Surveillance of infectious diseases in children by paediatricians and GPs: Congenital Rubella Syndrome

Surveillance of infectious diseases in children by paediatricians and GPs: Congenital Rubella Syndrome

Welcome to the technical documentation pages for the project "Surveillance of infectious diseases in children by paediatricians and GPs: Congenital Rubella Syndrome (PEDISURV_RUBELLA)", 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!

manager Tue, 09/05/2023 - 08:56

General PEDISURV_RUBELLA project information

General PEDISURV_RUBELLA project information

Project name

Surveillance of infectious diseases in children by paediatricians and GPs: Congenital Rubella Syndrome

Project abbreviation

PEDISURV_RUBELLA

Project code

HDBP0301

Primary organization that oversees implementation of project

  • Sciensano

Partner organization participating in project

  • Not available

Organization that commissioned this project

  • Agence pour une Vie de Qualité (AVIQ)
  • Commission communautaire commune de la région de Bruxelles-Capitale (COCOM)
  • Zorg en Gezondheid (ZG)

Organization providing monetary or material support

  • Agence pour une Vie de Qualité (AVIQ)
  • Commission communautaire commune de la région de Bruxelles-Capitale (COCOM)
  • Zorg en Gezondheid (ZG)
  • National Institute for Health and Disability Insurance (RIZIV-INAMI)

Brief project description

The World Health Organization (WHO) identified a number of targets for vaccine preventable disease control. A goal of global eradication of poliomyelitis has been set and a strategic plan for eliminating measles and rubella infection exists for some of the WHO Regions. The European Region of WHO has been certified polio-free in June 2002 and elimination of measles and rubella in the Region is targeted by 2015. Prior to stopping polio immunization, it will be necessary to certify the absence of wild poliovirus circulation from every country in the world. For a region to be certified polio-free, each country needs to demonstrate the absence of wild poliovirus transmission for at least three consecutive years in the presence of excellent surveillance. In order to ensure that wild polioviruses do not circulate and any newly imported virus is rapidly detected, children with limb weakness of sudden onset are tested to rule out poliovirus in acute flaccid paralysis (AFP). Poliomyelitis is a mandatory reportable disease in Belgium, but up to 2002, there was no surveillance system for AFP. Surveillance of measles in Belgium occurred through a sentinel network of General Practitioners up to 2000. With incidence of measles decreasing to low levels, the sentinel network of GPs was considered inappropriate to assure further surveillance and surveillance of measles stopped.

In order to fulfil the criteria of the World Health Organisation for certification of polio-free status, and to implement WHO recommendations regarding measles elimination, a surveillance system of AFP and measles in Belgium was set up in October 2002. A steering committee with representatives from paediatric associations, the Communities and the WIV-ISP decides on the criteria and diseases being included in the surveillance system. Rubella surveillance was stopped in December 2004. In October 2005 Invasive pneumococcal disease (IPD) surveillance was added to monitor the impact of the pneumococcal conjugated vaccine. In January 2007 congenital rubella syndrome (CRS) was added assure further surveillance of rubella. Haemolytic Uremic Syndrome (HUS) was added in March 2009 to monitor incidence and cases associated with Enterohemorrhagic. From October 2009 until April 2010 surveillance of Pandemic H1N1 influenza was carried out. From November 2011 until October 2012 surveillance of varicella cases was carried out.

Following the success of the British Paediatric Surveillance Unit (BPSU) for surveillance of rare paediatric diseases, the same methodology has been adopted to set up a surveillance system in Belgium in October 2002, using a monthly reporting system of several rare paediatric conditions: AFP, measles, mumps and rubella. Surveillance is carried out by paediatricians covering the whole country. Since vaccine coverage for the first dose of measles vaccine in Brussels is the lowest in Belgium, general practitioners for the Brussels Capital Region have also been invited to participate in the surveillance. Reporting is done on a voluntary base, through an Internet website or by returning a form by mail in the first week of each month. Zero reporting is requested to assess cases that are not reported by omission. Doctors reporting a case receive a (web based) questionnaire to collect epidemiological data. Surveillance is completed by information on laboratory confirmed cases reported by a nationwide network of sentinel laboratories and the National Reference Centres and cases reported by the health inspectors of the communities.

Regulatory framework of this project

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

johanvanbussel Thu, 08/31/2023 - 15:05

The PEDISURV_RUBELLA data collection

The PEDISURV_RUBELLA 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

Ongoing

Periodicity of the data collection

Continuous

johanvanbussel Tue, 08/01/2023 - 14:19

The PEDISURV_RUBELLA Data Collection Definition (HDBP0301)

The PEDISURV_RUBELLA Data Collection Definition (HDBP0301)

In the file below you can find the Data Collection Definition (DCD) of the project PEDISURV_RUBELLA. 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.

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 Tue, 01/30/2024 - 11:08

The PEDISURV_RUBELLA Dataflow Description

The PEDISURV_RUBELLA Dataflow Description

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

Step 1. (Automatic) data export from systems of data provider towards HD4DP v1 and prefill of forms if not complete.

Step 2. Manual registration (de novo or completion) of data in form component of HD4DP v1.

Step 3. Transfer of patient identifiers and registry data from HD4DP v1 towards eHBox messaging client of HCO (HCO UM/EM)

Step 4. Transfer of patient identifiers and registry data from eHBox messaging client of HCO (HCO UM/EM) towards TTP service of eHealth.

Step 5. Transfer of pseudonymized patient identifiers and registry data from TTP service of eHealth towards eHBox messaging client of HD (HD UM/EM)

Step 6. Transfer of pseudonymized patient identifiers and registry data from eHBox messaging client of HD (HD UM/EM) to HDRES v1

Step 7. Transfer of pseudonymized patient IDs and registry variables from HD4RES v1 towards Data Validation environment on HD DHW.

johanvanbussel Tue, 08/01/2023 - 14:19

Future PEDISURV_RUBELLA Dataflow Description

Future PEDISURV_RUBELLA Dataflow Description

Below we describe (high level) the PEDISURV_RUBELLA 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 Tue, 08/01/2023 - 14:20

HD4DP v1

HD4DP v1

Please be advised that HD4DP v1 will be replaced by HD4DP v2 in the near future.

The exact date of when the project will be available in HD4DP v2 will be communicated well in advance.

johanvanbussel Thu, 08/10/2023 - 11:48

General description of the application HD4DP v1

General description of the application HD4DP v1

HD4DP v1 ("healthdata.be for data providers") is a local application accessible via web browser developed by healthdata.be (Sciensano) and installed at the site of the data provider (healthcare organizations). This application allows the data provider to extract data from the primary system and map that data into one or more data collections (if possible).

Clinical information that cannot be provided by the primary systems can be provided manually in the ‘prefilled’ form view of the Data Collection Definition (DCD).

The (form view of the) Data Collection Definitions (DCDs) are managed centrally via a metadata catalogue.

Adelaide.DAmore Thu, 06/29/2023 - 14:35

User manual of the application HD4DP v1

User manual of the application HD4DP v1

An extensive user manual, for both participating healthcare organizations and their IT service providers, is available on this docs.healthdata.be portal: https://docs.healthdata.be/hd4dp-v1.

Adelaide.DAmore Thu, 06/29/2023 - 14:36

Request account for HD4DP v1

Request account for HD4DP v1

To access the HD4DP v1 application, you need an account, a username and a password. If you do not have an account, you can request one by following the steps below. If you have an account, follow the "sign in" instructions at the end of this page.

  • Open the link for the HD4DP v1 application. You will see this screen:
  • Click on the Request account link on the login page.
  • Fill out the request form:
    • Enter a username, first name, last name and e-mail address
    • Select the organization and data collection(s)
    • Fill in the Requester e-mail field if a person requests an account for a third person
    • Submit the request user the Request button 
  • Confirmation e-mails are sent to the person for whom the account was requested as well as the requester, if the field "Requester e-mail" was filled.
  • The approval or rejection for the user account is confirmed by mail. Depending on your organization, this could take a few hours.
    • This action will be done by an HD4DP v1 administrator in your organization 
    • The confirmation mail will include all the necessary information to log in

Sign in

Logging in to the HD4DP v1 application is done in 3 steps:

  • Enter your username and password​ in the appropriate fields
  • Select the correct organization
  • Click on "Log in"
johanvanbussel Thu, 06/29/2023 - 14:36

Create a registration in HD4DP v1

Create a registration in HD4DP v1

The Data Collection view leads a user to the existing registers. A user can start collecting data from this view.

Creating and submitting a registration consists of 4 steps:

  • Select the register for creating a registration.
  • Click on "New registration" button.
  • Fill in the registration form and save or submit the registration
  • Save the registration temporarily if needed. The status of the record will be "Open" for saved registrations.​
  • Submit the registration if  no validation errors present. The status of the registration will change to "Sending".
  • When the record has been processed, the status will change to "Submitted".

As soon as a registration is sent, the "status confirmation" column will show "Pending".

  • ​It shows "OK" once the registration has arrived, and "NOK" if the registration did not arrive within 48 hours. If the status is "NOK", the software will automatically try to resend the registration up to 10 days after the initial submission.
  • For the statuses "Sending","Corrections needed" and "Approved" the status confirmation will be empty because the registration has not yet been submitted.
  • A registration can be "Reopened" if needed as long as the status of the registration is "Submitted".
johanvanbussel Thu, 06/29/2023 - 14:36

Change a registration in HD4DP v1

Change a registration in HD4DP v1

A user can modify and complete a registration in four steps:

  • Select the register from which you wish to modify one or more registration(s).
  • Click on the registration to be changed, and complete the form in full. The status of the record is then:
    • Open for registrations saved manually or by uploading a csv file
    • Corrections needed for registrations with errors
  • Save registration temporarily if necessary. Record status becomes Open for stored registrations.
  • Send the registration if there are no more validation errors.
    • Registration status changes to Sending
  • When the record is processed, the status changes to Submitted.

Once a registration is sent, the message Pending appears in the status confirmation column.

  • When the registration is received, the message OK appears; if the registration is not received within 48 hours, the message NOK appears. With the status "NOK", the software will automatically try to send the registration up to 10 days after the initial submission.
  • For the statuses Sending, Corrections needed and Approved, the status confirmation is empty because the registration has not yet been sent.
  • A registration can be Reopened if necessary, as long as the status of the registration is "Submitted".
johanvanbussel Thu, 06/29/2023 - 16:06

Delete a registration in HD4DP v1

Delete a registration in HD4DP v1

Only registrations with status Open or Corrections needed can be deleted.

The following steps are required to delete the registration:

  • Select the record and version for which you wish to delete a registration
  • Select the registration(s) you wish to delete
  • Select the Actions button and select the Delete registrations option
  • Select Yes to confirm
johanvanbussel Thu, 06/29/2023 - 14:37

Technical manual of the application HD4DP v1

Technical manual of the application HD4DP v1 Adelaide.DAmore Thu, 06/29/2023 - 14:37

HD4DP v1 csv upload

HD4DP v1 csv upload

For the sake of consistency within the project navigation the titles of the respective components have been translated in NL and FR. The content, however, is only available in English. Please select the EN language button in the top-right corner of your screen, when you are still in the NL or FR environment.

johanvanbussel Thu, 08/10/2023 - 11:52

Een csv-bestand creëren voor HD4DP v1

Een csv-bestand creëren voor HD4DP v1

For the sake of consistency within the project navigation the titles of the respective components have been translated in NL and FR. The content, however, is only available in English. Please select the EN language button in the top-right corner of your screen, when you are still in the NL or FR environment.

johanvanbussel Thu, 08/10/2023 - 11:53

CSV download and upload for stable data

CSV download and upload for stable data

Before starting a new data collection based on stable data of another data collection, you need to finalize the data collection which serves as the starting point of your new data collection cf. article "Finalize the data collection"

To start the new data collection select the new version in the Data collection section. In this case v3. 

Click the button "Go to the participation page":

  • Click on ‘Participate’:
  • The Start date in the Participation status will be updated and access to the new version is completed and the user can return to the Data Collection section:
  • Once the previous data collection is finalized and the new one has been started, you can download data from the first version and add those to the next version. 
  • Go to the Registrations tab:
  • Download the data by using the Download button "CSV Download All (Stable Data)":

When everything is downloaded, you can start uploading by Using the upload center.

Adelaide.DAmore Thu, 06/29/2023 - 14:38

HD4DP v2

HD4DP v2 Adelaide.DAmore Thu, 06/29/2023 - 14:39

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 Thu, 06/29/2023 - 14:40

Position of HD4DP v2 in HD Architecture 2.0

Position of HD4DP v2 in HD Architecture 2.0
Adelaide.DAmore Thu, 06/29/2023 - 14:40

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 Thu, 06/29/2023 - 14:40

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 - 13:02

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 Sun, 01/07/2024 - 13:04

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 Thu, 06/29/2023 - 14:45

Navigate to the PEDISURV_RUBELLA project

Navigate to the PEDISURV_RUBELLA project Adelaide.DAmore Tue, 08/01/2023 - 14:20

Create a PEDISURV_RUBELLA registration

Create a PEDISURV_RUBELLA registration Adelaide.DAmore Tue, 08/01/2023 - 14:20

Find a PEDISURV_RUBELLA registration

Find a PEDISURV_RUBELLA registration Adelaide.DAmore Tue, 08/01/2023 - 14:20

Update a PEDISURV_RUBELLA registration

Update a PEDISURV_RUBELLA registration Adelaide.DAmore Tue, 08/01/2023 - 14:20

Delete a PEDISURV_RUBELLA registration

Delete a PEDISURV_RUBELLA registration Adelaide.DAmore Tue, 08/01/2023 - 14:21

Submit a PEDISURV_RUBELLA registration

Submit a PEDISURV_RUBELLA registration Adelaide.DAmore Tue, 08/01/2023 - 14:21

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 Thu, 06/29/2023 - 14:56

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 Sun, 01/07/2024 - 15:38

Technical manual of the application HD4DP v2

Technical manual of the application HD4DP v2

For the sake of consistency within the project navigation the titles of the respective components have been translated in NL and FR. The content, however, is only available in English. Please select the EN language button in the top-right corner of your screen, when you are still in the NL or FR environment.

Adelaide.DAmore Thu, 06/29/2023 - 14:57

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 Thu, 06/29/2023 - 15:05

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: Ubuntu LTS v22.04
  • 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 Thu, 06/29/2023 - 15:06

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.

If you need more informationor have any questions, feel free to contact us.

Overview

HD4DP v2 consists of a modular application stack, which allows Healthdata 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 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 at a later date.

Server installation

To install the application stack of HD4DP v2, Healthdata requires a fresh installed operating system, specifically Ubuntu Server 22.04 LTS.

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

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

Instructions

HD4DP v2 requires a (virtual) machine running Ubuntu Server 22.04 LTS.

We assume knowledge of loading an .iso file onto a (virtual) machine. Healthdata can’t provide instructions for this, as the environment of your center is unknown. Should you have any trouble, however, please contact Healthdata 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 22.04 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.
  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 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 Healthdata 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 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 can execute the software installation and configuration.

Backups

The configuration of the HD4DP v2 server is administered by Healthdata 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.

Patching and Updates

Healthdata configures HD4DP v2 servers to automatically receive recommended security updates. The choice for Ubuntu 22.04 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 Server installation 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 should be informed about all extra software installed on the server. Additionally, Healthdata will not provide support for the installation of this software.

Contact information

https://support.healthdata.be

Email: support.healthdata@sciensano.be

Phone: +32 2 793 01 42 

Adelaide.DAmore Thu, 06/29/2023 - 15:06

HD4DP v2 Infrastructure sheet

HD4DP v2 Infrastructure sheet

The HD4DP v2 Infrastructure Sheet contains information that healthdata.be needs in order to start the installation 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.

  • 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 Thu, 06/29/2023 - 15:10

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.

Jonas.VanBussel Thu, 08/03/2023 - 10:14

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 PEDISURV_RUBELLA consists of one DCD: 

On the following pages we explain how to submit data for PEDISURV_RUBELLA 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 Tue, 08/01/2023 - 14:35

S2S API for PEDISURV_RUBELLA

S2S API for PEDISURV_RUBELLA

Documentation for System 2 System API on Architecture 2.0

Description of the service

API is the acronym for Application Programming Interface, which is a software intermediary that allows two applications to talk to each other.

In this case, the API is used to have the system of the Data Providers communicate with the system of HealthData.

The S2S API is a unified API that will allow clients (Data Providers) to submit DCDs data to HD4DP2.0 in fully automated way.

End point information (per DCD) + examples

APIResponseNotes
/api/organizationsList of organizations. Client
must select the right
organizationId
Current existing end-point is:
/api/installation/organizations

We’ll create this new end-point with a
different signature re-routing the call to
this existing one or we will refactor the
existing one to this new signature.
/api/dcd/menu/structure?
organization-id={organizationId}
List of projects of the given
organization, dcds of each project, dcdVersions of each dcd in a JSON format
Client can get dcdId and dcdVersionId
(optional) which are needed on following API calls.
/api/dcd/payload/definition? 
dcd-id={dcdId}; 
<optional>version={version}; 
<optional>language-id={languageId} 
List of all the fields of the form as well as their corresponding data-types that are allowed in the json data structure for the  Payload   This field names values are the key properties in the formIO json config form. When we implement this new api end-point, we need to parse the json content in order to get the key properties. Given these field keys, we’ll get each field definition from new API end-points helpers: 
 
/api/dcd/field?field-id={fieldId} 
/api/dcd/codelist?codelist-id={codelistId} 
 
These ones are described in the next table. 
 
<optional parameter> version={version} : If this parameter is not provided, latest one is assumed 
 
<optional parameter> language-id = {languageId} : language id for the code_list example results. If this parameter is not provided, default language will be English. Current permitted values: 
en: English 
nl: Dutch 
fr: French 
 
Client must build this json object as the payload data to be sent based on this list of fields, on the last api call 
/api/dcd/payload/example?dcd-id={dcdId}; 
<optional>version={version} 
Example of payload in JSON format Providing this API end-point in order to help the Client on the Payload build with an example 
 
<optional parameter> version={version} : If this parameter is not provided, latest one is assumed 
/api/dcd/payload/submit? 
organization-id={organizationId}; 
dcd-id={dcdId}; 
<optional>version={version}; 
<optional>data-src-type={dataSrcType}; 
 
POST Payload 
 
/api/dcd/payload/submit? 
organization-id={organizationId}; 
dcd-id={dcdId}; 
<optional>version={version}; 
<optional>data-src-type={dataSrcType}; 
 
POST Payload 
 
Some implementation tasks is needed in here in order to return the result info (either succeed or failed).  
Similar like the one in HDConnectProxyRestTemplate.postCsv method, and the CsvExecutionResult object build. 
 
<optional parameter> version={version} : If this parameter is not provided, latest one is assumed. 
 
<optional parameter> data-src-type={dataSrcType} :  
permitted values:  
API 
CSV 
If this parameter is not provided, default values is <HD4DP>. 
api/dcd/submit?organization-id={organizationtId};dcd-id={dcd-id};<optional>dcd-version-id={dcdVersionId};<optional>incl-submit-data={inclSubmitData}; <optional>incl-submit-results={inclSubmitResults}; 
GET method 
 
List of submitted dcds data and/or their corresponding business keys or validation errors.  
 
<optional parameter> dcd-version-id={dcdVersionId} : If this parameter is not provided, lastest one is assumed 
 
<optional parameter> incl-submit-data={inclSubmitData} : If this parameter is not provided, default values is <false> 
 
<optional parameter> incl-submit-results={inclSubmitResults} : If this parameter is not provided, default values is <true> 
 

HOW TO: Upload data using System 2 System

Steps To Upload data

1. IT services of data providers must setup their systems to be able to communicate with HD4DP v2 System 2 System API

A prerequisite to be able to use the Health Data's System 2 System API, is that the IT services of the hospitals must have the following in place before the systems can communicate:

  • The endpoint/URL is protected by credentials for which the support services need to be contacted.
  • End-to-end API process to submit DCD registrations in a fully automated manner.
  • Support for searching submitted DCD registrations.

2. Prepare the JSON file (example file in this section)

To send DCD registrations to Health Data, the file must be in a .json file format.

  • At the Data Provider's side, we must foresee a way to extract the JSON file from the electronic patient files and/or other local databases.
  • Author group, Author and Coauthor:
    • When the Author group, Author and Coauthor has been left out in the json file, the default Author group, Author and Coauthor will be used automatically.
    • When the desired Author group, Author and Coauthor are specified in the json file, the following fields TX_AUTHOR_GR, TX_AUTHOR and TX_COAUTHOR must be added to the json file with their values respectively.

      Example:
TX_AUTHOR_GR;TX_AUTHOR;TX_COAUTHOR
Test group;test@sciensano.be;test@sciensano.be

Note:
The Author group, Author and Coauthor must exist and are well configured at the back-end of the system. TX_AUTHOR_GR can be a string that identifies the Author group to which this Author belongs. Commonly, the first name and last name are used to identify the TX_AUTHOR_GROUP. Be sure to avoid leading and trailing spaces when entering the Author group value.

  • Similarly, to submit a draft, the only thing to add is the key STATUS (all upper case) with the value "draft" to the request, as described in Submission of drafts.
  • Adding separators to a NISS number:
    It is not necessary to necessary to add separators in a NISS number when uploading a file using S2S API. You can fill the NISS number out both with or without seperators. E.g.: 85.04.02-169.32 or 85040216932.

    Example:
This image has an empty alt attribute


  • Make sure the name of the JSON file has the correct format:
    HD_DCD_submjson_HDBPnumber_HDBPabbreviation_versionnumber_versionreleasedate

So for PEDISURV_RUBELLA the format would be:
HD_DCD_submjson_HDBP0301_

EXAMPLES:

Disclaimer: The example files above are only provided as a guideline and do not contain real life data.

3. Uploading the JSON File

  • The IT department of the Data Provider must provide a manner in their system to send the API requests containing DCD registrations in a JSON file format, the correct end-points must be addressed.
  • In this case the end-point to upload the json file will be:

4. Validate the JSON Upload

4.1 Validation of the S2S API Upload via the response:

Verify in the same way the request was sent, that the returned response is containing a valid Business key.

If a valid Business key has been provided, the registration upload via System 2 System API was succesful.

4.2 Validation of the System 2 System API via HD4DP 2.0:

Step 1: Open the web application HD4DP 2.0.

Step 2: Select the concerned organization in the dropdown list and click on Volgende (Next)

Step 3: Fill in the username and password, that has been provided by your IT Department or Healthdata team, and click on Log in to access the HD4DP 2.0 application.

Step 4: Navigate in the menu on the left-hand side panel to the desired study program:

<Screenshot of the menu item on the left-hand side panel>

Step 5: Check that the uploaded registration(s) is/are displayed in the overview table:

<Screenshot of registration on right-hand side panel>

Adelaide.DAmore Tue, 08/01/2023 - 14:36

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 Tue, 08/01/2023 - 14:37

CSV Upload for PEDISURV_RUBELLA

CSV Upload for PEDISURV_RUBELLA

Documentation for CSV Upload on Architecture 2.0

Description of the service

The CSV Upload functionality gives the possibility to import multiple parameters from a set of patients in one time into HD4DP 2.0. 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 HD4DP 2.0 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.

HOW TO: Upload data using CSV Upload

Steps To Upload data

1. Prepare the csv file (example file in this section)

  • Extract the csv file from the electronic patient files and/or other local databases.
  • Author group, Author and Coauthor:
    • When the Author Group, Author and Coauthor have been left out in the csv file, the default Author group, Author and Coauthor will be used automatically.
    • When the desired Author Group, Author and Coauthor are specified in the csv file, the following headers TX_AUTHOR_GR, TX_AUTHOR and TX_COAUTHOR must be added to the csv file with their values respectively.

      Example:
TX_AUTHOR_GR;TX_AUTHOR;TX_COAUTHOR
Test group;test@sciensano.be;test@sciensano.be

Note:
The Author group, Author and Coauthor must exist and are well configured at the back-end of the system. TX_AUTHOR_GR can be a string that identifies the Author group to which this Author belongs. Commonly, the first name and last name are used to identify the TX_AUTHOR_GROUP. Be sure to avoid leading and trailing spaces when entering the Author group value.

  • Similarly, add the field name 'STATUS' in capitals in an additional column. Add the value 'draft' in case a manual submission of the record is requested.
    If not, the record will be submitted without manual intervention.
  • Adding separators to a NISS number:
    It is not necessary to add separators in a NISS number when uploading a file using CSV Upload. You can fill out the NISS number both with or without separators. E.g.: 85.04.02-169.32 or 85040216932.

    Example:
  • Make sure the name of the csv file has the correct format:
    HD_DCD_submcsv_HDBPnumber_HDBPabbreviation_versionnumber_versionreleasedate

So for PEDISURV_RUBELLA the format would be:
HD_DCD_submcsv_HDBP0301_

EXAMPLES:

Disclaimer: The example files above are only provided as a guideline and do not contain real life data.

2. Uploading the csv file

Step 1: Open the sftp tool like WinSCP

Step 2: Get the credentials (Host name, Port number, User name and Password) from the IT department of the Data Provider, to log on to the sftp server located on the Data Provider side. See section Data transfer via an SFTP client in the documentation of the Online Acceptance Environment.

Step 3: Fill in the credentials into the Login screen and click on Login to be able to access the different upload folders:

Note: a warning might be given, just click on Update

Now the CSV Upload folder structure is displayed on the right-hand side panel. You will notice draftcsv folders and submcsv folders for the diverse HD business projects. Historically, a directly submitted csv file would end up in the submitted folder, whereas a csv file featuring ‘draft’ in the status field would have ended up in the draft folder. At this stage there is no real distinction between both folders, so you can save the csv file in either of them.
Attention: If you wish to create a draft to work on at a later stage, don’t forget to add ‘draft’ in the status column of the csv file.

Step 4: Select the project folder <project folder name> and open it by double-clicking on it:

<Screenshot of Project with DCD folders>

Step 5: Double-click on the DCD folder to open it:

<Screenshot of DCD folders>

Step 6: Now go to the folder on the left-hand side panel where the csv file to be uploaded is located:

<Screenshot of DCD folders>

Step 7: Drag the csv file to be uploaded from the left-hand side panel into the folder on the right-hand side panel:

<Screenshot of file on right-hand side panel>

Step 8: Wait until the polling system of the CSV Uploader has picked up the CSV file and has processed it.
Once the csv file has been processed it will disappear from the folder, when we refresh the page manually!

<Screenshot of DCD folder where the file has disappeared after a refresh>

3. Validate csv upload

Once the csv file has been processed 3 folders will be created (if they haven't been created already) in the DCD folder:

  • ARCHIVE (after a csv file has been processed, the original csv file will be saved in this folder)
  • RESULT (when the csv file is placed in this folder, it means that the csv file has been processed, a file will be created or (or appended, if the file already existed) with the result of the upload of the csv file).
    All the errors that are described in this file are business related, which means that they are technically correct, but in violation with the business rules or contain wrong values for that field.
  • ERROR (when the csv file is placed in this folder, it means that a technical error has occurred like the csv file contained erroneous formatting. The csv file won't get processed and an error file will be created with the errors and reason why the csv file couldn't be processed)

3.1 Validation of the csv upload via sftp tool:

Step 1: Double-click on the ERROR folder to open it, click on the refresh button and verify that there is no error file present.

Step 2: Return to the DCD folder. Now double-click on the RESULT folder to open it, click on the refresh button and verify that the result file is present.

Step 3: Double-click on the result file to open it.

<Screenshot of result file of the DCD>

Step 4: If there are multiple records in the result file, scroll to the entry of the current csv upload by looking at the upload date (Started at dd/mm/yyyy hh:mm).
Verify the result file that the upload was successful by searching for the word SUCCESS and having a look at the Status. This Status must contain: Success;Success Count:1;Error Count:0

<Screenshot of result file of the DCD>

3.2 Validation of the csv upload via HD4DP 2.0:

Step 1: Open the web application HD4DP 2.0.

Step 2: Select the concerned organization in the dropdown list and click on Volgende (Next)

Step 3: Fill in the username and password, that has been provided by your IT Department or Healthdata team, and click on Log in to access the HD4DP 2.0 application.

Step 4: Navigate in the menu on the left-hand side panel to the desired study program:

<Screenshot of menu navigation to the DCD>

Step 5: Check that the uploaded registration(s) is/are displayed in the overview table.

<Screenshot of DCD Overview screen>

Adelaide.DAmore Tue, 08/01/2023 - 14:39

Databases

Databases Bart.Servaes Fri, 02/16/2024 - 11:07

Retrieve PEDISURV_RUBELLA data from the local database of HD4DP v2

Retrieve PEDISURV_RUBELLA 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';
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 Thu, 02/15/2024 - 15:10

Architecture 2.5

Architecture 2.5 Adelaide.DAmore Sat, 01/06/2024 - 18:41

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

Adelaide.DAmore Fri, 01/26/2024 - 22:00

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):

Adelaide.DAmore Wed, 01/31/2024 - 21:00

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.

Adelaide.DAmore Sat, 01/06/2024 - 18:42

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 Tue, 03/12/2024 - 15:47

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 Tue, 03/12/2024 - 15:47

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 - 14:41

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 - 14:42

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:

johanvanbussel Thu, 06/29/2023 - 15:17

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.

johanvanbussel Thu, 06/29/2023 - 15:17

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.

Jonas.VanBussel Tue, 09/19/2023 - 13:35

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.

Jonas.VanBussel Fri, 08/04/2023 - 09:15

Release notes

Release notes Adelaide.DAmore Thu, 06/29/2023 - 15:17