Datasets in WiCis CareFlows

Data sets are configurable objects that store your data (think of them as Excel worksheets, or database tables, or tabular lists – or even another CareFlow). You can give each data set a name, define its fields, import data, and set field visibility.

Examples of Datasets for WiCis CareFlows include:

SOAP exams where within a given CareFlow you can easily review past visits in a patient record, instead of creating a different patient records for each visit.
Outcomes and Assessment datasets
Medications a patient is on.
Prescriptions

A word to the wise: The first time you create a Dataset, you may take a little longer than usual since it may not be clear at first of the abstractions you are creating to move data around the system quickly.

Think of a dataset as a prefabricated floor in a building with all of its elements such as beams, light fixtures, windows, and even the furniture. Once you have built one, you can use it quickly in any building that your company constructs.

Once you understand the concept of Datasets, you will be creating very powerful data groups within your system that can me moved around quickly to create many different solutions!

Steps in creating a CareFlow Dataset:

There are FIVE basic steps in creating a dataset:

Create a Dataset of variables you want to share in different CareFlows. (As an example let’s use a SOAP exam that we will reuse anywhere in our account CareFlows.)
Create the SOAP CareFlow that will host the variables in your Dataset
Add a STEP in the above SOAP CareFlow to map the fields you will be sharing accross the board with any CareFlow.
Add this CareFlow (SOAP) to your destination CareFlow.
Add a STEP in your destination CareFlow to map the fields you are writing, in case your CareFlow also allows you to write to the dataset.

The following example can be created in less than 10 minutes for all the SOAP visits in your institution that are to be used in any CareFlow you have.

I. Creating a new Dataset

Click on ‘Datasets’ at the top of the screen and then on ‘Add Dataset’ on the top right.

**A **Dataset** is a collection of related, discrete items of related data that may be accessed individually or in combination or managed as a whole entity**

Initially create an ID field (in this case SOAP ID) and have the system generate a unique one by selecting ‘Yes’.

In the case of a SOAP visit, we will want to document the date (or even date/time) of the visit, so we add a Date field.

We then add fields for Subjective, Objective, Assessment and Plan, and lastly a Patient Name field which will be our Grouping Field (thus allowing the system to display records that match this field’s value.) Now click on Save. You have now created a SOAP Dataset. We will now need to integrate into one of our CareFlows.

II. Create a CareFlow that will host the data from fields in your Dataset

We first need to create a new Form that we will call ‘SOAP Form’. This form will of course mimic the Dataset we just created. Think of this as your landing page for the data in the new Dataset you just created. When we are finished with this Form, we will then be able to insert it into any CareFlow we have in our Account!

**Create a CareFlow that will accept unique elements of your Dataset**

Let’s make our CareFlow help us out with automatically inserting the Date, anytime that we have a new visit.

**In the formula field, we add ‘NOW()’**

III. Add a STEP in the above SOAP CareFlow to map the fields you will be sharing accross the board with any CareFlow.

STEP in SOAP CareFlow. Note that we use a UNIQUE Patient ID field.

IV. Add the SOAP Form you just created to an existing CareFlow

Go to any existing CareFlow you already have – most importantly one that needs a SOAP dataset as part of it.

**Click on ‘Add Table’ to add your Form + Dataset to this CareFlow**

A Table element will appear:

Click on Settings and then on ‘Dataset View’

Now click on ‘Search for Dataset’ to look for the SOAP one we created earlier.

Select SOAP and select the fields you wish to see visible from your Dataset. Group by ‘Patient Name’. Then Click OK.

**Select Fields you want to be visible within your Form**

A table is created with the fields you selected…

**Table created within your Form. Don’t worry, its visualization will be different!**

V. Add a STEP in your destination CareFlow to map its fields to the dataset, in case you are also allowing your user to write to it.

Now lets insert the Form, connected to the Dataset into the CareFlow Steps. Click on the Number 2, above (CareFlow) to add a step for this:

And select Update Dataset…

After clicking on Update Dataset, you will see this, and in Dataset Mapping, select the SOAP Dataset.

And Map your fields accordingly!

Let’s add a Button (from the Constructors on the left) and drag it just above our table. (This will allow us to write to the dataset.)

**Drag Button constructor to area above Table**

And configure the Button attributes. Make sure you tell it which form it needs to start when clicked! (Your SOAP Form…)

Click OK and you will then add Field Mapping. Add and select Patient ID, and then pass the data to NAME. Click OK.

Were done! You have now created a very powerful solution and a dataset for SOAP exams in just a few minutes.

Run your CareFlow and click on Add New Visit. You will see this.

Click on Submit and… Voilà.