Epic Data Structure

Question 1

What is Chronicles in Epic?

Answer 1

Chronicles is Epic’s database management system that manages data interactions in Hyperspace.

Question 2

How do users interact with Chronicles?

Answer 2

Users interact with Chronicles by asking for data, editing data, or saving new data while using Hyperspace.

Question 3

What analogy is used to describe Chronicles?

Answer 3

Chronicles can be thought of as a giant filing cabinet that stores all data entered by staff and clinicians.

Question 4

What are master files in Chronicles?

Answer 4

Master files organize information in Chronicles, with each file storing data about one type of entity.

Question 5

What is an example of a master file?

Answer 5

Information about patients is stored in the Patient master file, while information about users is in the User master file.

Question 6

What does the INI represent in master files?

Answer 6

The INI is a three-character abbreviation for each master file, such as EPT for Patient and EMP for User.

Question 7

What is a record in the Chronicles data structure?

Answer 7

A record stores information about one specific entity within a master file.

Question 8

How many records does each patient have?

Answer 8

Each patient has one record in the Patient (EPT) master file.

Question 9

What does each record contain?

Answer 9

Each record has a name and a unique identification number (ID).

Question 10

What is the significance of IDs in records?

Answer 10

IDs must be unique within the same master file, even if names are the same.

Question 11

What does each folder represent in the filing cabinet analogy?

Answer 11

Each folder represents one record in the Chronicles data structure.

Question 12

What is a contact in Chronicles?

Answer 12

A contact is a date-specific snapshot of the data within a record that allows for changes to be effective on a specific date.

Question 13

What happens prior to the effective date of a contact?

Answer 13

The old values will be used.

Question 14

What happens on the date of the contact and beyond?

Answer 14

The new values will become effective.

Question 15

Will all data in a record be contact-specific?

Answer 15

No, not all data in a record will be contact-specific.

Question 16

How does changing a patient’s name in their most recent contact affect other contacts?

Answer 16

It will change across all contacts in that patient’s record.

Question 17

How are contacts represented in the filing cabinet diagram?

Answer 17

Contacts are represented by dated sheets of paper in the file folder.

Question 18

What do contacts represent in the User master file?

Answer 18

Contacts represent when a user’s job or responsibilities change.

Question 19

What is stored in a contact in the Patient master file?

Answer 19

Information about a patient that is specific to one hospital stay is stored in a contact, or encounter.

Question 20

What is unique about the Patient master file?

Answer 20

It includes many different types of encounters.

Question 21

Do all master files utilize contacts?

Answer 21

No, not all master files have contacts.

Question 22

What happens to changes made in records without contacts?

Answer 22

Any changes you make in the record take effect immediately.

Question 23

Do all master files have contacts?

Answer 23

No, not all master files have contacts. Changes made in the record take effect immediately.

Question 24

What are items and values in a master file?

Answer 24

Items are like question prompts on a standardized form, while values are like the answers.

Question 25

Do all records in a master file contain the same items?

Answer 25

Yes, every record in a master file contains the same items, but the values will vary between records.

Question 26

What happens if an item is not applicable in a record?

Answer 26

Many items will have no values, or blank values, in a record/contact when they are not applicable for the situation.

Question 27

What is the foundation for everything done in Epic?

Answer 27

The underlying data structure. ## Footnote Understanding this structure helps answer questions and investigate the system.

Question 28

What is Chronicles in the context of Epic?

Answer 28

Epic's database management system. ## Footnote It is essential to understand basic terms related to Chronicles.

Question 29

What will this chapter introduce?

Answer 29

The basic terms for Chronicles and the structure of some of Epic's master files. ## Footnote It will also explore tools like Record Viewer.

Question 30

What tool can be used to investigate issues in Epic?

Answer 30

Record Viewer. ## Footnote This tool helps in exploring the structure of Epic's master files.

Question 31

What is Hyperspace in Epic?

Answer 31

Hyperspace is Epic's front-end user interface, typically accessed on the Hyperdrive client. It's what most users think of as 'Epic' and what you used in your Fundamentals class.

Question 32

Who logs in to Hyperspace?

Answer 32

End users log in to Hyperspace to complete their workflows and do their jobs. Administrators and builders also log in to configure the system and to test/troubleshoot build.

Question 33

What is Chronicles in Epic?

Answer 33

Chronicles is Epic's database management system, often referred to as 'the database.' All the data that users access in Hyperspace actually lives in Chronicles.

Question 34

What happens when a user logs in to Hyperspace?

Answer 34

When a user logs in to Hyperspace and opens a patient's chart, Hyperspace is requesting data from Chronicles.

Question 35

What occurs when a user documents in a patient's chart?

Answer 35

When a user documents in a patient's chart, they are saving data to Chronicles.

Question 36

What is Text?

Answer 36

Text is a text-based, back-end interface with Chronicles data, used solely by administrators for creating, editing, and analyzing records.

Question 37

Where does Text run?

Answer 37

Text runs directly on the server that hosts Chronicles.

Question 38

How do you connect to Text?

Answer 38

You connect to Text via a terminal emulator (like PuTTY or Reflection; we use PuTTY in training).

Question 39

What are some applications included in Text?

Answer 39

Text includes applications such as Clinical Administration, Chronicles, Training Tools, and Security.

Question 40

What is the purpose of Clinical Administration in Text?

Answer 40

Clinical Administration is used for various clinical apps.

Question 41

What does Chronicles do in Text?

Answer 41

Chronicles is used for importing, duplicating, hiding, searching for, or otherwise managing records.

Question 42

What are Training Tools in Text?

Answer 42

Training Tools include things like patient duplication.

Question 43

What is the role of Security in Text?

Answer 43

Security provides various user-provisioning and access management tools.

Question 44

Will Text continue to be used?

Answer 44

Text isn't going anywhere; some tools and editors will always exist only in Text.

Question 45

How will training specify the use of Text or Hyperspace?

Answer 45

In training, we will always specify whether you should be building something in Text or Hyperspace.