National Surveillance Surgical Site Infections

Welcome to the technical documentation pages for the project "National Surveillance Surgical Site Infections (NSIH SSI)", 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:

General project information
The data collection
The data transfer (documentation in progress)
The data validation (documentation in progress)
The data analysis (documentation in progress)
The data reporting and visualisation (documentation in progress)
The data and project monitoring (documentation in progress)

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 - 08:48

General NSIH SSI project information

Project name

National Surveillance Surgical Site Infections

Project abbreviation

NSIH SSI

Project code

HDBP0033

Primary organization that oversees implementation of project

Sciensano

Partner organization participating in project

Not available

Organization that commissioned this project

Belgian Antibiotic Policy Coordination Committee (BAPCOC)

Organization providing monetary or material support

Federal Public Service (FPS) Health
National Institute for Health and Disability Insurance (RIZIV-INAMI)

Brief project description

The National Programme for Surveillance of Healthcare-Associated Infections (NSIH) has a threefold objective:
a) to provide participating hospitals with definitions and essential provisions to enable data to be collected and analysed in a standardised manner;
b) to enable hospitals to compare their observed rates with those of other hospitals, both regionally and nationally. Despite the difficulties involved in making reliable comparisons between hospitals, this approach is nevertheless essential for identifying extreme values, both positive and negative. Individual (hospital) results are treated as strictly confidential and are only communicated by the IPH research team to the hospital concerned;
c) Finally, to obtain an overall picture of the epidemiological situation in our country with regard to nosocomial infections, their main risk factors and consequences and, ultimately, their evolution over time.

The aim of collecting such data is to support and encourage internal measures to promote quality of care.

Regulatory framework of this project

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

johanvanbussel Thu, 07/20/2023 - 12:19

The NSIH SSI 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 Fri, 08/11/2023 - 12:23

The NSIH_SSI Data Collection Definition (HDBP0033)

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

HD_DCD_HDBP0033_NSIH_SSI_v2_20191220

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 - 09:06

The NSIH SSI Dataflow Description

Below we describe (high level) the NSIH SSI 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 Wed, 07/26/2023 - 10:19

Future NSIH SSI Dataflow Description

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.

Bart.Servaes Wed, 07/26/2023 - 10:21

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 Mon, 11/06/2023 - 13:36

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.

Bart.Servaes Thu, 07/20/2023 - 12:49

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.

Bart.Servaes Mon, 07/24/2023 - 11:38

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, 07/20/2023 - 12:50

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, 07/20/2023 - 12:51

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 Tue, 07/25/2023 - 09:44

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, 07/20/2023 - 12:51

Technical manual of the application HD4DP v1

Technical manual of the application HD4DP v1 Bart.Servaes Thu, 07/20/2023 - 12:52

HD4DP v1 csv upload

The upload center is introduced to make the upload of multiple registrations more performant and user friendly.

The link to the upload center can be reached by the main menu:

If uploads are processed, an overview with the name of the uploade file, the status and a visual representation of the status, the number of records that were processed, the way of uploading, the user and the upload date is saved in the main screen of the upload center is given to the user a quick and visual impression of the data uploaded in bulk by using the upload center:

In the right upper corner two buttons are shown.

Configuration: the default settings for a register can be set by any user that is authorized to participate in a register.

Following options are available:

Conflict mode: what need to be done in case of conflict
Conflict master: is the data from the new registration of from the record in the database saved in case of conflict
Ignore duplicate records
Autosubmit: send the data automatically for processing in HD4RES
Validation: what need to be done after validation the registration:
- None: only the registrations without errors will be saved
- Save on validations: Save the registrations when there are validation errors upon uploading
- Validate all: Only perform commit if non of its records have (errors or) validation errors

4 steps need to be executed for a new upload. When the titel bar of a separate step turns green, orange or red and the icon of the step in the overview, the step has respectively ended with success, with warnings or errors.

Step 1 - Select file

The first step is to select the CSV file with the data to be uploaded. The default settings for a register can be found in the Configurations on the main screen of the upload center.

Be sure to deselect the "Use default configurations" when changing the default settings:

For the BCR register, the possibility exists to upload two files and link them during the process:

Both documents will be validated separately. By using the link "Click here to see the linked upload" the user can switch between the linked documents. Refresh of push F5 on you to see the status of the upload.

After uploading succesfully, the title bar of this step will turn green.

Step 2 - Validity Check

Validation checks are executed for every record.

Step 3 - Upload

The file is being uploaded and the result is shown in this step per line of data added:

Step 4 - Finalize

The result is shown visually for all registrations and for all registrations in a CSV file in reports after finalization:

Succes report is a CSV file with all registrations who were processed succesfully.

In case of errors, a link to a detailed error report is shown too:

Please find below the movie that guides you through the functionalities of the Upload Center:

johanvanbussel Mon, 07/24/2023 - 11:44

Créer un CSV pour HD4DP v1

Le contenu de cette page n'est disponible qu'en anglais. Sélectionnez le bouton de la langue EN pour le lire.

johanvanbussel Fri, 08/11/2023 - 12:41

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.

Bart.Servaes Thu, 07/20/2023 - 13:08

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, 08/31/2023 - 09:52

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 Sun, 04/10/2022 - 19:34

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".

A 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 Wed, 08/09/2023 - 16:32

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:

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 - 09:24