MINNESOTA ELECTRONIC
DISEASE SURVEILLANCE SYSTEM
MEDSS Demo Site Instructions
August 2014
MEDSS Group
c/o Nancy Dean
625 N. Robert St
St Paul, MN
55164-0882
651-201-5676
health.state.mn.us/medss
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Introduction to MEDSS
The Minnesota Electronic Disease Surveillance System is an interactive platform for
disease reporting and tracking that allows users to enter and extract different data
elements for multiple purposes. All information is collected around a person but that
person can be tied to one or multiple disease events. Some disease events will be shortlived (such as a salmonella case) and some disease events will be active for a longer time
(such as a TB case or a Hepatitis case). Data elements will be collected per disease event
and data elements will differ according to the disease, for example a Chlamydia disease
event will probably have fields about sexual activity where and disease event of Lyme
disease will not. Since the information is collected around the disease event, each new
disease event will have its own information.
Once data is entered into the system, additional documents can be added to the event
such as lab reports. A user can link people or events together to track contact
investigations and can share events among different jurisdictions if necessary to
investigate possible outbreaks around the State.
To get track of the data, each disease event has their own set of question packages,
which are groups of questions that pertain to a specific category. Each disease group has
a set of core question packages, but will have additional ones that are specific to that
disease. Some fields can be automatically filled in based on lab or patient information.
The information collected in the question packages are specific to what that disease
group eventually reports to the CDC.
When work is needed to be completed on an event or follow up is needed, events are
placed in workflows, which are similar to an inbox. The workflow will be automatically
filled based on triggers in the question packages. Workflows will also be used for a user
to get track of individually assigned cases or tasks. When a new task is assigned or a
new case placed in a workflow, users can receive reminder emails generated by the
system.
To get data out of MEDSS, a user can extract the information using the report or the
print function. Reports are used to generate summaries of disease event information
either on the screen or as extracts. Print templates will print one event at a time (versus
reports that can create summaries and reports based on information in multiple disease
events) and can be used for creating a paper copy of a disease event.
MEDSS is also a secure web application that requires login ids and passwords for each
user. Access for an individual will be set to disease (or diseases), role and jurisdiction.
This way we can setup users with access to only the disease events they need to see. To
track the work being done and by whom for each event, system administrators can view
audit reports and history logs.
The following pages give brief steps for how to log in, create a new event, search for a
case, enter new data, and how to access other functions.
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Instructions for using the demo system
To log in, first open the ULR for the system and the following screen appears:
https://apps.health.state.mn.us/medss-demo/login.do
Enter one of the generic login ids and password listed below:
ID
DemoUser_ALL41
DemoUser_IDEPC41
Password
all_diseases
all_idepc
Comment
Demo user with access to all diseases,
jurisdictional restrictions.
Demo with access to Infectious disease
except STDs, no jurisdictional restrictions.
DemoUser_TB41
only_tb
DemoUser_HL41
only_HL01
Demo user with access to hearing loss
records, no jurisdictional restrictions.
DemoUser_Hennepin41
only_VPD
Demo user with access to VPD only in
Hennepin county.
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Demo user with access to TB diseases only,
no jurisdictional restrictions
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ID
Password
dak_iq
LPH_Dakota_IQ
LPH_Dakota_Pert_IQ
dak_pert_iq
henn_iq
LPH_Hennepin_IQ
LPH_Hennepin_Pert_IQ
henn_pert_iq
State_DEMO_IQ_03
state_iq
Comment
Demo user responsible for IQ tracking in
Dakota county
Demo user responsible for IQ tracking and
Pertussis in Dakota county
Demo user responsible for IQ tracking in
Hennepin county
Demo user responsible for IQ tracking and
Pertussis in Hennepin county
Demo MDH user with access to several
disease groups plus IQ
And click on Login to enter.
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MEDSS Dashboard
The MEDSS Dashboard is the main page in the system and where all information is
organized around.
Information about
the current open
event
Toolbar icons
for different
functions
Tabs for
event data,
lab results,
person info
Creating a new disease event
You can create a new disease event by using the ‘Create Event’ icon
bar.
on the icon
1. Click on the ‘Create Event’ icon
2. The ‘Create Event – Person Information will appear:
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3. Today’s date is the default for the event date, but a user does has the option to enter a
new event date.
4. Select the disease from the drop down.
5. Enter information about the person (or if you want to create an event for an existing
system click on ‘Select Person’)
6. Click on Save.
7. You will get back to the dashboard, now with the new event open.
Finding existing disease events
You can search for existing disease events several different ways, each one accessed
from the toolbar:
•
Search function
•
Recent cases function
•
Workflows
For more information on searching for cases and interacting with these functions, refer to
the general training guide.
Viewing and modifying Event Information
Once you have a disease event open on the dashboard, all the data collected about a
disease event is found in question packages on the Event Data tab. To open a question
package, double click the name or click on View Question Package. Different fields can
show-up based on answers in parent questions, as in the example below:
When the Race field is empty the next field is Hispanic ethnicity:
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When Asian is selected in Race, one additional field (Please specify) is visible.
For some fields there is the ability to select more than one answer, for the example
above (Race), there is a link to the right of the race selection (Add New). By clicking on
this link, you have the ability to add more race selections for this disease event by
repeating the field (both Race and Please specify will be repeated).
Gray fields in a question package indicates these are ‘read only’ and the information is
collected somewhere else (on another question package or on another tab such as the
person or lab tabs).
After entering in new data, you can ‘Save’ the information either on the floating header
or at the bottom of the question package. You can also close out of the question package
by clicking the ‘Cancel’ button.
Viewing and modifying Person Information
Once you have a disease event open you can view, change or enter new information
about the person who has this disease event by clicking on the Persons tab on the
dsahboard.
To view, add or edit general demographic person information such as gender, birth date,
or address, click Edit Person and the Edit person screen will appear. In this menu, a
user can add multiple addresses. Other tabs are located to add person links
(relational/social links, not epi-links), add person notes or view demographic history.
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Using other functions in MEDSS
For more information on the different functions and how to use them, refer to the
general training guide, but for a quick reference for accessing the functions:
Workflows
Workflows are electronic inboxes that help
organize cases. Workflows help define the work
that has happened or needs to happen on a
case.
Linking
Use this function to link to existing events in
MEDSS to help illustrate how they are related or
connected (contact, source, etc)
Share
The share function allows users to share cases
with an invididual or group in another
jurisdiction or division.
Reports
Reports in MEDSS allow users to analyze their
data. Different reports are accessible by
different roles.
Printing
Print templates are used to print information
about a single event or case. Event Print
document can be used to print the entire event
and lab results (or what has been entered in the
QPs).
Remember that different users will have access to only certain functions. For this Demo
system, different user ids will offer access to only some diseases and some functions.
Summary
The Demo site is a way for future users or LPH to understand how MEDSS works. This
system does not have any private data or any type of data that can beidentified with an
individual.
This brief instruction manual illustrates how to add new cases, search and enter new
data. To access a complete user guide on the entire system, refer to the general training
manual. In the finalized MEDSS platform, access may look different for different users
and groups based on access and security functions. PLEASE REMEMBER this is just a
Demo site and intended for future users to get acquainted with the new Minnesota
Electronic Disease Surveillance System.
In you have additional questions or concerns, please contact [email protected]
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