Please visit Instructional Videos, Presentations, and Walkthroughs for a video walkthrough of these new features.

In order to streamline the process of data entry, the CPDMS Development team (Dev Team) has developed a method to populate patient level data fields in CPDMS Data Entry by pulling from the ever increasing pathology report library. The Dev team weaved this capability into the abstractor workflow increasing learning, familiarity, and time efficiency. 

The following instructions follow the workflow a user will experience in order to launch the new feature. Simply, if you are entering a new patient into the facility database AND this patient has a pathology report, the user will be directed to the new feature.

Locating a Patient:

When it comes to data entry, the abstractor workflow begins at Patient List.

From this page, users can peruse their respective facility's database using a patient's Social Security Number, Last Name, First Name, Accession Year & Number, and a new optional field, Date of Birth.

CPDMS searches for a patient in the following way:

  1. If a SSN has been entered, CPDMS looks for an identical SSN match in the hospital's database.
  2. If no SSN has been entered or no identical match has been found, CPDMS will search using the other populated fields: last name, first name, and date of birth.
  3. If SSN, Last Name, First Name, and Date of Birth have not been populated, Accession Year and Number can be searched over.

The workflow divides from here.

  1. A Patient is Located in the Hospital's Database
  2. A Patient is Not Found in the Hospital's Database

Patient is Located In the Hospital's Database:

In the image below you can see the SSN, First Name, Last Name, and Birth Date is searched over using "151-51-5151", "TESTFIRSTNAME", "TESTLASTNAME", and "12/12/1980" respectively. For our test a PHI free example patient exists in our training database.

As you can see the SSN and Birth Date are different, for our test case we determine that the patient found in CPDMS is not the patient we entered. Thus, we must create this patient in our hospital's database. 

The "Create" button will only appear if you have searched the following three fields: "SSN", "First Name", and "Last Name". This button will appear if you additionally search with Date of Birth.

Hitting create will direct the abstractor to one of two workflows:

  1. Creating a patient using the SSN, Last Name, First Name, and Date of Birth.
  2. Creating a patient that has a respective pathology report.


Patient is not found in the Hospital's Database:

Upon hitting submit the user will be directed to one of two workflows:

  1. Creating a patient using the SSN, Last Name, First Name, and Date of Birth.
  2. Creating a patient that has a respective pathology report.

Creating a Patient Using the SSN, Last Name, First Name, and Date Of Birth:

The user will be directed to a page similar to one of the two pages below:

Please notice that the Date of Birth has been populated in both frames. 

The Abstractor will follow their normal workflow from the above pages.


Creating a Patient with a Pathology Report:

An abstractor will be directed here if and only if the patient searched over has a pathology report that matches the search criteria they entered, and the user wants to create this patient. 

The following data was searched over in this example:


Please disregard the mismatching data between the pathology text and discrete data. These are made up patients that were linked together. Much of the Pathology Report Text was removed.

Please follow this link for the explanation of this new feature.


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