Details about repeating form data and data validation

Learn how EHR data import handles repeating form data, data conversion, and data validation.

Details for importing repeating form data

When importing data into a repeating form during EHR data import, you can import one or more records. You can import an entire record or select individual data points within a record. When multiple records are selected, each imported record is added as a separate row in the repeating form.

• Reimporting the same observation after clearing or updating a data point imports only the cleared or updated data. The Answer & Visit History side panel accurately reflects this.
• After import, deleting an entire row removes both the data and the row from the study. If you then reimport the same observation:
  • The deleted row data no longer appears in the Current Value column when the EHR data is presented for import.
  • The imported observation is added as a new row on the form. The new row has a fresh audit entry in the Answer & Visit History side panel and is not associated with the deleted row.

Data validation and conversion details

Review the following information to understand when and why EHR data is converted and how these conversions are reflected in the Answer & Visit History side panel.

• Handling units
  To maintain the study design, Clinical One Cloud Service converts some EHR units to match the units defined in the study. This includes length units (for height and head circumference), body weight units, and body temperature units.

  • For example, if the study design only allows temperatures to be entered in degrees Celsius, an EHR value collected in degrees Fahrenheit is converted on import.
  • The Answer & Visit History side panel captures the action and includes the date and time, as well as the source and converted units.
• Handling precision
  Numeric values retain the precision defined in the EHR system during import.

  • If the precision defined in the study is less than the EHR value presented—for example, if the EHR value is 96.574 but the question precision is 0.00—the data is imported, and a red box appears around the question, which indicates that a validation error is present.

    Note:

    Users assigned to a study role that includes the Manually Update EHR Imported Data permission can update the data if needed.
  • If the precision defined in the study is greater than the EHR value, the system adds trailing zeros to maintain the study's design. For instance, if the study design precision is 0.000 and the EHR value is 6.54, the system converts the value to 6.540.
  • The Answer & Visit History side panel captures these actions and includes the date and time, along with the source and converted values.
• Handling code lists
  • If the EHR value does not match an option in the EHR code list, data is not imported for that question, and no entry is recorded in the Answer & Visit History side panel.
• Handling date/time values
  • EHR date/time values are converted to match the format defined for the question in the study, for example, DD-MON-YYYY.
  • Partial dates are allowed when the question setting Partial Date Allowed is enabled. If the EHR date time value is a partial value and the setting is not enabled, the partial value is not displayed for import selection.