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A list of the terminology used in this document can be found here.
| Abbreviation | Meaning |
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| UX | User experience |
EMR Medical | Health Record |
| CG | Care Giver (this can refer to the person who hierarchically has the access rights to see, change or update a medication scheme. This is not necessarily the prescriber or the pharmacist |
| TR | Therapeutic Relationship |
| IC | Informed Consent |
Combined overview: if a new Vitalink medication scheme is available for the patient, the medication lines from Vitalink are shown together with the medication lines from the local EMR. The origin of each medication line will be visually indicated as well as changes, additions or stops. Certain medication lines are displayed in a clustered way to clearly show the changes. After manipulation on the combined overview, it is this combined overview that will be uploaded to Vitalink. There are no two medication schemes (local vs. Vitalink), but one combined overview is shown in one medication scheme module of the EMR.
Abbreviated list: the combined overview of all active medications from the local EMR and Vitalink can be shown in an abbreviated manner by means of the abbreviated list (if there is a Vitalink medication scheme for the patient). The following information is mandatory shown: product name, dosage and posology (with underlying information about the date and remark if relevant). The intention is to show this abbreviated list in relevant places, eg on the dashboard / start page when opening the patient's EMR, on the right side of the work screen (sumehr, prescription module, ...).
Legend
| Symbol | |
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| The local medication scheme is in sync with Vitalink. |
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| The local medication scheme is not in sync with Vitalink. |
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| Admission medication. |
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| User action that caused an error. |
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| Automatic action. No user input required. |
Use Cases
1.Ambulant Visit
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Basic flow: Local medication EMR is already in sync with Vitalink
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Situation / Action | Information |
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| 1 | OPTIONAL: Support staff starts preparation of the ambulant visit (eg. for staff meeting of oncology visit with patiënt)
Vitalink medication scheme is imported. | | 2 | The EPD requests the latest version of the Vitalink medication scheme. This action can be done manually by a user action,
but is preferably done automatically. Vitalink responds with the same version that is already present in the EPD. The local medication scheme and Vitalink medication scheme are in sync. | | 3 | OPTIONAL: Local medication can be updated in the combined overview during the preparation for the ambulant visit Vx'. | | 4 | OPTIONAL: Preparing of ambulant visit stops. The local medication scheme is now version 1'. | | 5 | Start ambulant visit. | | 6 | End ambulant visit. The caregiver made changed to the local medication scheme. The local medication scheme is now Version 1". | | 7 | The local medication scheme is exported to Vitalink. The Vitalink medication scheme now becomes Version 2. | | 8 | Vitalink sends the updated identification code for each medication (URI's) back to the EPD. There are two options: - The EPD adds the URI's in the local medication scheme and updates the version number to Version 2.
- The EPD requests Version 2 of the medication scheme from Vitalink to update the version and URI's in the local medicationscheme.
| | 9 | The local medication scheme is now Version 2. The local medication scheme and Vitalink medication scheme are in sync. |
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Variant 1: There is no data in the local medication scheme
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Situation / Action | Information |
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| 1 | OPTIONAL: Support staff starts preparation of the ambulant visit (eg. for staff meeting of oncology visit with patiënt)
Vitalink medication scheme is imported. | | 2 | There is no data in the local medication scheme so the EPD requests the latest version of the Vitalink medication scheme.
This action can be done manually by a user action, but is preferably done automatically. | | 3 | Vitalink send the latest version of the medication scheme to the EPD. | | 4 | The local medication scheme is now Version 1. The local medication scheme and Vitalink medication scheme are in sync. | | 5 | OPTIONAL: Local medication can be updated in the combined overview during the preparation for the ambulant visit Vx'. | | 6 | OPTIONAL: Preparing of ambulant visit stops. The local medication scheme is now version 1'. | | 7 | Start ambulant visit. | | 8 | End ambulant visit. The caregiver made changed to the local medication scheme. The local medication scheme is now Version 1". | | 9 | The local medication scheme is exported to Vitalink. The Vitalink medication scheme now becomes Version 2. | | 10 | Vitalink sends the updated identification code for each medication (URI's) back to the EPD. There are two options: - The EPD adds the URI's in the local medication scheme and updates the version number to Version 2.
- The EPD requests Version 2 of the medication scheme from Vitalink to update the version and URI's in the local medicationscheme.
| | 11 | The local medication scheme is now Version 2. The local medication scheme and Vitalink medication scheme are in sync. |
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Variant 2: Local medciation scheme is outdated vs. Vitalink medication scheme
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Situation / Action | Information |
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| 1 | OPTIONAL: Support staff starts preparation of the ambulant visit (eg. for staff meeting of oncology visit with patiënt)
Vitalink medication scheme is imported. | | 2 | The EPD requests the latest version of the Vitalink medication scheme. This action can be done manually by a user action,
but is preferably done automatically. | | 3 | Vitalink send the latest version of the medication scheme to the EPD. The Vitalink medication scheme is imported and updates, changes, etc are shown in a combined overview. The caregiver can validate/reject changes. | | 4 | If you |
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have chosen to completely import validate the Vitalink medication scheme |
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with no regard to the previous local medication scheme (Version 1), the local medication scheme will now be Version 2 and is in sync with Vitalink.If you have chosen to import the Vitalink medication scheme and altered it a bit with date from the previous local medication scheme (Version 1), you keep to version 2. If you reject changes in the combined overview, the local medication scheme will now be Version 2' and is not in sync with Vitalink (because you have already made some changes to it). | | 5 | OPTIONAL: Local medication can be updated in the combined overview during the preparation for the ambulant visit Vx'. | | 6 | OPTIONAL: Preparing of ambulant visit stops. The local medication scheme is now version 2'. | | 7 | Start ambulant visit. | | 8 | End ambulant visit. The caregiver made |
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changed | changes to the local medication scheme. The local medication scheme is now Version 2". | | 9 | The local medication scheme is exported to Vitalink. The Vitalink medication scheme now becomes Version 3. | | 10 | Vitalink sends the updated identification code for each medication (URI's) back to the EPD. |
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There are two options:
The EPD adds the URI's in the local medication scheme and updates the version number to Version 3 |
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.The EPD requests Version 2 of the medication scheme from Vitalink to update the version and URI's in the local medicationscheme. | | 11 | The local medication scheme is now Version 3. The local medication scheme and Vitalink medication scheme are in sync. |
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Variant 3: Vitalink medication scheme changes
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| Situation / Action | Information |
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| 1 | OPTIONAL: Support staff starts preparation of the ambulant visit (eg. for staff meeting of oncology visit with patiënt)
Vitalink medication scheme is imported. | | 2 | The EPD requests the latest version of the Vitalink medication scheme. This action can be done manually by a user action,
but is preferably done automatically. Vitalink responds with the same version that is already present in the EPD. The local medication scheme and Vitalink medication scheme are in sync. | | 3 | OPTIONAL: Local medication can be updated in the combined overview during the preparation for the ambulant visit Vx'. | | 4 | OPTIONAL: Preparing of ambulant visit stops. The local medication scheme is now version 1'. | | 5 | Start ambulant visit. | | 6 | In the meantime, a new medication scheme was uploaded to Vitalink by another Caregiver. The Vitalink medication scheme is now Version 2. | | 7 | End ambulant visit. The caregiver made changed to the local medication scheme. The local medication scheme is now Version 1". | | 8 | The local medication scheme is exported to Vitalink. The export failed because the version of the medication scheme in Vitalink is more recent than the local medication scheme. | | 9 | The local EMR holds the master medication scheme. The local EMR has to provide an interface (= combined overview) in order to show medication changes between Version 1 and Version 2 of the Vitalink medication scheme and the local medication scheme Version 1". The caregiver can validate/reject changes. We recommend to show a notification that there is newer version of the medication scheme on Vitalink. | | 10 | The local medication scheme is now version 2'. | | 11 | The local medication scheme is exported to Vitalink. The Vitalink medication scheme now becomes Version 3. | | 12 | Vitalink sends the updated identification code for each medication (URI's) back to the EPD. There are two options: - The EPD adds the URI's in the local medication scheme and updates the version number to Version 3.
- The EPD requests Version 2 of the medication scheme from Vitalink to update the version and URI's in the local medicationscheme.
| | 13 | The local medication scheme is now Version 3. The local medication scheme and Vitalink medication scheme are in sync. |
| Note |
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If the Vitalink medication scheme changes during the preparation of the ambulant visit and the person responsible notices, he/she can download the new version of the medication scheme and take the needed actions (see Variant 2: Local medciation scheme is outdated vs. Vitalink medication scheme Step 2 - 4). |
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2. Admission
A hospital admission is the moment when a patient is taken being admitted to the care of the hospital. It means the hospital is in charge of the care of this patient. This admission can be only for a couple of hours (policlinical, day clinic, etc.) or for several days, weeks, months and thus include an overnight stay. There are also different types of hospital admission: the admission can be planned e.g. for a surgery or can be an unplanned (urgent) admission e.g. in case of a car accident.
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Basic flow: Local medication EMR is already in sync with Vitalink
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| Situatie / Actie | Info |
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| 1 | The EPD requests the latest version of the Vitalink medication scheme. This action can be done manually by a user action,
but is preferably done automatically. Vitalink responds with the same version that is already present in the EPD. The local medication scheme and Vitalink medication scheme are in sync. | | 2 | OPTIONAL: Local medication scheme is possibly updated to Version 1' in preparation to become admission medication. | | 3 | During admission, Admission medication (= medication during an admission in the hospital) A is determined. This admission medication scheme will hold relevant information from the home medication Version 1, possibly substituted to the clinical formularium. | | 4 | During admission numerous changes can happen to the admission medication. These changes are local and are not communicated nor affecting the Vitalink medication scheme. | | 5 | At discharge, a new home medication scheme Version 1' is determined in the local EMR, possibly re-substituted to the original medication of the patient at the start of the admission. | | 6 | The local medication scheme is exported to Vitalink. The Vitalink medication scheme now becomes Version 2. | | 7 | Vitalink sends the updated identification code for each medication (URI's) back to the EPD. There are two options: - The EPD adds the URI's in the local medication scheme and updates the version number to Version 2.
- The EPD requests Version 2 of the medication scheme from Vitalink to update the version and URI's in the local medicationscheme.
| | 8 | The local medication scheme is now Version 2. The local medication scheme and Vitalink medication scheme are in sync. |
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Variant 1: There is no data in the local medication scheme
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Variant 3: Vitalink changes during hospital admission
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| Situation / Action | Information |
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| 1 | The EPD requests the latest version of the Vitalink medication scheme. This action can be done manually by a user action,
but is preferably done automatically. Vitalink responds with the same version that is already present in the EPD. The local medication scheme and Vitalink medication scheme are in sync. | | 2 | OPTIONAL: Local medication scheme is possibly updated to Version 1' in preparation to become admission medication. | | 3 | During admission, Admission medication (= medication during an admission in the hospital) A is determined. This admission medication scheme will hold relevant information from the home medication Version 1, possibly substituted to the clinical formularium. | | 4 | During admission numerous changes can happen to the admission medication. These changes are local and are not communicated nor affecting the Vitalink medication scheme. | | 5 | At discharge, a new home medication scheme Version 1' is determined in the local EMR, possibly re-substituted to the original medication of the patient at the start of the admission. | | 6 | In the meantime, a new medication scheme was uploaded to Vitalink by another Caregiver. The Vitalink medication scheme is now Version 2. | | 7 | The local medication scheme is exported to Vitalink. The export failed because the version of the medication scheme in Vitalink is more recent than the local medication scheme. | | 8 | The local EMR holds the master medication scheme. The local EMR has to provide an interface (= combined overview) in order to show medication changes between Version 1 and Version 2 of the Vitalink medication scheme and the local medication scheme Version 1". The caregiver can validate/reject changes. We recommend to show a notification that there is newer version of the medication scheme on Vitalink. | | 9 | The local medication scheme is now version 2'. | | 10 | The local medication scheme is exported to Vitalink. The Vitalink medication scheme now becomes Version 3. | | 11 | Vitalink sends the updated identification code for each medication (URI's) back to the EPD. There are two options: The EPD adds the URI's in the local medication scheme and updates the version number to Version 3.
The EPD requests Version 2 of the medication scheme from Vitalink to update the version and URI's in the local medicationscheme. | | 12 | The local medication scheme is now Version 3. The local medication scheme and Vitalink medication scheme are in sync. |
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Variant 4. Discharge over the weekend
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