To give access to the applications of healthdata.be (like HD4DP v2 and healthstat.be), you need to click on GIVE ACCESS in the white text box on the EAM portal page.

You can give access to

• a single user
• multiple users in batch

Give access to a single user

After selection of GIVE ACCESS on the EAM portal page, an ACCESS REQUEST form is shown.

Completing this form is similar to the process on the Request Access page for standard end-users. In the capacity of a SPOC, however, you will now fill in an Access Request form for a user within your organization.

Please fill in all required fields (indicated with a red asterisk *), make a selection in the mandatory drop-down lists and, optionally, tick the check boxes for additional help and/or information.

Organization NIHDI number

The NIHDI number of the organization is already provided, since your account is connected to this organization.

Role in project

When selecting Local Study Support, you will be asked to make a selection in the drop-down list of Author groups. These author groups are specified for the organization in question.

HD4DP2.0 field

Click in the field under HD4DP2.0 if you want to access the application to make registrations for the selected project:

Healthstat.be field

Click in the field under healthstat.be if you want to access the reporting of the selected project:

Once you have completed the access request form, click on the Submit button. When the submisson was successful, you will receive a confirmation message.

If you now return to My profile, the User profile is extended with the Organization name and code. And an extra tab Batch create requests has been added.

Continue to Give access to multiple users in batch in order to give access to multiple users in one operation.

Give access to multiple users in batch

The person whom has been assigned the SPOC role for the healthcare organization (HCO) is able to give access to multiple users in batch. The SPOC therefore needs to return to the User profile page and select the tab Batch create requests.

In the tab Batch create requests a CSV file can be selected via the file selection button.

Upload the CSV file and click on the Run the batch creation button. An example of a CSV file structure is available here:

By doing so, a master request per line will be automatically generated, and then the information will be split into sub-requests (one per application or project) and saved in the healthdata.be DB2 for further processing.

A table schema (https://specs.frictionlessdata.io//table-schema/) to validate CSV looks as follows. An example file is available here: eam_csv_batch_requests_schema.json

User roles and corresponding values

To complete the “role”, 3 different choices are possible:

• 1= Local Study Lead: Only 1 Local Study Lead can be created by healthdata.be (Sciensano) for each registry within each organization.
• 2= Local Study Associate (= author). This will be the default role a user will receive, the reason why it was prefilled with “2”.
• 3= Local Study Support (= co-author). This role can be given if it is more suitable for the user. A Support will always need an Associate to which he/she will be assigned.

When selecting role 3 (= Local Study Support), the name of the ‘Local Study Associate’ is expected in the field “author_group”. To be filled in in the format <first_name last_name> of the Associate, with just 1 space (tab) between the two names).

When selecting role 2 (= Local Study Associate), the field author_group must be left empty.

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!

After submission of the requests for access and receipt of the confirmation message, you are able to consult the validation process and other features of the requests via the tab Requests overview on the My Profile page.

Based on the scope of the requests overview, we can distinguish between

• end-user, and
• IT SPOC (single point-of-contact).

Overview of the requests for end-users

In order to view their own requests, end-users can open the My Profile page and click on the tab Requests overview.

The overview shown can be searched and sorted in the top row as needed (see figure below). End-users will only see a list of requests they have created for themselves.

Request UUID field

This field contains the unique ID’s of the requests. The occurence of the same unique ID in several rows indicates that this master request consists of several subrequests, each one per project and per application that has been selected in the request form. These subrequests are than saved in the healthdata.be DB2 for further processing.

Status field

The Status field indicates whether the request has been created (value “created”; meaning to be approved by the SPOC) or approved (value “approved_rae”; meaning the request was approved by the SPOC and will be ready for sharing credentials).

Role in project field

The values in this field are Local Study Lead, Local Study Associate, Local Study Support. More detailed information about these roles can be found in User roles in HD4DP v2.

Application field

This field contains the application you have selected in the Request Access (End-User) or Access Request form to access the public health projects: HD4DP2.0 or Healthstat.be.

Project code field

The value in this field is the Healthdata.be business project code. Entering this code in the publically accessible FAIR portal (fair.healthdata.be) results in the dataset for this project.

Or you can enter this code in the Advanced search field on the Healthdata.be docs pages to find the respective project’s documentation.

Overview of the requests for IT single points-of-contact (IT SPOC)

SPOCs have the capacity to view all requests for their organization.

To view the Status of the request of the users of their affiliation, the SPOC needs to select the My Profile page and to click on the tab Requests overview (see screenshot below). Requests in this overview can be searched and sorted as needed.

New: Actions field

This field describes the extra actions a SPOC can take, i.e. approve or reject requests. This functionality is explained in SPOC actions upon a request in more detail.

Request UUID field

This field contains the unique ID’s of the requests. The occurence of the same unique ID in several rows indicates that this master request consists of several subrequests, each one per project and per application that has been selected in the request form. These subrequests are than saved in the healthdata.be DB2 for further processing.

Status field

The Status field can only receive the status “approved_rae” since the request was made by the SPOC.

Role in project field

The values in this field are Local Study Lead, Local Study Associate, Local Study Support. More detailed information about these roles can be found in User roles in HD4DP v2.

Application field

This field contains the application you have selected in the Request Access (End-User) or Access Request form to access the public health projects: HD4DP2.0 or Healthstat.be.

Project code field

The value in this field is the Healthdata.be business project code. Entering this code in the publically accessible FAIR portal (fair.healthdata.be) results in the dataset for this project.

Or you can enter this code in the Advanced search field on the Healthdata.be docs pages to find the respective project’s documentation.

In this article, we cover the different actions of a SPOC in more detail.

SPOC actions upon a request

SPOCs will be notified in case a request for access was made by a colleague, allowing them to review the overview table to manage all requests for their organization.

To open the overview table, the SPOC needs to navigate to "My Profile" followed by selection of the "Requests" tab. The overview of the requests appears (see below).

In the Actions field an Approve/Reject selection button is displayed next to each request with the status created or approval_requested (framed in blue). Two actions are possible now: the SPOC can either approve or reject the user's request.

When selecting Approve, and after confirmation of this action, the status of the request changes to "approved_rae" and the dates in both fields Updated and Completed are updated accordingly as demonstrated in the screenshots below. Once the registry goes in production the account will be created automatically and the credentials will be shared to the user by e-mail.

Approve action:

Pop-up confirmation query:

Approved:

When returning to the overview, you will notice that the status of the request has changed to "approved_rae". The Approve/Reject button in the Actions field has disappeared.

When selecting Reject, and after confirmation of this action, the request receives the status "rejected", the dates in the fields Updated and Completed are updated accordingly. A rejected request remains in the overview for information purposes. Compare following screens:

Reject action:

Pop-up confirmation query:

Rejected:

The requester will also be notified of the rejected request by e-mail:

To create a "PRE Campaign" registration for the study project Hand Hygiene, select "PRE Campaign" in the dark blue left menu.

You will see the number of versions of this study section. In this case, there are two versions available: V2 and V3. Please always use the latest active version available.

When you select the highest version of this study section for the first time, you will see an empty table in the main part of your screen. The table contains, among others, the following items: Registration ID, Progress, Author, Co-author, Unique ID, Business key, Registration code, National registry ID of the patient...

In the top right corner of the screen you can find a green button "+ New registration". Press this button.

After pressing the button "+ New registration", the main screen will now be replaced with 2 sections: a study form (in the middle of the screen) and a Table of contents (on the right side of the screen).

By completing the study form, you will create a "PRE Campaign" registration for the study project Hand Hygiene.

The Table of contents indicates which sections you must complete. You can also use the table of contents to navigate through the study form: pressing a section in the table of contents will take you to this section in the study form.

By pressing the tab "Progress" on the right side of the screen , the Table of contents will be replaced by a progress bar and a list of open validation errors.

You can use the list of open validation errors to navigate through the study form: pressing a validation error in the list will take you to this section in the study form.

Note the field "Organization's NIHDI identification number" only has to be filled-in for the 1^st registration. It will be automatically pre-filled afterwards.

When the study form is completed and there are no validation errors, you can Save or Submit this registration. Notice that the Submit button is in clear green.

When the study form is completed but there are validation errors, you can Save but not Submit this registration. Notice that the Submit button is in dim green.

When the study form is saved or submitted, the screen switches to the overview table. Now, this table is not empty anymore but shows the saved or submitted registration.

If you save the registration, you can still change it. A submitted registration cannot be changed or deleted anymore.

To create a "IN and OUT Campaign" registration for the study project Hand Hygiene, select "IN and OUT Campaign" in the dark blue left menu.

You will see the number of versions of this study section. In this case, there are two versions available: V2 and V3. Please always use the latest active version available.

When you select the highest version of this study section for the first time, you will see an empty table in the main part of your screen. The table contains, among others, the following items: Registration ID, Progress, Author, Co-author, Unique ID, Business key, Registration code, National registry ID of the patient...

In the top right corner of the screen you can find a green button "+ New registration". Press this button.

After pressing the button "+ New registration", the main screen will now be replaced with 2 sections: a study form (in the middle of the screen) and a Table of contents (on the right side of the screen).

By completing the study form, you will create a "IN and OUT Campaign" registration for the study project Hand Hygiene.

The Table of contents indicates which sections you must complete. You can also use the table of contents to navigate through the study form: pressing a section in the table of contents will take you to this section in the study form.

By pressing the tab "Progress" on the right side of the screen , the Table of contents will be replaced by a progress bar and a list of open validation errors.

You can use the list of open validation errors to navigate through the study form: pressing a validation error in the list will take you to this section in the study form.

Note the field "Organization NIHDI identification number" only has to be filled-in for the 1^st registration. It will be automatically pre-filled afterwards.

When the study form is completed and there are no validation errors, you can Save or Submit this registration. Notice that the Submit button is in clear green.

When the study form is completed but there are validation errors, you can Save but not Submit this registration. Notice that the Submit button is in dim green.

When the study form is saved or submitted, the screen switches to the overview table. Now, this table is not empty anymore but shows the saved or submitted registration.

If you save the registration, you can still change it. A submitted registration cannot be changed or deleted anymore.

A "PRE Campaign" registration can be updated as long as the registration has not yet been submitted. If the status of a registration is "Saved" , the registration can still be updated.

To update a "PRE Campaign" registration for the study project Hand Hygiene, select "PRE Campaign" in the dark blue left menu.

When you select a version of this study, you will see the summary table in the main body of your screen. The table includes the following items: Registration ID, Progress, Author, Co-author, Unique ID, Business Key, Registration Code, National registry number of the patient.…

Use the filters in the header of the table to find the registration you want to update.

Once you have found the registration, you can open the registration's study form by clicking on the corresponding row in the summary table.

You can complete missing fields and/or change previously completed fields in the survey form.

At the end of the survey form, you can Save or Submit the registration.

A registration can be updated as long as it has the status "Saved" and as long as the registration not has been submitted. A submitted registration cannot be updated or deleted again.

A "POST Campaign" registration can be updated as long as the registration has not yet been submitted. If the status of a registration is "Saved" , the registration can still be updated.

To update a "POST Campaign" registration for the study project Hand Hygiene, select "POST Campaign" in the dark blue left menu.

When you select a version of this study, you will see the summary table in the main body of your screen. The table includes the following items: Registration ID, Progress, Author, Co-author, Unique ID, Business Key, Registration Code, National registry number of the patient.…

Use the filters in the header of the table to find the registration you want to update.

Once you have found the registration, you can open the registration's study form by clicking on the corresponding row in the summary table.

You can complete missing fields and/or change previously completed fields in the survey form.

At the end of the survey form, you can Save or Submit the registration.

A registration can be updated as long as it has the status "Saved" and as long as the registration not has been submitted. A submitted registration cannot be updated or deleted again.

A "IN and OUT Campaign" registration can be updated as long as the registration has not yet been submitted. If the status of a registration is "Saved" , the registration can still be updated.

To update a "IN and OUT Campaign" registration for the study project Hand Hygiene, select "IN and OUT Campaign" in the dark blue left menu.

When you select a version of this study, you will see the summary table in the main body of your screen. The table includes the following items: Registration ID, Progress, Author, Co-author, Unique ID, Business Key, Registration Code, National registry number of the patient.…

Use the filters in the header of the table to find the registration you want to update.

Once you have found the registration, you can open the registration's study form by clicking on the corresponding row in the summary table.

You can complete missing fields and/or change previously completed fields in the survey form.

At the end of the survey form, you can Save or Submit the registration.

A registration can be updated as long as it has the status "Saved" and as long as the registration not has been submitted. A submitted registration cannot be updated or deleted again.

A "PRE Campaign" registration can be deleted as long as the registration has not yet been submitted. If the status of a registration is "Open" , the registration can still be deleted.

To delete a "PRE Campaign" registration for the study project Hand Hygiene, select "PRE Campaign" in the dark blue left menu.

When you select a version of this course of study, you will see the summary table in the main body of your screen. The table includes the following items: Registration ID, Progress, Author, Co-author, Unique ID, Business Key, Registration Code, National registry number of the patient...

Use the filters in the header of the table to find the registration you want to delete.

Once you have found the registration you want to delete, you must select the registration by checking the checkbox at the beginning of the row in the summary table.

Then you need to press the "Actions" button at the top right of the summary table.

There are now two options, "Submit" and "Delete". Now press "Delete".

After you press "Delete," a pop-up message will appear asking you to confirm the deletion of the selected registration(s). If you are sure about this action, press "Confirm." If not, press "Cancel."

If you delete the registration, you cannot change its status or content.

The deleted registration will not be removed from the summary table. It remains present, but the status has changed from "Open" to "Deleted".

If you want to see only Open and Sent registrations, you can adjust the filter on the "Status" item in the summary table.

A registration can be deleted as long as the registration has not yet been submitted. If the status of a registration is "Open", the registration can still be deleted.

A "POST Campaign" registration can be deleted as long as the registration has not yet been submitted. If the status of a registration is "Open" , the registration can still be deleted.

To delete a "POST Campaign" registration for the study project Hand Hygiene, select "POST Campaign" in the dark blue left menu.

When you select a version of this course of study, you will see the summary table in the main body of your screen. The table includes the following items: Registration ID, Progress, Author, Co-author, Unique ID, Business Key, Registration Code, National registry number of the patient...

Use the filters in the header of the table to find the registration you want to delete.

Once you have found the registration you want to delete, you must select the registration by checking the checkbox at the beginning of the row in the summary table.

Then you need to press the "Actions" button at the top right of the summary table.

There are now two options, "Submit" and "Delete". Now press "Delete".

After you press "Delete," a pop-up message will appear asking you to confirm the deletion of the selected registration(s). If you are sure about this action, press "Confirm." If not, press "Cancel."

If you delete the registration, you cannot change its status or content.

The deleted registration will not be removed from the summary table. It remains present, but the status has changed from "Open" to "Deleted".

If you want to see only Open and Sent registrations, you can adjust the filter on the "Status" item in the summary table.

A registration can be deleted as long as the registration has not yet been submitted. If the status of a registration is "Open", the registration can still be deleted.

A "IN and OUT Campaign" registration can be deleted as long as the registration has not yet been submitted. If the status of a registration is "Open" , the registration can still be deleted.

To delete a "IN and OUT Campaign" registration for the study project Hand Hygiene, select "IN and OUT Campaign" in the dark blue left menu.

When you select a version of this course of study, you will see the summary table in the main body of your screen. The table includes the following items: Registration ID, Progress, Author, Co-author, Unique ID, Business Key, Registration Code, National registry number of the patient...

Use the filters in the header of the table to find the registration you want to delete.

Once you have found the registration you want to delete, you must select the registration by checking the checkbox at the beginning of the row in the summary table.

Then you need to press the "Actions" button at the top right of the summary table.

There are now two options, "Submit" and "Delete". Now press "Delete".

After you press "Delete," a pop-up message will appear asking you to confirm the deletion of the selected registration(s). If you are sure about this action, press "Confirm." If not, press "Cancel."

If you delete the registration, you cannot change its status or content.

The deleted registration will not be removed from the summary table. It remains present, but the status has changed from "Open" to "Deleted".

If you want to see only Open and Sent registrations, you can adjust the filter on the "Status" item in the summary table.

A registration can be deleted as long as the registration has not yet been submitted. If the status of a registration is "Open", the registration can still be deleted.

A "PRE Campaign" registration can be submitted at the end of the creation process using the study form (see: Create a "Hand Hygiene" registration "PRE Campaign" ).

When the registration was completed using the study form, saved and there are no more validation errors, the registration can also be submitted via the overview table. This method can be useful to submit multiple registrations in the same action.

To submit a "PRE Campaign" registration for the study project Hand Hygiene using the overview table, select "PRE Campaign" in the dark blue left menu.

When you select a version of this course of study, you will see the summary table in the main body of your screen. The table includes the following items: Registration ID, Progress, Author, Co-author, Unique ID, Business Key, Registration Code, National registry number of the patient…

Use the filters in the header of the table to find the registration(s) you want to submit. For example, you can use the filters "Status" (set to "Open") and "Validation Errors" (set to "0") to find the registrations that are eligible for submission.

Once you have found the registration(s) you want to submit, you must select the registration(s) by checking the checkbox at the beginning of the row in the summary table.

Then you need to press the "Actions" button at the top right of the summary table.

There are now two options, "Submit" and "Delete". Now press "Submit".

After you press "Submit," a pop-up message will appear asking you to confirm the submission of the selected registration(s). If you are sure about this action, press "Confirm." If not, press "Cancel."

Once you confirm the submission, you cannot change the content of the registration(s). Sent registrations can also no longer be deleted.

The sent registration remains present in the summary table, but the status has changed from "Open" to "Submitted".

If you want to see only "Open" registrations, you can adjust the filter on the "Status" item in the summary table.

A registration can be submitted at the end of the creation process using the study form (see: Create a [project] registration).

When the registration was completed using the study form, saved and there are no more validation errors, the registration can also be submitted via the overview table. This method can be useful to submit multiple registrations in the same action.

A "POST Campaign" registration can be submitted at the end of the creation process using the study form (see: Create a "Hand Hygiene" registration "POST Campaign" ).

When the registration was completed using the study form, saved and there are no more validation errors, the registration can also be submitted via the overview table. This method can be useful to submit multiple registrations in the same action.

To submit a "POST Campaign" registration for the study project Hand Hygiene using the overview table, select "POST Campaign" in the dark blue left menu.

When you select a version of this course of study, you will see the summary table in the main body of your screen. The table includes the following items: Registration ID, Progress, Author, Co-author, Unique ID, Business Key, Registration Code, National registry number of the patient…

Use the filters in the header of the table to find the registration(s) you want to submit. For example, you can use the filters "Status" (set to "Open") and "Validation Errors" (set to "0") to find the registrations that are eligible for submission.

Once you have found the registration(s) you want to submit, you must select the registration(s) by checking the checkbox at the beginning of the row in the summary table.

Then you need to press the "Actions" button at the top right of the summary table.

There are now two options, "Submit" and "Delete". Now press "Submit".

After you press "Submit," a pop-up message will appear asking you to confirm the submission of the selected registration(s). If you are sure about this action, press "Confirm." If not, press "Cancel."

Once you confirm the submission, you cannot change the content of the registration(s). Sent registrations can also no longer be deleted.

The sent registration remains present in the summary table, but the status has changed from "Open" to "Submitted".

If you want to see only "Open" registrations, you can adjust the filter on the "Status" item in the summary table.

A registration can be submitted at the end of the creation process using the study form (see: Create a [project] registration).

When the registration was completed using the study form, saved and there are no more validation errors, the registration can also be submitted via the overview table. This method can be useful to submit multiple registrations in the same action.

An "IN and OUT Campaign" registration can be submitted at the end of the creation process using the study form (see: Create a "Hand Hygiene" registration "IN and OUT Campaign").

When the registration was completed using the study form, saved and there are no more validation errors, the registration can also be submitted via the overview table. This method can be useful to submit multiple registrations in the same action.

To submit an "IN and OUT Campaign" registration for the study project Hand Hygiene using the overview table, select "In and OUT Campaign" in the dark blue left menu.

When you select a version of this course of study, you will see the summary table in the main body of your screen. The table includes the following items: Registration ID, Progress, Author, Co-author, Unique ID, Business Key, Registration Code, National registry number of the patient…

Use the filters in the header of the table to find the registration(s) you want to submit. For example, you can use the filters "Status" (set to "Open") and "Validation Errors" (set to "0") to find the registrations that are eligible for submission.

Once you have found the registration(s) you want to submit, you must select the registration(s) by checking the checkbox at the beginning of the row in the summary table.

Then you need to press the "Actions" button at the top right of the summary table.

There are now two options, "Submit" and "Delete". Now press "Submit".

After you press "Submit," a pop-up message will appear asking you to confirm the submission of the selected registration(s). If you are sure about this action, press "Confirm." If not, press "Cancel."

Once you confirm the submission, you cannot change the content of the registration(s). Sent registrations can also no longer be deleted.

The sent registration remains present in the summary table, but the status has changed from "Open" to "Submitted".

If you want to see only "Open" registrations, you can adjust the filter on the "Status" item in the summary table.

A registration can be submitted at the end of the creation process using the study form (see: Create a [project] registration).

When the registration was completed using the study form, saved and there are no more validation errors, the registration can also be submitted via the overview table. This method can be useful to submit multiple registrations in the same action.

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

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": "Author Group",
"TX_AUTHOR": "author@example.com",
"TX_COAUTHOR": "coauthor@example.com",

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.

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

So for Hand Hygiene - PRE Campaign the format would be:
HD_DCD_submjson_HDBP0025_HH_HandHygiene-Pre-Campaign_01_18102022.json

EXAMPLES:

• Please find below an example file for Hand hygiene - PRE Campaign:
  • HD_DCD_submjson_HDBP0025_HH_HandHygiene-Pre-Campaing_01_18102022.json

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 DCD:

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

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

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": "Author Group",
"TX_AUTHOR": "author@example.com",
"TX_COAUTHOR": "coauthor@example.com",

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.

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

So for Hand Hygiene - POST Campaign the format would be:
HD_DCD_submjson_HDBP0025_HH_HandHygiene-Post-Campaing_01_18102022.json

EXAMPLES:

• Please find below an example file for Hand hygiene - POST Campaign:
  • HD_DCD_submjson_HDBP0025_HH_HandHygiene-Post-Campaing_01_18102022.json

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 DCD:

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

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

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": "Author Group",
"TX_AUTHOR": "author@example.com",
"TX_COAUTHOR": "coauthor@example.com",

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.

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

So for Hand Hygiene - IN and OUT Campaign the format would be:
HD_DCD_submjson_HDBP0025_HH_HandHygiene-Inside-Outside-Campaing_01_18102022.json

EXAMPLES:

• Please find below an example file for Hand hygiene - IN and OUT Campaign:
  • HD_DCD_submjson_HDBP0025_HH_HandHygiene-Inside-Outside-Campaing_01_18102022.json

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 DCD:

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

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 Author Group;author@example.com;coauthor@example.com

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 filename 'STATUS' 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.
• Make sure the name of the CSV file has the correct format:
  HD_DCD_submcsv_HDBPnumber_HDBPabbreviation_versionnumber_versionreleasedate

So for Hand hygiene - PRE Campaign the format would be:
HD_DCD_submcsv_HDBP0025_HH_HandHygiene-Pre-Campaing_01_14112022.csv

EXAMPLES:

• Please find below an example file for Hand hygiene - PRE Campaign:
  • HD_DCD_submcsv_HDBP0025_HH_HandHygiene-Pre-Campaing_01_14112022.csv

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.

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:

Step 4: Select the project folder Handhygiene-1 and open it by double-clicking on it:

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

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

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

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.

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

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 DCD:

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

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 Author Group;author@example.com;coauthor@example.com

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 filename 'STATUS' 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.
• Make sure the name of the CSV file has the correct format:
  HD_DCD_submcsv_HDBPnumber_HDBPabbreviation_versionnumber_versionreleasedate

So for Hand hygiene - POST Campaign the format would be:
HD_DCD_submcsv_HDBP0025_HH_HandHygiene-Post-Campaing_01_18102022.csv

EXAMPLES:

• Please find below an example file for Hand hygiene - POST Campaign:
  • HD_DCD_submcsv_HDBP0025_HH_HandHygiene-Post-Campaing_01_18102022.csv

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.

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:

Step 4: Select the project folder Handhygiene-1 and open it by double-clicking on it:

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

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

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

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.

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

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 DCD:

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

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 Author Group;author@example.com;coauthor@example.com

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 filename 'STATUS' 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.
• Make sure the name of the CSV file has the correct format:
  HD_DCD_submcsv_HDBPnumber_HDBPabbreviation_versionnumber_versionreleasedate

So for Hand hygiene IN and OUT Campaign the format would be:
HD_DCD_submcsv_HDBP0025_HH_HandHygiene-Inside-Outside-Campaing_01_18102022.csv

EXAMPLES:

• Please find below an example file for Hand hygiene IN and OUT Campaign:
  • HD_DCD_submcsv_HDBP0025_HH_HandHygiene-Inside-Outside-Campaing_01_18102022.csv

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.

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:

Step 4: Select the project folder Handhygiene-1 and open it by double-clicking on it:

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

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

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

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.

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

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 DCD:

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

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.

In the following instructions, we explain the different steps to create a Compliance report.

Select the desired report in the list. In this case "Compliance".

The Parameters form will be displayed. Select for each field the option of your interest.

The form will adapt according to the options you select in the respective fields.

Fill out all fields and click on the Submit button.

The reports will be displayed as a graph or a table as desired.

Graph:

The data are refreshed every 15 minutes and can sometimes cause unavailability of the reports. If this happens, please wait a few minutes and try again.

In the following instructions, we explain the different steps to create a Compliance report.

Select the desired report in the list. In this case "Conditions de base" (Basic condition).

The Parameters form will be displayed. Select for each field the option of your interest.

The form will adapt according to the options you select in the respective fields.

Fill out all fields and click on the Submit button.

The reports will be displayed as a graph or a table as desired.

Graph:

Table:

The data are refreshed every 15 minutes and can sometimes cause unavailability of the reports. If this happens, please wait a few minutes and try again.