DateWise, Ltd

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Why do you need more control over your EMR system?

Here are some sample queries (specifically for Ti*, since that is the EMR we are most recently experienced with)

Automation queries

• You want flags to be automatically generated for clients that need to do a CCAPS every 3rd kept individual therapy appointment
• You want holidays automtically loaded into each staff members' schedule
• You wish to move data between data forms and other data forms or other parts of Ti* (for example, you want pre-populated data forms)
• You want to avoid merging clients with similar names whose identity has been slowly changed over time in Ti* until they look identical
• Two hours before their appointment, you want to text (free) appointment reminders to clients
• Your psychiatrist would like a fully functional vital statistics data form viewable within Ti*; complete with normal Ti* signature tracking/unlocking and guaranteed integrity of data previously entered
• You want to establish a policy where users can automatically unsign notes that they've signed up to 1 business workday after they were locked
• You want to do online scheduling for your Ti* clients
• You periodically send various lists of clients a mass emailing and want that email text loaded into each client's chart
• Since changing a data form design immediately alters all filled out copies of that data form, you want to be able to convert completed consent forms to PDFs, so that consent forms never change after they are filled out.

Read only queries

• Sometimes the front desk has trouble locating data forms they just uploaded and want a query to find them
• You have multiple versions of the same data forms in your Ti* system and want to be able to run queries that includes all versions
• You want more control over your DSM queries, such as generating them based on chapters of the DSM manual rather than individual diagnoses
• You want custom end of year data, specific to your school that can be run in a reasonable time
• Your intake procedures involve a client going through triage, then having an intake appointment, so standard Ti* intake wait reports don't work for you. You need a custom report
• You want to be able to find all the notes you've signed
• You are tired of having to export data to run your own queries or are concerned about the possibility exported data leaving your counseling center
• You found that some Ti* reports run for hours and want those replaced
• You want analytics to understand what time of day, day of week, week of semester that you have the most demand for counseling service
• You want to know which clients fit a certain criteria, such as active client that have specific disabilities
• Your intake process involves a triage therapist checking a dataform box and placing the client on the waitlist. If the therapist checks the box, but forgets to place the client on the waitlist, the client "disappears" from being tracked in Ti*. You want a query that finds clients with that checkbox, but nothing more has been done for that client in the last 6 weeks
• Each of your clinical data forms have an identical field that identifies client severity. You need a report to allow verifing that all clients who scored "high" severity on their most recent clinical data form have an appropriate next appointment date

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What are the two types of queries?

"Read-only queries" access the database, calculate some information and creates a listing showing the information requested.

These are always safe to run alongside any EMR (details supporting this are under the arrow starting this line)
These are extremely safe to co-exist alongside any EMR software (e.g., Ti*)
We provide you a (free) separate user program ("QueryRunner") that your users will view the query results within and you can control which users (or groups of users) can access each query.
These can never cause a support ticket to your EMR vendor because the database is unaltered by the use of read-only queries.
Your EMR software cannot detect the presence of a read-only query.
The worst thing that can happen with a read only query is that the read only query stops working after updating your EMR software because of some database change.
• If that ever happens, you would report that to us and we could fix it for you.
Any claims by an EMR vendor that using read-only queries can somehow violate the terms of your software warranty are false because there is no way for a read-only query to effect nor change the action of the EMR software.

"Automation queries" add functionality to what your EMR does for you by doing some actual work that persists somewhere (usually in the database, but could be something like a text message being sent).

These are safe to run alongside your EMR, if you take steps to avoid reporting non-EMR problems to your EMR vendor
Generally, there is no separate user program for your EMR users. However, for something like online appointment scheduling, the clients will have their own user program (webpages).
These have the potential of causing a support ticket to a vendor. If you report problems with an automation query to your EMR vendor, that could cause issues because your EMR vendor has no responsibility to use their time to fix problems caused by someone else's query updating the database incorrectly.
• The key is to know whether problems are caused by the automation query or the EMR software. So, if have an automation query installed and you face an issue with your EMR, you are responsible for checking if it is an issue caused by the EMR or the automation query. We solve that problem in a few ways:
• Our queries utilize the audit features of the EMR system to identify which rows are updated or inserted by our automation queries.
  • If you have a problem with a particular record, the first thing to check is the audit information on that record to see if it was either updated/created by a script or a user or created/updated at a time when you know the automation query was executed. If so, then first check out the issue as a possible script problem before reporting the issue to the EMR vendor. If in doubt ask us before submitting the issue to your EMR vendor. If there is no problem with the script, try to find some way to duplicate the problem within your EMR system and only report it to your EMR vendor only if you are able to duplicate the problem.
• The techniques we use for programming were specially designed to create valid rows in the database, as described in how we are different.
  • Since the prototype rows that are copied in our creation process are entered through the EMR interface, and changed through update scripts provided by the EMR vendor, it is extremely unlikely that problem rows in the database will be created by our queries. So, if there is a problem involving a record that looks like it was created by an automation query, try to duplicate the problem after disabline the automation query. If you are able to duplicate the problem, report it to the emr vendor.
• If you are not able to reproduce the problem (or wish us to handle this whole determination), just report the problem to us first.

Some of the queries listed above as "automation queries" could actually be implemented as more of a hybrid, having the advantages of both and none of the risks. You can contact us for more information about specific hybrid queries or any potential query issue.