you to remember.

Go to URL https://acc.kubes.healthdata.be/, select your organization and click on the Next button.

Fill in your e-mail address and the password you received. Click on the Log in button.

The main HD4DP 2.0 application screen appears. On the left you can see the menu of study programmes and study projects, on the right you have the section in which the relevant registrations will become available.

At the top right of the screen you notice the Reset password link. Click on it.

Reset the password you have received by filling in the password of your preference. Repeat the new password in the verification field and click on the Submit button.

You will be redirected to the main screen, and the password will be automatically reset in the background. You don't need to log in again now.

When logging back in for a next registration session you will have to use your new password.

Jonas.VanBussel Mon, 01/08/2024 - 08:33

Technical manual of the application HD4DP v2

Technical manual of the application HD4DP v2 Adelaide.DAmore Wed, 09/13/2023 - 10:49

Technical user roles in HD4DP v2

Technical user roles in HD4DP v2

IT administrator: An IT administrator has the highest level of all roles and permissions and can:

  1. log in using Active Director;
  2. grant access to Local Study Lead, Local Study Associate and Local Study Support;
  3. select and access all projects;
  4. create, find, update, delete, send (to healthdata.be, MyCareNet and other destinations) and correct a record using the form.io component;
  5. create, update, send and correct a record using the API data collection;
  6. create, update, send and correct a record using CSV upload;
  7. create and send a MyCareNet record using MyCareNet XML;
  8. view all records for all projects;
  9. harvest all records for all projects from the local DWH using the PostgreSQL database.
Adelaide.DAmore Wed, 09/13/2023 - 10:50

HD4DP v2 Installation

HD4DP v2 Installation

HD4DP v2 Local is an application installed on the infrastructure of the Health Care Organisation participating in research projects facilitated by healthdata.be.

The installation of HD4DP v2 Local is executed by the DevOps team of healthdata.be.

Server Installation and Configuration

Installing and configuring the server requires the following actions:

The HD4DP v2 application is more modular and will support scaling up to meet the requirements of the various data collection projects we facilitate. It will offer several micro-services that will run concurrently on the same machine.

The server should therefore require more resources than the one currently hosting the HD4DP 1.0 application. Furthermore, the resources allocated should be increased.  It is therefore on the one hand imperative to use virtualization for the creation of the machine. On the other hand. It is also imperative to store files and make regular backups to a file server.

Below we take up our three categories of organizations sending data to healthdata.be and the resources we recommend allocating to their virtual machine:

  • “Small”: Small data provider.
  • “Medium”: Medium data provider;
  • “Large”: Big data provider.

Finally, we also offer the possibility for each hospital to have an integration server and a production server. Healthdata.be will deploy the new release of the application on the integration server. This will allow you to accept or decline the promotion of a new release of the HD4DP 2.0 application to the production server. This option is highly recommended, but not mandatory.

Therefore, could you answer the question: Do you want to first deploy HD4DP on an integration server? Yes/No. If Yes, Could you provide a server whose label used for specifications is ‘Small’ (following the instructions in section 1 of this mail), that is:

  • Processors number: 1
  • Physical cores/Processor : 8
  • RAM memory : 16 Go
  • Disk space: 100 Go
  • Network Station Mount with Space for Backups
  • Operating System: Linux Ubuntu v18.04
  • Virtualization

Server installation timing

In order to establish the deployment schedule for the HD4DP 2.0 application within your organization, we would like to know when the server could be installed and configured. To this end, could you give us the 2 dates relating to the installation of the server:

  • Starting date ;
  • Finalization date.

Based on these dates, an employee of healthdata.be will regularly monitor the operations linked to the installation of the server.

For any request for information on installing the HD4DP 2.0 server, please send an email to hd-architecture-20@sciensano.be.

Adelaide.DAmore Wed, 09/13/2023 - 10:50

HD4DP v2 Infrastructure instructions

HD4DP v2 Infrastructure instructions

Introduction

This document is written for IT staff / system engineers of data providers and therefore assumes technical knowledge. It acts as a guide through the on-boarding process of HD4DP v2 and covers installation of the server, user configuration, network configuration and remote access.

The order of steps in this document should be respected during execution.

Overview

HD4DP v2 consists of a modular application stack, which allows healthdata.be to seamlessly upgrade individual elements.

An HD4DP v2 deployment comprises of following components:

  • Form.io component
  • MongoDB
  • PostgreSQL
  • Nextgen Connect

As it is the case in HD4DP 1.0, an Encryption Module with a connection to the eHealthBox is still required for HD4DP v2 and must be provided by the data provider.

Network configuration

IP

The HD4DP server needs to be accessible via domain names in DNS, and must have a static IP in your private network.

DNS

The application stack of HD4DP v2 requires four domain names pointing to the IP of the locally installed HD4DP v2 server. Use the following names in your DNS:

  • nextgenconnect.hd4dp.<yourdomain.be>
  • hd4dp.<yourdomain.be>
  • metabase.hd4dp.<yourdomain.be>
  • admin.hd4dp.<yourdomain.be>

Firewall

The following connections should be possible in the firewall flow:

  • To and from (a) machine(s) in your IT department on port 22 for initial configuration and local support.
  • To and from the Encryption Module server. The protocol and ports depend on your local EM implementation. Contact your EM vendor if more information is necessary.
  • Reachable by your staff who uses HD4DP, on ports 80 and 443 for HTTP(s) traffic.
  • To and from the LDAP server (this is not mandatory if you are not using LDAP to authenticate) (port 389 by default)

The healthdata.be proxy server is used as a gateway to the internet for the security of HD4DP servers. The configuration of this proxy server will be provided to you by healthdata.be at a later date.

Server installation

To install the application stack of HD4DP v2, healthdata.be requires a fresh installed operating system, specifically Ubuntu Server 18.04 LTS.

Please use these instructions even if you have previous experience with installing this operating system, as its configuration is specific for healthdata.be.

These instructions assume that the network configuration described in the previous section is completed.

Instructions

HD4DP v2 requires a (virtual) machine running Ubuntu Server 18.04 LTS.

We assume knowledge of loading a .iso file onto a (virtual) machine. Healthdata.be can’t provide instructions for this, as the environment of your center is unknown. Should you have any trouble, however, please contact Healthdata.be support so that we can help out.

Please find the installation steps below.

Installation steps

  1. Download the .iso file from the link below.
    Download Ubuntu Server 18.04 LTS
  2. Create a new (virtual) machine with Linux Ubuntu 64 bit as the OS family
  3. When prompted, select the .iso file downloaded in step 1.
  4. After some time, you will be prompted to select a system language. Select English.
  5. “Keyboard configuration”
    Select your preferred keyboard layout and press enter
  6. “Network Connections”
    Highlight the network interface and press enter. Navigate as follows:
    Edit IPv4 -> Manual -> enter the network details -> save -> Done
  7. Proxy IP -> Leave default/empty.
  8. “Configure Ubuntu Archive Mirror” -> leave default
  9. “File system Setup” -> Use An Entire Disk
  10. Proceed until “Confirm destructive action” -> press continue. The installation process starts, this can take several minutes.
  11. In the meantime, create the user for Healthdata.
    username = healthdata,
    Password = choose a secure password and communicate it to healthdata.be.
  12. Mark “Install OpenSSH server”. This will be used for remote access. “Import SSH Identity” -> no -> done
  13. “Featured Server Snaps” -> Select nothing and press Done.
  14. Wait until installation is finished.

Configuration steps

Connecting to the server

Log into the machine with the healthdata.be user created in the previous section.

Instructions (from a Windows machine):

  1. Install the tool Putty and open the application.
  2. On the configuration screen, enter the following (replace cursive text with the appropriate values)
    • Host Name: healthdata@server_private_ip
    • Port: 22
    • Connection type: SSH
  3. Click Open. Enter the password (you will not see text as you type, you can paste into putty by right-clicking in the terminal).
  4. You should now be logged in and see a prompt  “healthdata@server_name:~$”

Administrator account for internal use

An administrator account for internal use can be created on the HD4DP v2 server.

The configuration of remote access (described below) should not happen on this account, but on the Healthdata.be account.

The internal account can later be used to install and configure OS monitoring software and antivirus software by the internal IT team. For more information, see the section on Antivirus and Monitoring.

(Text with a gray background should be entered as a command in the terminal of the server)

Create the user:

            sudo adduser <username>

Add the user to the sudo group

            sudo usermod -aG sudo <username>

Installation and configuration of the software stack

Healthdata.be support will instruct you when to execute the next step, which is to enable remote access so that Healthdata.be can execute the software installation and configuration.

Backups

The configuration of the HD4DP v2 server is administered by healthdata.be and does not require backups.

HD4DP v2 regularly dumps its databases automatically to the /backup directory on the server. A network storage should be mounted at this location.

Please fill out the infrastructure sheet with the required credentials, domain name/url, protocol… to connect to the network drive. The connection will then be configured by healthdata.be.

Patching and Updates

Healthdata.be configures HD4DP v2 servers to automatically receive recommended security updates. The choice for Ubuntu 18.04 is motivated by the long-term support for this version. Security flaws are rare in this distribution, and security updates are quick and often don’t require a system reboot.

If the IT department of your organization prefers to manage patches, this is possible but not encouraged. Please use the account for internal use created in Section 3 for this purpose.

Antivirus and Monitoring

Most data providers will want to manage their own antivirus and OS monitoring on all machines in their network. Installation of such software on the HD4DP v2 server is allowed, but healthdata.be should be informed about all extra software installed on the server. Additionally, healthdata.be will not provide support for the installation of this software.

Contact information

Adelaide.DAmore Wed, 09/13/2023 - 10:51

HD4DP v2 Infrastructure sheet

HD4DP v2 Infrastructure sheet

The HD4DP v2 Infrastructure Sheet contains information that healthdata.be needs in order to start the insallation of the HD4DP 2.0 Software at your organization.

Below you can find the description of the necessary information:

SERVER CONNECTION

Healthdata.be performs its installation and support tasks remotely (using VPN or remote port forwarding via SSH). Please provide the required credentials.

  • Type of connection (VPN / Remote port forwarding via SSH)
  • Link (IF VPN)
  • Username, token, other (if VPN)
  • Password (if VPN)³
  • Public SSH Key (if remote port forwarding)

³ For security reasons, we advise to communicate passwords to us either by phone, or via a link using a secret-sharing service such as onetimesecret.com.

SERVER MACHINE

  • Server Name
  • Internal IP-Address
  • Ram (in GB)
  • CPU (number of CPU's and number of cores)
  • Disk space (in GB)
  • Username: Healthdata
  • Password ³

³ For security reasons, we advise to communicate passwords to us either by phone, or via a link using a secret-sharing service such as onetimesecret.com.

ATTACHED DRIVE FOR BACKUPS

HD4DP 2.0 regularly performs data dumps for backup purposes. Please provide connection information to a network share volume.

  • Link / IP address
  • Path
  • Username
  • Password ³

³ For security reasons, we advise to communicate passwords to us either by phone, or via a link using a secret-sharing service such as onetimesecret.com.

USER MANAGEMENT

HD4DP can either connect to a LDAP server or use its own application database for performing user authentication and management. Please check the user management mechanism you want to use.

  • LDAP user management : Yes / No
  • Application user management : Yes / No

LDAP configuration (Optional)

If you chose ‘LDAP user management’ as user management mechanism, please provide the following information that allows us to connect to your LDAP system.

  • Connection URL
  • Username
  • Password³

³ For security reasons, we advise to communicate passwords to us either by phone, or via a link using a secret-sharing service such as onetimesecret.com.

SOFTWARE CONFIGURATION

Encryption Module interface

HD4DP communicates with the Encryption Module (EM) either using the file system interface or by calling a REST web service. Please choose which interface HD4DP should use for its communication with the Encryption Module.

Note: if the encryption module is not yet purchased (or developed), HD4DP can already be installed; the EM can then be configured in HD4DP once it is available. Please note that HD4DP 1.x and HD4DP 2.0 cannot use the same EM.

  • REST web service
  • File system

REST web service interface

If you chose to communicate with the Encryption Module using a REST interface, please provide the web service URLs that should be used by HD4DP for its communication with EM.

  • "Outgoing flow URL: Example: http://host:8080/encryptionmodule/send"
  • "Incoming flow URL : Example: http://host:8080/encryptionmodule/receive"

File system interface

  • "Incoming directory: Directory where HD4DP checks for incoming files"
  • "Incoming directory: Directory where HD4DP writes outgoing files"
  • "Incoming directory: Directory to which HD4DP moves successfully processed files"
  • "Incoming directory: Directory to which HD4DP moves unsuccessfully processed files"
Adelaide.DAmore Wed, 09/13/2023 - 10:51

Requirements for the HD4DP installation

Requirements for the HD4DP installation

This documentation details the necessary adaptations to be performed in order to allow the necessary technical accesses and smooth operation of the different healthdata.be platforms and interfaces.

The file is available for download below.

Adelaide.DAmore Wed, 09/13/2023 - 10:52

HD4DP v2 S2S API

HD4DP v2 S2S API

The HD4DP v2 S2S API is a unified Application Programming Interface (API) that will allow participating Healthcare Organizations (HCO) to submit DCDs data to HD4DP2.0 fully automated. In the manual of the application HD4DP v2 we provide detailed information about the S2S API:

Important note: For code fields (fieldType = 'CODE') the id of the codeListValue item must be sent, not the code value or the label. In future releases it will be made possible to also send the code value.

Please read this documentation before its project specific use.

The study project Surveillance Infection Diseases by National Reference Centres Human Microbiology: Respiratory pathogens consists of 1 DCD: 

On the following pages we explain how to submit data for Surveillance Infection Diseases by National Reference Centres Human Microbiology: Respiratory pathogens using the HD4DP v2 S2S API for each section.

This documentation is being updated regularly. We try to provide as correct, complete and clear as possible information on these pages. Nevertheless, if you see anything in the documentation that is not correct, does not match your experience or requires further clarification, please create a request (type : request for information) via our portal (https://sciensano.service-now.com/sp) or send us an e-mail via support.healthdata@sciensano.be to report this documentation issue. Please, do not forget to mention the URL or web address of the page with the documentation issue. We will then adjust the documentation as soon as possible. Thank you!

Adelaide.DAmore Wed, 09/13/2023 - 10:56

S2S API for NRC_Respi

S2S API for NRC_Respi Adelaide.DAmore Wed, 09/13/2023 - 11:09

HD4DP v2 CSV Upload

HD4DP v2 CSV Upload

The CSV upload functionality gives the possibility to import multiple parameters from a set of patients in one time into HD4DP2.0. The csv-file is based on an extract of the electronic patient files and/or other local databases.

Currently there is no user-interface in HD4DP2.0 for uploading csv-files. If a data provider wants to upload a csv-file, the file has to be dropped at a specific location. These files will be picked up and processed periodically. The files should be “final”, meaning that no application is writing to them. The pick-up location will be identical for all registries.

Pre-registry handling will be based on a naming-convention of the csv file.

Refer to the following page(s) for DCD specific CSV Upload documentation.

Adelaide.DAmore Wed, 09/13/2023 - 12:06

CSV Upload for NRC_Respi

CSV Upload for NRC_Respi Adelaide.DAmore Wed, 09/13/2023 - 11:10

Databases

Databases Bart.Servaes Fri, 02/16/2024 - 10:16

Retrieve NRC_Respi data from the local database of HD4DP v2

Retrieve NRC_Respi data from the local database of HD4DP v2

Warning

The person with the login for the local database of "HD4DP v2 local" has access to all the data stored in the database. This means that the personal data of the patients will be VISIBLE to that user.

Requirements

URL Local DWH Database: postgresql://<server_ip>:5432/localdwh. If this is not the case, the IT department hosting HD4DP v2 needs to open the port and allow traffic to this port.

URL NIPPIN Database: postgresql://<server_ip>:5432/nippin

Username/Password: The service desk of healthdata.be will forward, via a secure link, the username and password.

Client: Download one of the clients that support PostgreSQL . A list is available here.

Subnet: Provide us with the subnet from where you will contact the database. The database only accepts incoming traffic of known subnets.

Granted privileges

databaseuserprivileges
localdwhdpuserCONNECT/local_dwhmessage:SELECT/local_dwhmessage_key_value:SELECT/local_dwhmessage_key_value_plus:SELECT
nippindpuserCONNECT/nippin_message:SELECT
Privileges table

"data_collection_name" in local database

  • "data_collection_name" =

Query examples

With the "data_collection_name" and the following information, you will be able to link multiple tables with each other.

  • local_dwhmessage_key_value: Key value table with more information about the registration
  • msg_document_id: document id of your message located in local_dwhmessage table
  • document_id: document id of your registration
  • local_dwhmessage: table where you can find all the registrations
  • local_dwhmessage_key_value_plus: Extra table to define attribute type and value of a key value
  • key_value_id: Key value id linked to the id of the local_dwh_message_key_value
  • local_dwhmessage_key_value:

"local_dwhmessage_key_value" column "msg_document_id" refer to the "document_id" of "local_dwhmessage".

"local_dwhmessage_key_value_plus" column "key_value_id" refer to the id of "local_dwhmessage_key_value".

Query 1: Get all registrations from the last 15 days.

SELECT * from local_dwhmessage WHERE data_collection_name = 'add data_collection_name' and created_on > current_date - interval '15' day;

Query 2: Get all registrations and key value.

SELECT * from local_dwhmessage as ldm left join local_dwhmessage_key_value as ldmkv on ldmkv.msg_document_id = ldm.document_id WHERE ldm.data_collection_name = 'add data_collection_name';

Query 3: Get all registrations, key value and key value plus from.

SELECT * from local_dwhmessage as ldm left join local_dwhmessage_key_value as ldmkv on ldmkv.msg_document_id = ldm.document_id left join local_dwhmessage_key_value_plus as ldmkvp on ldmkvp.key_value_id = ldmkv.id WHERE ldm.data_collection_name = 'add data_collection_name';
Adelaide.DAmore Thu, 02/15/2024 - 15:17

Architecture 2.5

Architecture 2.5 Bart.Servaes Fri, 11/10/2023 - 16:08

Uniformed naming convention

Uniformed naming convention

Change name: 

Create DCD formio naming structure using a general overall naming convention of healthdata projects.

Change Description:

The change is to refactor the formio DCD naming to have a structure as:

HDBPnumberHDBPabbreviationdcdname/abbreviationversionnumber

Where the abbreviation will be used as seen in the column “TX_PROJ_BUS_ABBREV” of the document below, that will be a reference to fill the MDM:

Example 1: 

So for the formio DCDs of the project “Mandatory registration of spine surgery” (full name) it would be something like:

HDBP0240_SPINE_1 and because there is only 1 dcd for the project we do not use a dcd name.

Example 2:
So for the formio DCDs of the project “Pneumology Endobronchial valve” (full name) it would be something like:

HDBP0231_ZEPHYR_ZEPHYR_REPLAC_1
HDBP0231_ZEPHYR_ZEPHYR_PRIM_IMPLT_1

Full example:

dcdname/abbreviation: will be the TX_REG_NAME of the DCD.

form titleform nameform pathcollection name
HDBP0240_SPINEhdbp0240Spine1hdbp0240spine1HDBP0240SPINE1
HDBP0231_ZEPHYR_ZEPHYR_PRIM_IMPLThdbp0231ZephyrZephyrPrimImplt1hdbp0231zephyrzephyrprimimplt1HDBP0231ZEPHYRZEPHYRPRIMIMPLT1

Bart.Servaes Fri, 01/26/2024 - 21:59

Sending code values instead of code IDs in S2S requests

Sending code values instead of code IDs in S2S requests

In the following example we will demonstrate sending code values instead of code IDs. We want, for instance, to send a patient's country and zip code information, more specifically for someone who lives in Brussels, Belgium:

Currently, in the case of fields containing code list elements with S2S submissions, we send the code ID in the body of the message, like so:

"CD_CNTRY_RES": "130349",
"CD_POSTCODE": "4525",

In CSV upload, however, we send the code value of the code object.

From the new Architecture 2.5 onward, we will do so too for S2S submissions using the API. So, for the example above, the new way of sending the same values will be as follows:

"CD_CNTRY_RES": "BE", "CD_POSTCODE": "1000",

The image below shows the relationship between these fields in the database, in the case of the country:

And for the postal code:

The purpose of this change is to stop sending the code IDs in System-to-System and start sending the code values, just like we are doing in the CSV upload. The performance improvements that go along with this result from the fact that the service that returns the code value for a given ID is done through a single request per submission to the MDM, thus saving a lot of time in calls to get these values.

Since the code value is not unique, we need to get the codelist ID of an element, given its key, from a given DCD version ID. This could be summarized for this example as follows:

The key CD_CNTRY_RES on DCD version ID 55 (BSACC Police And Public Prosecutor) has the codelist id 347.
The key CD_POSTCODE on DCD version ID 55 (BSACC Police And Public Prosecutor) has the codelist id 12.

Code Lists and Code Values are agreed upon by IAT and the Researchers. These are sent to DC by IAT via the DCD specifications. A Code ID is the identification of a Code Value in MDM. So how is the translation done?

In the case of sending code IDs, the user calls our services to retrieve the code IDs through requests to our API. In these requests, the user always receives the complete code object, containing not only the code ID, but also the code value. Let’s have a look at an example for the country code (code list 347):

The image shows how we were sending the code ID 130349 in System-to-System and how we can send the code value “BE” in Architecture 2.5, the same way that was done already using the CSV Uploader.

In terms of code, if we were already calling the services to get the code ID, the only thing that is necessary is changing the returned value from CodeID to CodeValue from the same Code object that is returned.

FROM:

mappedCode = codeFieldService.getFieldCode(field.getFieldId(), codeContent).codeId();

TO: 

mappedCode = codeFieldService.getFieldCode(field.getFieldId(), codeContent).codeValue();

That’s the only change needed in the mapping. All the rest remains exactly the same.

For more information, please check our documentation at 1. End-to-End process to submit DCD registrations | docs.healthdata.be

Architecture 2.0 and Architecture 2.5 proxies

Below you find an example of how the service to get a project-result is called in both proxies:

Architecture 2.0

https://hd4dp.acceptance.healthdata.be/proxy/api/installation/project-result?organization-id=120

[{"projectId":4,"dcdId":9,"dcdVersionId":9,"version":1,"formioName":"hdbp0231ZephyrZephyrPrimImplt1"}, {"projectId":4,"dcdId":10,"dcdVersionId":10,"version":1,"formioName":"hdbp0231ZephyrZephyrReplac1"}, {"projectId":4,"dcdId":11,"dcdVersionId":11,"version":1,"formioName":"hdbp0231ZephyrZephyrFllwup1"}, {"projectId":5,"dcdId":12,"dcdVersionId":12,"version":3,"formioName":"hdbp0062BelPstSpineTangoIntake1"}, {"projectId":5,"dcdId":13,"dcdVersionId":13,"version":3,"formioName":"hdbp0062BelPstSpineTangoConservativeTherapy1"}, {"projectId":5,"dcdId":14,"dcdVersionId":14,"version":3,"formioName":"hdbp0062BelPstSpineTangoPatientQuestionnaire1"}, {"projectId":5,"dcdId":15,"dcdVersionId":15,"version":3,"formioName":"hdbp0062BelPstSpineTangoSurgery1"}, {"projectId":6,"dcdId":16,"dcdVersionId":16,"version":1,"formioName":"hdbp0000TestTestDcd011"}, {"projectId":6,"dcdId":17,"dcdVersionId":17,"version":1,"formioName":"hdbp0000TestTestDcd021"}, {"projectId":7,"dcdId":18,"dcdVersionId":18,"version":1,"formioName":"hdbp0386OrthoprideHipOpHipPrimImplt1"}, {"projectId":7,"dcdId":19,"dcdVersionId":19,"version":1,"formioName":"hdbp0386OrthoprideHipOpHipRevis1"}, {"projectId":7,"dcdId":20,"dcdVersionId":20,"version":1,"formioName":"hdbp0386OrthoprideHipOpHipResec1"}, {"projectId":8,"dcdId":21,"dcdVersionId":21,"version":1,"formioName":"hdbp0288OrthoprideKneeOpKneePrimImplt1"}, {"projectId":8,"dcdId":22,"dcdVersionId":22,"version":1,"formioName":"hdbp0288OrthoprideKneeOpKneeRevis1"}, {"projectId":8,"dcdId":23,"dcdVersionId":23,"version":1,"formioName":"hdbp0288OrthoprideKneeOpKneeResec1"}, {"projectId":9,"dcdId":24,"dcdVersionId":24,"version":1,"formioName":"hdbp0048OrthoprideMegaOpMpPrimImplt1"}, {"projectId":9,"dcdId":25,"dcdVersionId":25,"version":1,"formioName":"hdbp0048OrthoprideMegaOpMpRevis1"}, {"projectId":9,"dcdId":26,"dcdVersionId":26,"version":1,"formioName":"hdbp0048OrthoprideMegaOpMpResec1"}, {"projectId":1,"dcdId":1,"dcdVersionId":30,"version":3,"formioName":"hdbp0025HhNsihHhPre3"}, {"projectId":1,"dcdId":2,"dcdVersionId":31,"version":3,"formioName":"hdbp0025HhNsihHhIo3"}, {"projectId":1,"dcdId":3,"dcdVersionId":32,"version":3,"formioName":"hdbp0025HhNsihHhPost3"}, {"projectId":10,"dcdId":27,"dcdVersionId":33,"version":1,"formioName":"hdbp0245TaviTaviImplt1"}, {"projectId":10,"dcdId":28,"dcdVersionId":34,"version":1,"formioName":"hdbp0245TaviTaviFllwup1"}, {"projectId":11,"dcdId":29,"dcdVersionId":35,"version":1,"formioName":"hdbp0000CorrectionForm1"}, {"projectId":13,"dcdId":34,"dcdVersionId":40,"version":2,"formioName":"hdbp0016PacemakerQermidPacemakerPrimoImplantation2"}, {"projectId":13,"dcdId":35,"dcdVersionId":41,"version":2,"formioName":"hdbp0016PacemakerQermidPacemakerAjoutRemplacementElectrode2"}, {"projectId":13,"dcdId":36,"dcdVersionId":42,"version":2,"formioName":"hdbp0016PacemakerQermidPacemakerRemplacement2"}, {"projectId":13,"dcdId":37,"dcdVersionId":43,"version":2,"formioName":"hdbp0016PacemakerQermidPacemakerExplantation2"}, {"projectId":13,"dcdId":38,"dcdVersionId":44,"version":2,"formioName":"hdbp0016PacemakerQermidPacemakerSuivi2"}, {"projectId":14,"dcdId":39,"dcdVersionId":45,"version":3,"formioName":"hdbp0019Bewsd3"}, {"projectId":15,"dcdId":40,"dcdVersionId":46,"version":2,"formioName":"hdbp0012AngioHospitalisatie2"}, {"projectId":15,"dcdId":41,"dcdVersionId":47,"version":2,"formioName":"hdbp0012AngioHospitalisatieMetPci2"}, {"projectId":15,"dcdId":42,"dcdVersionId":48,"version":2,"formioName":"hdbp0012AngioHospitalisatieMetFfr2"}, {"projectId":15,"dcdId":43,"dcdVersionId":49,"version":2,"formioName":"hdbp0012AngioHospitalisatieMetFfrEnPci2"}, {"projectId":15,"dcdId":44,"dcdVersionId":50,"version":2,"formioName":"hdbp0012AngioFollowUpNaPci2"}, {"projectId":16,"dcdId":45,"dcdVersionId":51,"version":1,"formioName":"hdbp0240Spine1"}, {"projectId":17,"dcdId":46,"dcdVersionId":52,"version":4,"formioName":"hdbp0008Crrd4"}, {"projectId":19,"dcdId":48,"dcdVersionId":54,"version":1,"formioName":"hdbp0242BsaccMeBsaccReprt1"}, {"projectId":19,"dcdId":49,"dcdVersionId":55,"version":1,"formioName":"hdbp0242BsaccMeBsaccFuPolce1"}, {"projectId":19,"dcdId":50,"dcdVersionId":56,"version":1,"formioName":"hdbp0242BsaccMeBsaccFuCont1"}, {"projectId":19,"dcdId":51,"dcdVersionId":57,"version":1,"formioName":"hdbp0242BsaccMeBsaccFuReferral1"}, {"projectId":19,"dcdId":52,"dcdVersionId":58,"version":1,"formioName":"hdbp0242BsaccMeBsaccFuMed1"}, {"projectId":19,"dcdId":53,"dcdVersionId":59,"version":1,"formioName":"hdbp0242BsaccMeBsaccFuPsychc1"}, {"projectId":20,"dcdId":54,"dcdVersionId":60,"version":9,"formioName":"hdbp0001Bcfr9"}, {"projectId":21,"dcdId":55,"dcdVersionId":61,"version":3,"formioName":"hdbp0078Pitter3"}, {"projectId":22,"dcdId":56,"dcdVersionId":62,"version":3,"formioName":"hdbp0051Becpr3"}, {"projectId":23,"dcdId":57,"dcdVersionId":63,"version":1,"formioName":"hdbp0037Epilabo1"}, {"projectId":24,"dcdId":58,"dcdVersionId":64,"version":1,"formioName":"hdbp0244RProfildRprofildTreat1"}, {"projectId":24,"dcdId":59,"dcdVersionId":65,"version":1,"formioName":"hdbp0244RProfildRprofildRenewal1"}, {"projectId":25,"dcdId":60,"dcdVersionId":66,"version":1,"formioName":"hdbp0274HartDefibDefibPrimImplt1"}, {"projectId":26,"dcdId":61,"dcdVersionId":67,"version":1,"formioName":"hdbp0056MvoMvoImp1"}, {"projectId":26,"dcdId":62,"dcdVersionId":68,"version":1,"formioName":"hdbp0056MvoMvoFu1"}, {"projectId":25,"dcdId":63,"dcdVersionId":69,"version":1,"formioName":"hdbp0274HartDefibDefibExpl1"}, {"projectId":25,"dcdId":64,"dcdVersionId":70,"version":1,"formioName":"hdbp0274HartDefibDefibRepl1"}, {"projectId":25,"dcdId":65,"dcdVersionId":71,"version":1,"formioName":"hdbp0274HartDefibDefibElect1"}, {"projectId":27,"dcdId":67,"dcdVersionId":72,"version":1,"formioName":"hdbp0000DvrForm1"}]

Architecture 2.5

https://hd4dp.acceptance.healthdata.be/proxy/api/installation/project-result?organization-id=120&dcd-id=49

[{"projectId":19,"dcdId":49,"dcdVersionId":55,"version":1,"formioName":"hdbp0242BsaccMeBsaccFuPolce1"}]

As we can see, using proxy (Architecture 2.0) we have all projects from organization 120, while proxy (Architecture 2.5) returns only one element in its response. This is because the DCD filter in proxy (Architecture 2.5) is done in the database more efficiently, while in the proxy Architecture 2.0 the same filter was done in the code after the service call.
So, the filter is not used in the first call and if Architecture 2.0 calls the same service in Architecture 2.5 without the filter (https://hd4dp.acceptance.healthdata.be/proxy/api/installation/project-result?organization-id=120) it will get exactly the same result.

Architecture 2.0 and Architecture 2.5 proxies tests

CSV Uploader

For the CSV Upload, nothing has changed. So the same inputs are valid for both architectures. Here are the example of some successful tests:

System-To-System

For S2S, as already mentioned, the only difference is that Architecture 2.0 sends Code IDs while Architecture 2.5 sends Code Values. Here are the same tests in both architectures:

Proxy (Architecture 2.0):

Proxy (Architecture 2.5):

As we can see, we have the same request, where the first sends Code IDs and the second sends Code Values; both return a successful response.

Front-end

In the front-end (GUI) everything is received normally as the same request was sent twice. After all, S2S will always send the same request with Code IDs to FormIO.

Data Warehouse

Once again, all the information arrives seamlessly, due to the fact that the FormIO validation already happened in the previous step:

First call (Architecture 2.0):

Second call (Architecture 2.5):

Bart.Servaes Wed, 01/31/2024 - 20:51

MDM Mapping of billing codes for MyCareNet

MDM Mapping of billing codes for MyCareNet

Note: The below described mapping solution only applies to the study project of PACEMAKER.

In Architecture 2.0 the DCD fields related to billing codes for MyCareNet do not contain the billing code as their code value, instead this is just a numerical value, and the code value is only displayed in the label, e.g.:

When then sending key values to localdwh and dwh, the submission will contain a key value as follows:

When generating a message for MyCareNet, however, this same numerical value is used in the message payload. Keeping these numerical values, will generate MyCareNet messages with a incorrect billingcode, in this case <BillingCode>2</BillingCode>.

In Architecture 2.5 an MDM Mapping of billing codes for MyCarenet has been implemented. The value for the key will no longer be a numerical value such as 1,2,3… but an actual billing code. To facilitate this requirement, a new column has been introduced in the MDM to associate the billing code with the correct 13 character value, such as "182932-182943". This billing code will be accepted by MyCareNet.

Bart.Servaes Sat, 01/06/2024 - 19:30

HD4DP v2 Online Acceptance Environment

HD4DP v2 Online Acceptance Environment

Introduction

To support development and validation of data transfers using S2S API or CSV upload, a central Online Acceptance Environment is available for the IT services or IT partners of data providers. It is meant to replace the locally installed acceptance environments at the side of the data providers. With the Online Acceptance Environment the three types of data transfer can be tested and validated: data transfer via an API platform, via an SFTP client and via manual input in the study form.

In order to keep the acceptance environment light, it is rebuilt once a week (every Saturday), automatically removing all data that have been entered for testing. The data are stored locally and will not be sent to Healthdata.be infrastructure. The testing is limited to the upload to the HD4DP v2 application.

Application URLs and port

The Online Acceptance Environment can be found on https://hd4dp.acceptance.healthdata.be, which is a publically accessible URL.

On the homepage you are requested to select your organization from the drop-down list in order to proceed.

Log in with the credentials you have received upon request. The username is test@sciensano.be for all users.

Since the list of organizations to choose from is limited, you might not find your organization in it. In that case we advise you to request your credentials through our service portal at https://sciensano.service-now.com/sp via the Request something tab and subsequently the Request for Information box.

When requesting an account for this acceptance environment you will receive 3 different types of credentials:
⦁ credentials to log in to the front end of the online acceptance environment
⦁ credentials to use the API (-> authorization tab in Postman)
⦁ credentials for the SFTP server you use to test the CSV Upload

Once logged in, the layout looks very familiar: to the left you will find the navigation panel with all running projects and projects that have passed the user acceptance testing (UAT) phase. Note that the list of projects featuring in our Online Acceptance Environment is not filtered out for the organization you have selected.

The data transfer methods

As mentioned above, the Online Acceptance Environment enables the testing of the uploads for the following three types of data transfer. They are described in order of preference underneath:

Data transfer via an API platform

The data are extracted directly from the EPD systems and sent to HD4DP v2 local using S2S API before they are sent to healthdata.be. This transfer method requires the use of an API development platform, such as Postman (freely available).

The endpoint (URL) to send your payload to for testing is

https://hd4dp.acceptance.healthdata.be/proxy/api/dcd/payload/submit

This endpoint is to be completed with some parameters, such as the ID of an organization, the ID of a dcd, the version number:

https://hd4dp.acceptance.healthdata.be/proxy/api/dcd/payload/submit?organization-id=6&dcd-id=18&Version=1

Click on the Send button to post the payload. A succesful submission is indicated with the status message “202 Accepted”. This can also be checked visually in the front end of the Online Acceptance Environment.

The field Data source in the top selection bar indicates whether the data were transferred via S2S API, CSV Upload or manually with HD4DP.

In the production environment records sent through API are sent directly to the healthdata.be infrastructure (status “Submitted” in the Progress field).

Next to posting payloads (POST) you can also retrieve information (GET). Examples of such "calls":

  • The call https://hd4dp.acceptance.healthdata.be/proxy/api/organization (see below) will return an organization id:
  • The call https://hd4dp.acceptance.healthdata.be/proxy/api/dcd/menu/structure?organization-id=6 (see below) will return the menu structure with all projects your organization is registered for.

More information about the API data transfer can be found at https://docs.healthdata.be/documentation/hd4dp-v2-health-data-data-providers/hd4dp-v2-s2s-api

Data transfer via an SFTP client

The csv upload is the second type of data transfer. The data are transferred to an SFTP server and subsequently picked up by the healthdata.be system. This transfer method requires the use of an SFTP client, such as WinSCP (freely available).

The Login window will look somehow as follows:

Herein, you enter Host name (sftp.acceptance.healthdata.be) and Port number (2220).

Credentials for the SFTP folder are shared together with the Front-end and API credentials as described in the section “Navigate to and access the Online Acceptance Environment”.

When logging in to WinSCP, you will need to navigate to the correct csv folder : csv/<project>/<dcd>. Here you need to drag and drop the csv you want to upload from the left panel to the right panel. The CSV file will now be picked up by the polling system of the CSV Uploader, which checks for new CSV files every minute.

The folders Archive and Result will only be created after the first CSV file has been uploaded for testing.

The Result folder shows a log file containing CSV Upload reports. The status Error Count shows technical errors such as incorrect name, code …

CSV files that were uploaded in Architecure 1 can be reused in Architecture 2. Prerequisite for this is the addition of necessary fields that are typical for Architecture 2, e.g.:

  • Author Group (TX_AUTHOR_GR) with the value "Test group"
  • Author (TX_AUTHOR) with the value "test@sciensano.be"
  • Coauthor (TX_COAUTHOR) with the value "test@sciensano.be"

To further facilitate the process of reusing CSV files a mapping table with old and new CSV names is provided.

Next to adding fields, you can also leave out fields, which is indicated in the log file reports as a warning.

Once again the back-end process can be checked in the study forms on the front-end interface. You want to refresh the window to update to the newest status.

More information about the CSV data transfer can be found at https://docs.healthdata.be/documentation/hd4dp-v2-health-data-data-providers/hd4dp-v2-csv-upload.

Manual input in the study form

The third data transfer method is the form entry, carried out manually. For this you can use a common browser such as Google Chrome. This method can also be used to validate data sent via S2S API or CSV Upload.

Adelaide.DAmore Wed, 09/13/2023 - 11:12

Requesting access

Requesting access

A request for access to the online acceptance environment will be made available in the Entity Access Management tool available via eam.healthdata.be. See also https://docs.healthdata.be/EAM

This feature is foreseen to be added to the EAM portal during the summer of 2023. In the meantime or when the EAM portal should be unavailable, you can use the service portal to request access to the online acceptance environment by creating an incident and clearly mentioning you are an IT Department or IT partner of a data provider requesting access to the online acceptance environment.

More information on how to create an incident in the service portal is available on https://docs.healthdata.be/documentation/hd4dp-v2-health-data-data-providers/how-report-incident

You will receive 3 types of credentials:

  • Credentials for the HD4DP2 web form application.
  • Credentials for the API data transfer.
  • Credentials for the SFTP server to upload CSV files.
Adelaide.DAmore Wed, 09/13/2023 - 11:12

Support service for HD4DP v2

Support service for HD4DP v2

The Service Desk of healthdata.be (Sciensano) helps users of our applications and services and deals with requests and problems when they arise.

The Service Desk focuses on those services run by our IT Services (HD4DP, HD4RES, healthstat.be,...) and helps you with accounts and passwords. For questions about the content and objective(s) of the projects, we kindly refer to the managing research organizations.

For most efficient processing of your request, we advise you to use our service portal: https://sciensano.service-now.com/sp.

Please find below our support window hours:

Adelaide.DAmore Tue, 01/09/2024 - 15:35

How to report an incident

How to report an incident

The healthdata.be service (Sciensano) processes each incident report according to a Standard Operating Procedure (SOP). A public version of this SOP "HD Incident Management Process" is also available on this portal docs.healthdata.be.

To submit an incident related to projects and applications in production and facilitated or managed by Sciensano's healthdata.be service, you must first log into the HD Service and Support portal: https://sciensano.service-now.com/sp.

After the login step, you will arrive at the main page of the portal.

On the main page, you must select "Get Help".

A new page with the title "Create an incident" will appear.

You can now document your incident or problem by providing the following information:

Please indicate the urgency of resolving your issue based on its criticality to the business.

Please indicate the type of problem you are experiencing.

When the problem type "Application" is selected, two additional fields appear: "Project Name" and "Application".

Please select the appropriate information.

Please describe clearly and briefly (1 sentence) the subject of your problem.

Please describe the problem in detail. The following aspects are important for us to understand and solve the problem:

  • a description of the actions you want to perform but fail to perform (e.g. provide us with a field name, a validation rule, a button, etc.)
  • a description (if possible) of the sequential steps you follow to use the service or the application of healthdata.be for which you need support;
  • a brief description of the technical problem you are experiencing (e.g. error messages)

We strongly recommend that you add a screenshot describing the problem (IMPORTANT: do not provide us with patient data!).

You can add the screenshot by clicking on "Add attachments".

On the right side of the form, the mandatory information items of the incident form are listed. When these fields are completed, their names disappear from the "required information" box.

The form can only be submitted if all required fields are filled in, by pressing the green "Submit" button.

If all required fields have not been completed, a warning message will appear at the top of the form.

In addition, missing mandatory fields will be highlighted in green.

When the incident form has been successfully submitted, a preview of your submission appears in a new screen.

On the right side of the screen you will find the details, including the incident number.

On the left side of the screen, you will find a chronology of your incident processing, starting with your creation.

Adelaide.DAmore Tue, 01/09/2024 - 15:36

The NRC_Respi data and project monitoring

The NRC_Respi data and project monitoring Adelaide.DAmore Wed, 09/13/2023 - 11:18

General description of the application HD4RES v2

General description of the application HD4RES v2

What?

The component HD4RES v2 can be seen as a monitoring tool that provides researchers who are managing a research project on the healthdata.be platform a set of (non scientific) operational reports. The first reports foreseen by healthdata.be are:

  • Count of study records in the different components of healthdata.be (HD4DP v2 Local, HD4DP v2 web, HD DWH Staging, HD DWH CDW, HD DWH Exploitation, ...)
  • Count of unique study subjects in the different components of healthdata.be
  • Count of unique study subjects in multiple studies available at the healthdata.be platform
  • List of data providers (organisations) for the research project
  • List of data providers (individuals) for the research project
  • List of data users (organisations) on the healthdata.be platform
  • List of data users (individuals) on the healthdata.be platform
  • Status of all technical components of healthdata.be used for the research project
  • List of incidents related to the research project
  • List of requests related to the research project

In its current form, HD4RES v2 is a collection of data tables accessible via the SAS eGuide component at the data warehouse of healthdata.be. It is thus integrated in the core of the research environment. In a next stage, the data tables will be visualized using the SAS Visual Analytics component at the data warehouse. While a predefined set of visualizations will be offered by healthdata.be, the researcher will be able to create and execute workflows for interactive reporting and exploration.

In contrast with HD4RES v1, HD4RES v2 is not a communication tool with the data providers to verify the quality of the submitted data. This functionality is now only available in the Data Validation Tool of the healthdata.be platform.

Who?

The HD4RES v2 component is only accessible by researchers formally involved in the management of a research project on the healthdata.be platform.

Where?

The component HD4RES v2 is part of the data warehouse environment of the healthdata.be platform.

When?

The HD4RES v2 component is available as of Thursday 20th of October 2022 and can be accessed 24/7/365.

How?

This documentation is being updated regularly. We try to provide as correct, complete and clear as possible information on these pages. Nevertheless, if you see anything in the documentation that is not correct, does not match your experience or requires further clarification, please create a request (type : request for information) via our portal (https://sciensano.service-now.com/sp) or send us an e-mail via support.healthdata@sciensano.be to report this documentation issue. Please, do not forget to mention the URL or web address of the page with the documentation issue. We will then adjust the documentation as soon as possible. Thank you!

Adelaide.DAmore Wed, 09/13/2023 - 11:20

HD4RES v1 versus HD4RES v2

HD4RES v1 versus HD4RES v2

HD4RES v1

HD4RES v1 is an application developed by healthdata.be Sciensano that allows the manager of a specific data collection project to communicate with the data provider without knowing the identification of the patient. Data are sent to the central HD4RES application via eHealth. A mechanism of encryption is put in place assuring that nobody has access to the patient identifier and medical information except the data provider.


Position of HD4RES v1 (red block) in Architecture 1.0

The researcher receives the data in the software component HD4RES where he/she can monitor the status of his/her data collection, check the data and, if necessary, ask additional questions to the data provider, e.g. regarding the quality of the data.

To this end, healthdata.be sends a message back to the data provider via ehBox coding. This contains the encrypted data, together with the medical-scientific data that are encrypted with respect to the data provider. eHealth-platform takes care of the decryption of the encrypted data and delivers the data to the data provider.

The challenge for healthdata.be in Architecture 1 was that all healthcare organizations and all healthcare professionals should be able to provide data in a structured and encoded way to the researcher. The records collected from the data providers could follow many itineraries, making monitoring a complex matter.

HD4RES v2

The main objective of HD4RES v2 is to simplify HD4RES.

Like in Architecture 1.0, the researcher will be able to monitor the Architecture 2.0 dataflow end-to-end. The feedback loop, however, will be taken out of HD4RES v2 and will be integrated into the Quality Control tool. The application HD4RES as such disappears and becomes a block SAS eGuide in DWH that takes over that function.

HD4RES v2 has now become a mere monitoring tool offering researchers an overview and status of all (external and internal) dataflows for his/her project only, as well as an overview of all HD4DP v2 and healthstat.be accounts for his/her project only.

Equally, the dataflow from ServiceNow on incidents and requests is only made visible to researchers for projects in which they are involved.

This documentation is being updated regularly. We try to provide as correct, complete and clear as possible information on these pages. Nevertheless, if you see anything in the documentation that is not correct, does not match your experience or requires further clarification, please create a request (type : request for information) via our portal (https://sciensano.service-now.com/sp) or send us an e-mail via support.healthdata@sciensano.be to report this documentation issue. Please, do not forget to mention the URL or web address of the page with the documentation issue. We will then adjust the documentation as soon as possible. Thank you!

Adelaide.DAmore Wed, 09/13/2023 - 11:20

Position of HD4RES v2 in HD Architecture 2.0

Position of HD4RES v2 in HD Architecture 2.0

The application HD4RES v2 is one of the components of the broader data collection and management architecture managed by the healthdata.be service of Sciensano. Below you can find a high level view of that data collection and management architecture (version 2). The HD4RES v2 component (red block) is part of the datawarehouse environment of healthdata.be.

This documentation is being updated regularly. We try to provide as correct, complete and clear as possible information on these pages. Nevertheless, if you see anything in the documentation that is not correct, does not match your experience or requires further clarification, please create a request (type : request for information) via our portal (https://sciensano.service-now.com/sp) or send us an e-mail via support.healthdata@sciensano.be to report this documentation issue. Please, do not forget to mention the URL or web address of the page with the documentation issue. We will then adjust the documentation as soon as possible. Thank you!

Adelaide.DAmore Wed, 09/13/2023 - 11:21

Dataflow description of the application HD4RES v2

Dataflow description of the application HD4RES v2

The component HD4RES v2 is a monitoring tool on several operational processes relevant for the researcher. As a result, HD4RES v2 receives data from very diverse applications and environments, within and outside the healthdata.be platform.

Count of study records in the different components of healthdata.be

There are many different components of healthdata.be that contain study records. Outside the healthdata.be platform, study records are available in :

  • HD4DP v2 Local
  • HD4DP v2 web
  • HD4Patient
  • HERA platform
  • BioIT platform (Integration)
  • NRC platform (Integration)

These external components are monitored by a tool (HD4DevOps) used for the real time monitoring of the technical status and operations within these components. The HD4DevOps component also collects counts (aggregated and thus anonymously) of records in these external components. The monitoring by this component, however, is not possible in HD4RES v1 Local since this component is not configured to gather data in the new Architecture 2 setup.

Study records are also available in following internal components of the healthdata.be platform:

  • HD Integration
  • HD DWH Staging
  • HD DWH CDW
  • HD DWH Exploitation

The HD4RES2 component collects on a daily basis the counts (aggregated and thus anonymously) of records in these internal components and consolidates them with the counts collected by HD4DevOps component.

The publication of the Count of study records in the different components of healthdata.be is currently under development and thus not yet available in HD4RES v2.

Count of unique study subjects in the different components of healthdata.be

There are many different components of healthdata.be that contain information about the study subjects (either nominatively or pseudonomized). Outside the healthdata.be platform, this information is available in :

  • HD4DP v2 Local
  • HD4DP v2 web
  • HD4Patient
  • HERA platform
  • NRC platform (Integration)

These external components are monitored by a tool (HD4DevOps) used for the real time monitoring of the technical status and operations within these components. The HD4DevOps component also collects counts (aggregated and thus anonymously) of unique study subjects in these external components. The monitoring by this component, however, is not possible in HD4RES v1 Local since this component is not configured to gather data in the new Architecture 2 setup.

Study records are also available in following internal components of the healthdata.be platform:

  • HD Integration
  • HD DWH Staging
  • HD DWH CDW
  • HD DWH Exploitation

The HD4RES2 component collects on a daily basis the counts ( aggregated and thus anonymously) of unique study subjects in these internal components and consolidates them with the counts collected by HD4DevOps component.

The publication of the Count of unique study subjects in the different components of healthdata.be is currently under development and thus not yet available in HD4RES v2.

Count of unique study subjects in multiple studies available at the healthdata.be platform

The publication of the Count of unique study subjects in multiple studies available at the healthdata.be platform is currently under development and thus not yet available in HD4RES v2.

List of data providers (organisations) for the research project

The publication of the list of data providers (organisations) for the research project is currently under development and thus not yet available in HD4RES v2.

List of data providers (individuals) for the research project

The publication of the List of data providers (individuals) for the research project is currently under development and thus not yet available in HD4RES v2.

List of data users (organisations) on the healthdata.be platform

The publication of the list of data users (organisations) on the healthdata.be platform is currently under development and thus not yet available in HD4RES v2.

List of data users (individuals) on the healthdata.be platform

The publication of the list of data users (individuals) on the healthdata.be platform is currently under development and thus not yet available in HD4RES v2.

Status of all technical components of healthdata.be used for the research project

There are many different components managed by healthdata.be both inside and outside the healthdata.be platform:

  • HD4DP v2 Local
  • HD4DP v2 web
  • HD4Patient
  • HERA platform
  • BioIT platform (Integration)
  • NRC platform (Integration)
  • HD Integration
  • HD DWH Staging
  • HD DWH CDW
  • HD DWH Exploitation
  • HD MDM
  • healthstat.be
  • fair.healthdata.be
  • eam.healthdata.be
  • docs.healthdata.be

These components are monitored by a tool (HD4DevOps) used for the real time monitoring of the technical status and operations within these components. The HD4DevOps component collects information like availability and performance of these services.

The HD4DevOps component provides the availability statistics to the HD4RES2 component so that they are available for the researchers.

The publication of the status of all technical components of healthdata.be used for the research project is currently under development and thus not yet available in HD4RES v2.

List of incidents related to the research project

The healthdata.be service (Sciensano) processes each incident report according to a standard operating procedure (SOP). To submit an incident related to projects and applications in production and facilitated or managed by healthdata.be, users create a ticket in the HD Service and Support portal.

Healthdata.be uses the application ServiceNow for its service and support portal. This application is provided in an external public cloud environment. Healthdata.be extracts on a daily basis all incidents recorded in it's portal, and integrates this information in the data warehouse of the healthdata.be platform. On a daily basis, an extract is published in HD4RES v2.

List of requests related to the research project

The healthdata.be service (Sciensano) processes each request according to a standard operating procedure (SOP). To submit an request related to projects, applications and services, users create a ticket in the HD Service and Support portal.

Healthdata.be uses the application ServiceNow for its service and support portal. This application is provided in an external public cloud environment. Healthdata.be extracts on a daily basis all requests recorded in it's portal, and integrates this information in the data warehouse of the healthdata.be platform. On a daily basis, an extract is published in HD4RES v2.

The publication of the list of requests related to a research project is currently under development and thus not yet available in HD4RES v2.
This documentation is being updated regularly. We try to provide as correct, complete and clear as possible information on these pages. Nevertheless, if you see anything in the documentation that is not correct, does not match your experience or requires further clarification, please create a request (type : request for information) via our portal (https://sciensano.service-now.com/sp) or send us an e-mail via support.healthdata@sciensano.be to report this documentation issue. Please, do not forget to mention the URL or web address of the page with the documentation issue. We will then adjust the documentation as soon as possible. Thank you!

Adelaide.DAmore Wed, 09/13/2023 - 11:21

How to request an account for HD4RES v2

How to request an account for HD4RES v2

To request access to the component HD4RES v2 of the healthdata.be platform, you first need to log in to the HD Service and Support portal. This portal is available via following URL: https://sciensano.service-now.com/sp

After the log in step, you will arrive at the main page of the portal.

On the main page, you have to select "Request Something"

A new page with the titles of the different types of requests will appear.

Select the box "Request Access to a HD Application".

new page with the titles of the Request Access to a HD Application will appear.

You can now document your incident or problem by providing following information:

Please provide the details of the person who requires access rights: First Name, Last Name, Email address, Mobile Phone number.

Please select the project for which access rights are required:

Please indicate for which applications access rights are required:

Please indicate whether the project already obtained an authorization from the information Security Committee Social Security & Health?

Please provide the period for which access is requested:

You can optionally provide specific remarks regarding the access request:

If available, please upload additional documents relevant for this request for access

On the right side of the form, the required information elements of the Request form are listed. When these fields are completed, these field names will disappear in the "required information" box.

Only if all required fields are completed , a form can be submitted, by pressing the green "Submit" button.

If not all required fields were completed, a warning message will appear on top of the form.

Also, the missing required fields will be highlighted in green.

When the request form was successfully submitted, an overview of your submission will appear in an new screen.

On the right of the screen, you will find the details , including the Request number.

On the left of the screen, you will find a timeline of the handling your request, starting with your creation.

This documentation is being updated regularly. We try to provide as correct, complete and clear as possible information on these pages. Nevertheless, if you see anything in the documentation that is not correct, does not match your experience or requires further clarification, please create a request (type : request for information) via our portal (https://sciensano.service-now.com/sp) or send us an e-mail via support.healthdata@sciensano.be to report this documentation issue. Please, do not forget to mention the URL or web address of the page with the documentation issue. We will then adjust the documentation as soon as possible. Thank you!

Adelaide.DAmore Wed, 09/13/2023 - 11:22

How to access HD4RES v2

How to access HD4RES v2

Follow the required steps underneath to get access to HD4RES v2.

Login into the healthdata platform

The healthdata platform is accessible through website https://remote.healthstat.be
Login using the received user credentials:

During the login process an SMS Passcode is received on your mobile phone (from 8645), enter this SMS Passcode in the next screen:

* The PASSCODE will also be send to the e-mail address if not entered in the screen within 2 minutes.

Start the SAS Enterprise Guide application

After providing the PASSCODE, install the Citrix Receiver by clicking on ‘Detect Receiver’:

* This step will only appear upon the initial setup.

Selecting ‘APPS’ from the top menu displays the available applications:

Click on the ‘SAS Enterprise Guide’ icon to start the application:

Open the data table

In SAS Enterprise Guide, the data table is accessible via the ‘Servers’ window, located at the bottom left.

Open the path Servers >> SASAppRES >> Libraries >> HD4RES2

The tables currently stored in the library are:

  • V_HDM_SNOW_INCDNT (incident life-cycle)

Open the data table by double clicking its name:

Change the column width

Extend the column width if needed (similar to Excel):

Put the cursor on the right side of the column title cell, move the cursor to the appropriate width, or double-click to extend to max width:

Querying the table

On the top left of the table you’ll have point-and-click interface to query the table: Filter and Sort

Exit the table

To exit the table right close button (‘X’) at the top right corner of the table.

Close the SAS Enterprise Guide application

Upon finishing the visualization or querying you can close the SAS Enterprise Guide application.

 

Adelaide.DAmore Wed, 09/13/2023 - 11:22

HD4RES v2 Data tables

HD4RES v2 Data tables

In its current form, HD4RES v2 is a collection of data tables accessible via the SAS eGuide component at the data warehouse of healthdata.be. It is thus integrated in the core of the research environment. In a next stage, the data tables will be visualized using the SAS Visual Analytics component at the data warehouse. While a predefined set of visualizations will be offered by healthdata.be, the researcher will be able to create and execute workflows for interactive reporting and exploration.

The data tables are not created for each research project separately. HD4RES v2 offers a view based on the master data table on which Row-Column Access Control (RCAC) has been applied to grant access to the researcher to only the records related to his/her project.

The following data tables are foreseen by healthdata.be:

Adelaide.DAmore Wed, 09/13/2023 - 11:22

List of incidents

List of incidents

The healthdata.be service (Sciensano) processes each incident report according to a standard operating procedure (SOP). A public version of this SOP "HD Incident Management Process" is also available on this portal docs.healthdata.be.

To submit an incident related to projects and applications in production and facilitated or managed by Sciensano's healthdata.be service, users can submit a ticket in the HD Service and Support portal.

The researchers have access to the list of incidents related to their project. This list is available in a data table in HD4RES v2.

In SAS Enterprise Guide, the data table is accessible via the ‘Servers’ window, located at the bottom left.

First open the following path Servers >> SASAppRES >> Libraries >> HD4RES2

Then, open the following table "V_HDM_SNOW_INCDNT" (incident life-cycle)

This data table contains the following fields:

SNOW db fieldHD4RES2 column namesDescription
NumberIDC_INCIDENT_NUMBERUnique number that is created once the incident is submitted (INCxxxxxx)
StateTX_STATEThe state in which the incident is at that moment :
- New : the ticket is not handled yet
- Work in progress : incident is being worked on
- On hold : the IT-colleague is waiting for info from another party to continue
- Resolved : the incident is resolved. The caller can reopen the incident if not satisfied, within 14 days.
- Closed : ticket cannot be reopend anymore
CallerTX_CALLER_IDThe person who has submitted the incident
ServiceT_U_SVCThe projectname on which the incident is created. Reflects on incidents opened before January 14, 2022. After this date, this field is replaced by the field 'Related Project Name'
CategoryTX_CATThe category to which the incident is related (data transfer, infrastructure, application, account, other)
SubcategoryTX_SUBCATEGORYDepending on the category, the type of subcategory will appear that has been chosen.
For example : if categroy=application, the list of applications will appear
Related Project NameTX_U_RELATED_PROJ_NAMThe name of the project (full name, abbreviation and projectcode)
OpenedDT_OPENED_ATThe date and time when the incident was opened
UpdatedDT_SYS_UPD_ONThe date and time when the incident was last updated with comments, change of state, …
Short descriptionTX_SHORT_DESCA short description of the incident
Customer CommunicationTX_COMMENTSCommunication that has been sent to or received from the caller
OrganisationTX_COMPThe organization to which the caller belongs, if filled in in the profile of the caller
Assignment groupTX_ASSIGNMENT_GRThe team that is handling the incident. The person of this team that works on the incident, is visible in the portal.
Due dateDT_DUE_DATEThe person working on the incident can plan his work by filling in this field.
--none--CD_PROJ_BUSThe internal project business code (HDBPxxxx)
--none--TX_PROJ_BUS_ABBREVProject business abbreviation
This documentation is being updated regularly. We try to provide as correct, complete and clear as possible information on these pages. Nevertheless, if you see anything in the documentation that is not correct, does not match your experience or requires further clarification, please create a request (type : request for information) via our portal (https://sciensano.service-now.com/sp) or send us an e-mail via support.healthdata@sciensano.be to report this documentation issue. Please, do not forget to mention the URL or web address of the page with the documentation issue. We will then adjust the documentation as soon as possible. Thank you!

Adelaide.DAmore Wed, 09/13/2023 - 11:23

List of requests

List of requests

The healthdata.be service (Sciensano) processes each request according to a standard operating procedure (SOP). A public version of this SOP "HD Request Management Process" is also available on this portal docs.healthdata.be.

To submit a request related to projects and applications in production and facilitated or managed by Sciensano's healthdata.be service, users can submit a ticket in the HD Service and Support portal.

The researchers have access to the list of requests related to their project. This list is available in a data table in HD4RES v2.

In SAS Enterprise Guide, the data table is accessible via the ‘Servers’ window, located at the bottom left.

First open the following path Servers >> SASAppRES >> Libraries >> HD4RES2

Then, open the following table "V_HDM_SNOW_REQ_ITEM" (incident life-cycle)

This data table contains the following fields:

SNOW db fieldHD4RES2 column namesDescription
NumberIDC_REQ_ITEM_NUMBERUnique number that is created once the request is submitted (RITMxxxxxx)
StateTX_STATEThe state in which the request is at that moment:
- Open: ticket is open but has not yet been assigned to a group to begin work
- Work in progress: ticket is being worked on
- Pending: the ticket has been placed on-hold and is awaiting action before work can recommence
- Closed complete: ticket has been closed and the work has been completed
- Closed incomplete: ticket has been closed and the work has not been completed
- Closed skipped: ticket has been closed and no work was carried out
CallerTX_REQD_FORThe person who has submitted the request
CategoryTX_CAT_ITEMThe category to which the incident is related (Access to a HD Application, Information about HD, Infrastructure by HD, New project with HD, Request Access to a HD Application,
Request for information about HD, Request for infrastructure by HD, Request for new project with HD)
Related Project NameTX_U_RELATED_PROJ_NAMThe name of the project (full name, abbreviation and projectcode)
OpenedDT_OPENED_ATThe date and time when the request was opened
UpdatedDT_SYS_UPD_ONThe date and time when the request was last updated with comments, change of state, …
Short descriptionTX_SHORT_DESCA short description of the request. As from the 22th of December 2022 the field reflects the appropriate request short description.
Describe the information you needTX_DESCA detailed description of the request. As from the 22th of December 2022 the field reflects the appropriate request description.
Customer CommunicationTX_COMMENTSCommunication that has been sent to or received from the caller
OrganisationTX_COMPThe organization to which the caller belongs, if filled in in the profile of the caller
Assignment groupTX_ASSIGNMENT_GRThe team that is handling the incident. The person of this team that works on the incident, is visible in the portal.
Due dateDT_DUE_DATEThe person working on the request can plan his work by filling in this field.
--none--CD_PROJ_BUSThe internal project business code (HDBPxxxx)
--none--TX_PROJ_BUS_ABBREVProject business abbreviation
This documentation is being updated regularly. We try to provide as correct, complete and clear as possible information on these pages. Nevertheless, if you see anything in the documentation that is not correct, does not match your experience or requires further clarification, please create a request (type : request for information) via our portal (https://sciensano.service-now.com/sp) or send us an e-mail via support.healthdata@sciensano.be to report this documentation issue. Please, do not forget to mention the URL or web address of the page with the documentation issue. We will then adjust the documentation as soon as possible. Thank you!

Adelaide.DAmore Wed, 09/13/2023 - 11:24

Count of study records

Count of study records

This data table is currently in development by the healthdata.be team.

This documentation is being updated regularly. We try to provide as correct, complete and clear as possible information on these pages. Nevertheless, if you see anything in the documentation that is not correct, does not match your experience or requires further clarification, please create a request (type : request for information) via our portal (https://sciensano.service-now.com/sp) or send us an e-mail via support.healthdata@sciensano.be to report this documentation issue. Please, do not forget to mention the URL or web address of the page with the documentation issue. We will then adjust the documentation as soon as possible. Thank you!

Adelaide.DAmore Wed, 09/13/2023 - 11:24

Count of unique study subjects

Count of unique study subjects

Introduction

The purpose of the data table described below is to provide an up-to-date and end-to-end view on the operational dataflow of their project. The obtained metrics on the number of study records and unique study subjects consolidated on a daily base in the HD4RES2 application aims to fulfill this requirement.

Data table: V_HDM_REC_SUBJ_CNT

The researchers have access to a view on the number of study records and unique study subject related to their project. Those figures are available in the data table V_HDM_REC_SUBJ_CNT in HD4RES2 application.

In SAS Enterprise Guide, the data table is accessible via the ‘Servers’ window, located at the bottom left.

First open the following path Servers >> SASAppRES >> Libraries >> HD4RES2

Then, open the following table "V_HDM_REC_SUBJ_CNT"

This data table contains the following fields:

RequestedFieldNameDescription
HDBP_codeCD_PROJ_BUSHD internal business project code (HDBPxxxx)
HDBP_nameTX_PROJ_BUS_NAMEProject business name
HDBP_abbreviationTX_PROJ_BUS_ABBREVProject business abbreviation
HCO_NIDHICodeTX_DATA_PROV_VALNIDHI data provider code
HCO_nameTX_DATA_PROV_NAMENIDHI data provider name
HD4DP_MASTER_CHILD(not yet implemented)HD4DP user type (technically) of the Health Care Organisation:
'Master' = Data provider has his own instance of HD4DP2
'Child' = Data provider uses the HD4DP instance of a Master
HD4DP_MASTER_HCO_NIDHICode (not yet implemented) Master NIDHI data provider code
HD4DP_MASTER_HCO_name (not yet implemented) Master NIDHI data provider name
HD_ARCH(not yet implemented)
HD_ARCH_componentTX_ARCH_COMPONENTDatabase component/DWH layer
HD4DP_record_status (not yet implemented)
Count_DateD_COUNTDatepart of the metrics calculation made at the end of the day
Count (records)MS_RECSCount of the total number of study records
Count_New (records)MS_NEW_RECSNew number of study records as from previous date and time
Count (subjects)MS_UNQ_SUBJCount of unique study subject/patient
Count_New (subjects)MS_NEW_UNQ_SUBJNew number of study subject/patient as from previous date and time

Reference table: V_HDM_MAP_TBL_PROJ

As business projects/data collections often led to the creation of several data tables the figures are resulting from the consolidation of the most representative business project data tables. Consequently those data tables must be treated with respect to their own functional and structural properties.

To this end, researchers may consult an additional data table V_HDM_MAP_TBL_PROJ related to their project on the HD4RES2 application which describes the content and rules applied on each data table by business project.

In SAS Enterprise Guide, the data table is accessible via the ‘Servers’ window, located at the bottom left.

First open the following path Servers >> SASAppRES >> Libraries >> HD4RES2

Then, open the following table "V_HDM_MAP_TBL_PROJ"

FieldNameDescriptionUsed for dimension
TX_SCHEMA_NAMSchema location of the data table HD_ARCH_component
TX_TBL_NAMTable name of the data table
TX_REG_NAMHD internal DWH register nameHDBP_code
CD_PROJ_BUSHD Project business code (HDBPxxxx) HDBP_code
TX_PROJ_BUS_NAMEHD Project business code name
TX_PROJ_BUS_ABBREVHD Project business abbreviation
TX_SQL_DP_TPE Field or SQL statement used to identify the type of the data providerHCO_NIDHICode
TX_SQL_DP_VALField or SQL statement used to identify the data providerHCO_NIDHICode
TX_SQL_SUBJField or SQL statement used to identify the study subject
FL_INCL_METRIC_CNT_REC_PATFlag which indicates whether the table contributes toward the calculation of the metrics:
1, 2 => included in the figures calculation
0 => explicitly excluded from the calculation
null => implicitly excluded from the calculation
DT_VALID_FROMTimestamp as from when above properties are applicable
DT_VALID_TOTimestamp as to when above properties are discarded

Calculation of the study records:

One study record is defined as one record in a data table.

Therefore the delivered figures corresponds to the sum of number of records of each data tables as used as defined in the reference table V_HDM_MAP_TBL_PROJ. One must understand that the figures have no other purpose than to provide a synthetic technical count on the number of records available by provided dimensions.
The figures have by no means any scientific value and shouldn't be used in any context other then the metrics project.

Calculation example code:
A hypothetical Business project (HDBP000n) is made of three data tables, two stored in the STG layer and one in the CDW layer. The total study records are calculated as follow on the latest available data :

select 'HDBP000n' as HDBP_code,HD_ARCH_component,HCO_NIHDI_code,
sum(total_table_records) as total_study_records
from (
select 'STG' as HD_ARCH_component, assigned-rules as HCO_NIHDI_code,
count(*) as total_table_records
from STG.datatable1
group by HD_ARCH_component,HCO_NIHDI_code
union all
select 'STG' as HD_ARCH_component, assigned-rules HCO_NIHDI_code,
count(*) as total_table_records
from STG.datatable2
group by HD_ARCH_component,HCO_NIHDI_code
union all
select 'CDW' as HD_ARCH_component, assigned-rules as HCO_NIHDI_code,
count(*) as total_table_records
from CDW.datatable3
group by HD_ARCH_component,HCO_NIHDI_code
) as hdbp
group by HDBP_Code,HD_Arch_component,HCO_NIHDI_code

Calculation of the unique study subjects:

One study subject is defined as the entity for which data has been collected. Depending the data collection most of the time a study subject represent the patient.

Therefore the delivered figures corresponds to the sum of all uniquely identified subjects over the complete set of data tables by provided dimensions. One must understand that the figures have no other purpose than to provide a synthetic technical count on the number of subjects available at the level - and only at the level - of the provided dimensions. All summarization over less dimensions combination are erroneous and Healthdata.be neither DWH-team can be held responsible for any misuse of the obtained figures.
The figures have by no means any scientific value and shouldn't be used in any context other then the metrics project.

Calculation example code:
A hypothetical business project is made of three data tables, two in STG and one in CDW. In all three tables the patient field has been identified as IDC_PAT. The total unique study subject are calculated as follow on the latest available data :

select 'HDBP000n' as HDBP_code,HD_ARCH_component,HCO_NIHDI_code,
count(distinct study_subject) as total_unq_subject
from (
select distinct 'STG' as HD_ARCH_component, assigned-rules as HCO_NIHDI_code,
IDC_PAT as study_subject
from STG.datatable1
union
select distinct 'STG' as HD_ARCH_component, assigned-rules HCO_NIHDI_code,
IDC_PAT as study_subject
from STG.datatable2
union
select distinct 'CDW' as HD_ARCH_component, assigned-rules as HCO_NIHDI_code,
IDC_PAT as study_subject
from CDW.datatable3
) as hdbp
group by HDBP_Code,HD_Arch_component,HCO_NIHDI_code
This documentation is being updated regularly. We try to provide as correct, complete and clear as possible information on these pages. Nevertheless, if you see anything in the documentation that is not correct, does not match your experience or requires further clarification, please create a request (type : request for information) via our portal (https://sciensano.service-now.com/sp) or send us an e-mail via support.healthdata@sciensano.be to report this documentation issue. Please, do not forget to mention the URL or web address of the page with the documentation issue. We will then adjust the documentation as soon as possible. Thank you!

Adelaide.DAmore Wed, 09/13/2023 - 11:25

Count of unique study subjects in multiple studies

Count of unique study subjects in multiple studies

Introduction

As the reduction of administrative burden at side of data providers is part of Healthdata’s mission. Knowing the number of patients (study subjects) in their own study project that are in multiple study projects supported by healthdata.be (and thus available at data warehouse of healthdata.be), facilitates the reuse of data collected, instead of starting a new data collection to obtain that same information.

Based on the provided solution the client can decide whether it is feasible or not to link its own study project with other projects (i.c. “there are enough unique study subjects that are in both study projects”).

Linking of databases increases the reuse of data, reduces the need to start new data collections, and thus contributes to the reduction of administrative burden of the data providers. It is also less expensive compared with the creation of new data collections.

Through the HD4RES2 application Heathdata delivers a data table on daily bases which aims to provide the necessary insight on the business project common study subject. Those figures are available in the data table V_HDM_COMMON_SUBJ detailed below.

Data table: V_HDM_COMMON_SUBJ_CNT


In SAS Enterprise Guide, the data table is accessible via the ‘Servers’ window, located at the bottom left.

First open the following path Servers >> SASAppRES >> Libraries >> HD4RES2

Then, open the following table "V_HDM_COMMON_SUBJ_CNT"

This data table contains the following fields:

LabelFieldNameDescription
HDBP1_codeCD_PROJ_BUSHD business project code (HDBPxxxx) of the base project
HDBP1_nameTX_PROJ_BUS_NAMEHD Project business name of the base project
HDBP1_abbreviationTX_PROJ_BUS_ABBREVHD Project business abbreviation of the base project
HDBP2_code CD_PROJ_BUS2HD business project code (HDBPxxxx) of the compared project
HDBP2_name TX_PROJ_BUS2_NAME Project business name of the compared project
HDBP2_abbreviation TX_PROJ_BUS2_ABBREV Project business abbreviation of the compared project
HD_ARCH_componentTX_ARCH_COMPONENTDatabase component/DWH layer
Count_DateD_COUNTDatepart of the metrics calculation timestamp (at 23:59:59)
CountMS_COMMON_SUBJCount of the total number of study records in common between the base and compared project
Count_NewMS_NEW_ COMMON_SUBJ New number of common study subjects as from previous date and time

Reference table: V_HDM_MAP_TBL_PROJ

As business projects/data collections often led to the creation of several data tables the figures are resulting from the consolidation of the most representative business project data tables. Consequently those data tables must be treated with respect to their own functional and structural properties.

To this end, researchers may consult an additional data table V_HDM_MAP_TBL_PROJ related to their project on the HD4RES2 application which describes the content and rules applied on each data table by business project.

In SAS Enterprise Guide, the data table is accessible via the ‘Servers’ window, located at the bottom left.

First open the following path Servers >> SASAppRES >> Libraries >> HD4RES2

Then, open the following table "V_HDM_MAP_TBL_PROJ"

FieldNameDescriptionUsed for dimension
TX_SCHEMA_NAMSchema location of the data table HD_ARCH_component
TX_TBL_NAMTable name of the data table
TX_REG_NAMHD internal DWH register nameHDBP_code
CD_PROJ_BUSHD Project business code (HDBPxxxx) HDBP_code
TX_PROJ_BUS_NAMEHD Project business code name
TX_PROJ_BUS_ABBREVHD Project business abbreviation
TX_SQL_DP_TPE Field or SQL statement used to identify the type of the data providerHCO_NIDHICode
TX_SQL_DP_VALField or SQL statement used to identify the data providerHCO_NIDHICode
TX_SQL_SUBJField or SQL statement used to identify the study subject
FL_INCL_METRIC_CNT_REC_PATFlag which indicates whether the table contributes toward the calculation of the metrics:
1, 2 => included in the figures calculation
0 => explicitly excluded from the calculation
null => implicitly excluded from the calculation
DT_VALID_FROMTimestamp as from when above properties are applicable
DT_VALID_TOTimestamp as to when above properties are discarded

Calculation of common study subject

One study subject is defined as the entity for which data has been collected. Depending the data collection most of the time a study subject represent the patient.

Because of the respect for privacy it is important to understand that each data collection set of data tables were build in such a way that it has been made impossible to users to link data of the same patient from different data collections. Consequently it will be impossible to reproduce the same figures as the table provides.

For every new eHealth patient identification key a new identification key PER patient and PER data collection is created. Because access to different data collections does not imply access to a combination of them, this eHealth identification key has been hidden from all the users of the data collections. Consequently to deliver the requested metric, we have at our disposal a table not accessible to the users, which provide the link between the initial eHealth patient identification and the data collection specific identification.

This documentation is being updated regularly. We try to provide as correct, complete and clear as possible information on these pages. Nevertheless, if you see anything in the documentation that is not correct, does not match your experience or requires further clarification, please create a request (type : request for information) via our portal (https://sciensano.service-now.com/sp) or send us an e-mail via support.healthdata@sciensano.be to report this documentation issue. Please, do not forget to mention the URL or web address of the page with the documentation issue. We will then adjust the documentation as soon as possible. Thank you!

Adelaide.DAmore Wed, 09/13/2023 - 11:25

List of data providers (organizations)

List of data providers (organizations)

This data table is currently in development by the healthdata.be team.

This documentation is being updated regularly. We try to provide as correct, complete and clear as possible information on these pages. Nevertheless, if you see anything in the documentation that is not correct, does not match your experience or requires further clarification, please create a request (type : request for information) via our portal (https://sciensano.service-now.com/sp) or send us an e-mail via support.healthdata@sciensano.be to report this documentation issue. Please, do not forget to mention the URL or web address of the page with the documentation issue. We will then adjust the documentation as soon as possible. Thank you!

Adelaide.DAmore Wed, 09/13/2023 - 11:26

List of data providers (individuals)

List of data providers (individuals)

This data table is currently in development by the healthdata.be team.

This documentation is being updated regularly. We try to provide as correct, complete and clear as possible information on these pages. Nevertheless, if you see anything in the documentation that is not correct, does not match your experience or requires further clarification, please create a request (type : request for information) via our portal (https://sciensano.service-now.com/sp) or send us an e-mail via support.healthdata@sciensano.be to report this documentation issue. Please, do not forget to mention the URL or web address of the page with the documentation issue. We will then adjust the documentation as soon as possible. Thank you!

Adelaide.DAmore Wed, 09/13/2023 - 11:27

List of data users (organizations)

List of data users (organizations)

This data table is currently in development by the healthdata.be team.

This documentation is being updated regularly. We try to provide as correct, complete and clear as possible information on these pages. Nevertheless, if you see anything in the documentation that is not correct, does not match your experience or requires further clarification, please create a request (type : request for information) via our portal (https://sciensano.service-now.com/sp) or send us an e-mail via support.healthdata@sciensano.be to report this documentation issue. Please, do not forget to mention the URL or web address of the page with the documentation issue. We will then adjust the documentation as soon as possible. Thank you!

Adelaide.DAmore Wed, 09/13/2023 - 11:27

List of data users (individuals)

List of data users (individuals)

This data table is currently in development by the healthdata.be team.

This documentation is being updated regularly. We try to provide as correct, complete and clear as possible information on these pages. Nevertheless, if you see anything in the documentation that is not correct, does not match your experience or requires further clarification, please create a request (type : request for information) via our portal (https://sciensano.service-now.com/sp) or send us an e-mail via support.healthdata@sciensano.be to report this documentation issue. Please, do not forget to mention the URL or web address of the page with the documentation issue. We will then adjust the documentation as soon as possible. Thank you!

Adelaide.DAmore Wed, 09/13/2023 - 11:28

Status technical components

Status technical components

This data table is currently in development by the healthdata.be team.

This documentation is being updated regularly. We try to provide as correct, complete and clear as possible information on these pages. Nevertheless, if you see anything in the documentation that is not correct, does not match your experience or requires further clarification, please create a request (type : request for information) via our portal (https://sciensano.service-now.com/sp) or send us an e-mail via support.healthdata@sciensano.be to report this documentation issue. Please, do not forget to mention the URL or web address of the page with the documentation issue. We will then adjust the documentation as soon as possible. Thank you!

Adelaide.DAmore Wed, 09/13/2023 - 11:29

Support Services for HD4RES v2

Support Services for HD4RES v2

The Service Desk of healthdata.be (Sciensano) helps users of our applications and services and deals with requests and problems when they arise.

The Service Desk focuses on those services run by our IT Services (HD4DP, HD4RES, healthstat.be,...) and helps you with accounts and passwords. For questions about the content and objective(s) of the projects, we kindly refer to the managing research organizations.

For most efficient processing of your request, we advise you to use our service portal: https://sciensano.service-now.com/sp.

Please find below our support window hours:

Adelaide.DAmore Wed, 09/13/2023 - 11:29

How to report an incident

How to report an incident

The service healthdata.be (Sciensano) processes each report of an incident according to a Standard Operating Procedure (SOP). A public version of this SOP "HD Incident Management Process" is also available on this docs.healthdata.be portal.

To submit an incident related to the projects and applications that are in production, and facilitated or managed by the service healthdata.be of Sciensano, you first need to log in to the HD Service and Support portal.

After the log in step, you will arrive at the main page of the portal.

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On the main page, you have to select "Get Help"

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A new page with the title "Create Incident" will appear.

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You can now document your incident or problem by providing following information:

Please indicate the urgency your problem needs to be resolved according to its business criticality.

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Please indicate the type of problem you are experiencing.

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When the problem type "Application" is selected, two extra fields appear: "Project name" and "Application".

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Please select the appropriate information.

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Please describe clearly and briefly (1 sentence) the subject of your problem.

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Please describe in detail the problem. Following aspects are important for us to understand and to solve the problem:

  • a description of the actions you want to perform but fail to accomplish (Ex: provide us field name, validation rule, button, etc.);
  • a description (if possible) of the sequential steps you take to use the healthdata.be service or application you need support for;
  • a brief description of the technical problem you are experiencing (e.g. error messages)
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We highly recommend to add a screenshot describing the problem (IMPORTANT: do not provide us patient data!).

You can add the screenshot by pressing "Add attachments"

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On the right side of the form, the required information elements of the Incident form are listed. When these fields are completed, these field names will disappear in the "required information" box.

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Only if all required fields are completed , a form can be submitted., by pressing the green "Submit" button.

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If not all required fields were completed, a warning message will appear on top of the form.

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Also, the missing required fields will be highlighted in green.

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When the incident form was successfully submitted, an overview of your submission will appear in an new screen.

On the right of the screen, you will find the details , including the Incident number.

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On the left of the screen, you will find a timeline of the handling your incident, starting with your creation.

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Adelaide.DAmore Wed, 09/13/2023 - 11:29

Submit a request for information about HD4RES v2

Submit a request for information about HD4RES v2

To request information about the HD4RES v2 component of the healthdata.be platform, you first need to log in to the HD Service and Support portal: https://sciensano.service-now.com/sp.

After te login step, you will arrive at the main page of the portal.

On the main page select "Request something".

new page with the different types of request will appear.

Select the box "Request for information about HD".

A new page with the titles of the Request for information about HD will appear.

You can now document your request by providing following information:

Provide a short and clear description of your request for information (1 sentence).

Provide a detailed description of your request for information.

If available, please upload additional documents relevant for this request for information about HD.

On the right side of the form, the required information elements of the request form are listed. When these fields are completed, these field names will disappear in the "required information" box.

Only after all required fields have been completed, a form can be submitted by selecting the green Submit button.

If not all required fields were completed a warning message will appear on top of the form.

Also the missing required fields will be highlighting in green.

When the request form was successfully submitted, an overview of your request will appear in a new screen.

On the right of the screen, you will find the details , including the Request number

On the left of the screen, you will find a timeline of the handling your request, starting with your creation.

Adelaide.DAmore Wed, 09/13/2023 - 11:30

Support Service of healthdata.be

Support Service of healthdata.be

The Service Desk of healthdata.be (Sciensano) helps users of our applications and services and deals with requests and problems when they arise.

The Service Desk focuses on those services run by our IT Services (HD4DP, HD4RES, healthstat.be,...) and helps you with accounts and passwords. For questions about the content and objective(s) of the projects, we kindly refer to the managing research organizations.

For most efficient processing of your request, we advise you to use our service portal: https://sciensano.service-now.com/sp.

Please find below our support window hours:

Adelaide.DAmore Wed, 09/13/2023 - 11:31

How to report an incident

How to report an incident

The healthdata.be service (Sciensano) processes each incident report according to a Standard Operating Procedure (SOP). A public version of this SOP "HD Incident Management Process" is also available on this portal docs.healthdata.be.

To submit an incident related to projects and applications in production and facilitated or managed by Sciensano's healthdata.be service, you must first log into the HD Service and Support portal: https://sciensano.service-now.com/sp.

After the login step, you will arrive at the main page of the portal.

On the main page, you must select "Get Help".

A new page with the title "Create an incident" will appear.

You can now document your incident or problem by providing the following information:

Please indicate the urgency of resolving your issue based on its criticality to the business.

Please indicate the type of problem you are experiencing.

When the problem type "Application" is selected, two additional fields appear: "Project Name" and "Application".

Please select the appropriate information.

Please describe clearly and briefly (1 sentence) the subject of your problem.

Please describe the problem in detail. The following aspects are important for us to understand and solve the problem:

  • a description of the actions you want to perform but fail to perform (e.g. provide us with a field name, a validation rule, a button, etc.)
  • a description (if possible) of the sequential steps you follow to use the service or the application of healthdata.be for which you need support;
  • a brief description of the technical problem you are experiencing (e.g. error messages)

We strongly recommend that you add a screenshot describing the problem (IMPORTANT: do not provide us with patient data!).

You can add the screenshot by clicking on "Add attachments".

On the right side of the form, the mandatory information items of the incident form are listed. When these fields are completed, their names disappear from the "required information" box.

The form can only be submitted if all required fields are filled in, by pressing the green "Submit" button.

If all required fields have not been completed, a warning message will appear at the top of the form.

In addition, missing mandatory fields will be highlighted in green.

When the incident form has been successfully submitted, a preview of your submission appears in a new screen.

On the right side of the screen you will find the details, including the incident number.

On the left side of the screen, you will find a chronology of your incident processing, starting with your creation.

Adelaide.DAmore Wed, 09/13/2023 - 11:31

Submit a request for information about HD

Submit a request for information about HD

To request information about the healthdata.be platform, you first need to log in to the HD Service and Support portal: https://sciensano.service-now.com/sp.

After the login step, you will arrive at the main page of the portal.

On the main page select "Request something".

new page with the different types of request will appear.

Select the box "Request for information about HD".

A new page with the titles of the Request for information about HD will appear.

You can now document your request by providing following information:

Provide a short and clear description of your request for information (1 sentence).

Provide a detailed description of your request for information.

If available, please upload additional documents relevant for this request for information about HD.

On the right side of the form, the required information elements of the request form are listed. When these fields are completed, these field names will disappear in the "required information" box.

Only after all required fields have been completed, a form can be submitted by selecting the green Submit button.

If not all required fields were completed a warning message will appear on top of the form.

Also the missing required fields will be highlighting in green.

When the request form was successfully submitted, an overview of your request will appear in a new screen.

On the right of the screen, you will find the details , including the Request number

On the left of the screen, you will find a timeline of the handling your request, starting with your creation.

Adelaide.DAmore Wed, 09/13/2023 - 11:32

Email security policy

Email security policy

WHAT IS THE PROBLEM?

Sciensano blocks e-mails from organizations if the configuration of their e-mail and/or DNS services allow potential abuse by spammers/attackers. More specifically, if the configuration enables other senders to impersonate your organisation by allowing them to mimic your organization’s e-mail “Header From”.

In other words, they can send phishing and spam mails that cannot be distinguished from genuine mails from your organization.

If you’re responsible for managing your ICT infrastructure, keep reading. If not, pass this message on to your ICT department or to the ICT service that’s managing your ICT infrastructure.

HOW TO SOLVE IT?

You’ll have to verify that your configuration complies with “Sender Alignment” security requirements.
More specifically, your mail services and DNS will have to be configured according to ICT standards.

These configurations are common, well-documented and supported by hosting companies. Some useful links:

We’ve noticed that this issue frequently occurs in organizations which moved their ICT infrastructure to cloud services such as Microsoft (O365), Amazon, Google, and MS Azure without properly configuring the ICT infrastructure which is not managed by these providers.

The configurations and recommendations need to be implemented on the customer’s ICT infrastructure, either internally or externally. DNS and Mail services are the main ICT platforms for these actions.

THE USE OF DIFFERENT DOMAINS IN THE MAIL SENDING PROCESS

E-mails contain an “Envelope From” and a “Header From”. Both need to match to avoid that the mail is blocked.

Some examples:

  1. A public service is using its new domain name in the “Header From” and its old domain name in the “Envelope From”.
  • Envelope From = noreply@publicservice.fgov.be
  • Header From = noreply@publicservice.belgium.be

➔ These e-mails will be blocked.

Remark: Because it’s a noreply address, the sender will not even be aware of us rejecting the e-mail …

2. An organization is using a cloud service (Freshservice) for its helpdesk tool and the “Envelope From” has not been customised.

• EnvelopeFrom = bounces+us.3.52773-helpdesk=organisation.be@emailus.freshservice.com
• Header From = helpdesk@organisation.be

➔ These e-mails will be blocked.

3. A company uses a cloud service (Amazon SES) to send the delivery notification and the “Envelope From” has not been customized.

  • Envelope From = 01020188573f374-96de6437-9134-45f4-8aa6-3e9ac18d5848-000000@euwest-1.amazonses.com
  • Header From = noreply@company.be

➔ These e-mails will be blocked.

Adelaide.DAmore Wed, 09/13/2023 - 11:32

Archive

Archive

Amongst other information, this section contains Architecture 1.0 components after migration to Architecture 2.0.

Adelaide.DAmore Wed, 09/13/2023 - 11:32