Appendix M

New Data System for Healthy Woman, WISE Woman, and Colorectal Cancer Screening Program Use Cases

Table of Contents

1Acronyms

2Actors

3USE CASES

3.1USE CASE UC001 “Login”

3.2USE CASE UC002 “Search Client Record”

3.3USE CASE UC003 “Link Program”

3.4USE CASE UC004 “Create Client Demographic Record”

3.5USE CASE UC005 “Create Client Health History Record”

3.6USE CASE UC006 “Create HW Client Record”

3.7USE CASE UC007 “Create Breast Screening Services Record”

3.8USE CASE UC008 “Create Cervical Screening Services Record”

3.9USE CASE UC009 “Create Breast Diagnostic Services Record”

3.10USE CASE UC010 “Create Cervical Diagnostic Services Record”

3.11USE CASE UC011 “Create HW Case Management Record”

3.12USE CASE UC012 “Create CRCCP Client Record”

3.13USE CASE UC013 “Create Colorectal Screening/Diagnostic Services Record”

3.14USE CASE UC014 “Create CRCCP Case Management Record”

3.15USE CASE UC015 “Cancer Registry Data”

3.16USE CASE UC016 “Create WISEWOMAN Client Record”

3.17USE CASE UC017 “Create Post Intervention Record”

3.18USE CASE UC018 “Create Behavioral Risk Record”

3.19USE CASE UC019 “Create WISEWOMAN Screening Record”

3.20USE CASE UC020 “Create Lifestyle Intervention Record”

3.21USE CASE UC021 “Create WISEWOMAN Case Management Record”

3.22USE CASE UC022 “Submit Billing”

3.23USE CASE UC023 “Follow up Interface”

Purpose of the Document

This document provides use cases for evaluating vendors and their Commercial-Off-The-Shelf (COTS) product for use by the HW, WISEWOMAN and CRCCP programs. The use cases included here are functions the Pennsylvania Department of Health (PA DOH) will want to see demonstrated by the potential vendors to assure that the proposed solution will meet the business and system requirements of the HW, WISEWOMAN and CRCCP programs.

For requirements details, refer to the HW_WISEWOMAN_CRCCP_Requirements_Document, embedded in Appendix J.

1 Acronyms

The following table provides the acronyms along with their definitions that are used throughout this document.

Acronym / Definition
PCS / Provider/Clinical Staff

2 Actors

The term “actor” is used to describe any entity that interacts with the system. An actor can be a person, a group of people, an agency, system or another automated system.

Actor / Description
Provider/Clinical Staff
System

Template:

Version / Description / Changed By / Date
Reference:
Name:
Overview:
Goal:
Preconditions:
Trigger:
Actors:
Basic Flow
Conclusion:
Post Condition:
Requirements References:
Alternate Flows
Exception Flows
Questions

3 USE CASES

3.1 USE CASE UC001 “Login”

Version / Description / Changed By / Date
1.0 / Web based Data Management System / Sruthi K / 03/31/15
Reference: / UC001
Name: / “Login”
Overview: / It is required that all the users of the web based data management system has to login to the system. The system should verify the credentials of the user who is accessing the system. Every user is assigned with the user ID and each user is required to enter their user ID and password in the system in order to access the data system. The system provide the capability for the users of the system to request for rest password and have ability to change their password.
Goal: / User Logs in to the system
Preconditions: / User has credentials to login to the system.
Trigger: / To access the data in the system.
Actors: / Provider/Clinical Staff, DOH User and System
Basic Flow
  1. The user enters the user name and password on login page
  2. Submits the credentials.
  3. System validates the credentials and accepts the user ID and password.
  4. User gains access to the system.
  5. The system creates the login session for that user.

Conclusion: / User logged into the system
Post Condition: / User gains access to the system as per his assigned credentials.
Requirements References:
Alternate Flows
User Resets the Password
  1. The user enters the user name and password on login page
  2. Submits the credentials.
  3. System validates the credentials and accepts the user ID and password.
  4. User gains access to the system.
  5. The system creates the login session for that user.
  6. User resets his password according to DOH requirements.
  7. System updates the user’s password.

Exception Flows
User Forgets Password
  1. User request for the new password.
  2. System verifies the request and sends new password.
  3. User login with new password.
  4. Submits the credentials.
  5. System validates the credentials and accepts the user ID and password.
  6. User gains access to the system.
The system creates the login session for that user.
Questions

3.2 USE CASE UC002 “Search Client Record”

Version / Description / Changed By / Date
1.0 / Web based Data Management System / Sruthi K / 03/31/15
Reference: / UC002
Name: / Search Client Record
Overview: / The ability for a user to quickly and accurately search for a client record in the system is an important feature of the system. User can search with very minimal input data as client name and perform search or to get more accurate results user may wish to enter all the available details to perform search. The system should have ability search for approximate match search for example:
• System shall retrieve the clients if the Last name is a partial match.
• System shall retrieve the client whose last name matches with the first name and first name matches with last name.
• System shall retrieve the client whose first name, last name matches and but the DOB differs.
• System shall retrieve the client whose first name, last name matches and but the House number differs.
• System shall include the ability to search by other criteria such as the date of birth, chart number, etc.
Goal: / Retrieve client record
Preconditions: / Client record exists in the system.
Trigger: / Required to search for a client record.
Actors: / Provider/Clinical Staff, DOH User and System
Basic Flow
  1. User enters the client information, partial information or full information.
  2. Performs search.
  3. System performs the exact match search and approximate match search.
  4. Search results are displayed.
  5. User selects the client record.
  6. The client record is displayed.

Conclusion: / User retrieves finds the client record
Post Condition: / The client record is available for viewing, creating records and other program related activities.
Requirements References:
Alternate Flows
Exception Flows
Questions

3.3 USE CASE UC003 “Link Program”

Version / Description / Changed By / Date
1.0 / Web based Data Management System / Sruthi K / 03/31/15
Reference: / UC003
Name: / Link Program
Overview: / Every client is linked to a one or multiple programs based on the eligibility, The system provide the functionality of linking the client to appropriate program.
Goal: / To link the client record to selected program
Preconditions: / Client record has to be created
Trigger: / Client enrolls into at least one of the program.
Actors: / Provider/Clinical Staff and System
Basic Flow
  1. Client is linked to HW,WISEWOMAN or CRCCP as applicable
  2. PCS enters the Enter Visit Type, Date/Assessment Date and Provider Site Code as applicable.
  3. System Validate Data, program rules and Assign Cycle

Conclusion: / Client is associated with the selected program and appropriate cycle is assigned.
Post Condition: / To create HW, WISEWOMAN and CRCCP records, data extras and reports.
Requirements References:
Alternate Flows
Exception Flows
Questions

3.4 USE CASE UC004 “Create Client Demographic Record”

Version / Description / Changed By / Date
1.0 / Web based Data Management System / Sruthi K / 03/31/15
Reference: / UC004
Name: / Create Client Demographic Record
Overview: / When the new client visits the provider site, the client is verified for the eligibility and educated about the respective program, the client signs the HIPAA and enrollment/consent form as applicable.
The client is provider with the applicable program services. The provider or clinical staff creates a unique client record in the system. An individual client, if eligible can be enrolled in to multiple programs. The providers will maintain the client records in the web based data management system and will capture and save all the client related information in the system.
The client’s demographic information is entered into the system and the stand alone client record is created and a unique identification number is assigned to the client record, then the client is associated to the program and visit information is captured. The clients’ demographic information records are independent records which uniquely identifies individual client information. After creating a new client records, the clinical staff link it to the applicable program.
Goal: / New client Demographic record is created in the web based data management system.
Preconditions: / The PCS collects the client’s demographic information.
No record already exists for the client in HW, WISEWOMAN and CRCCP in the web based data management system.
Trigger: / New client walks in to the provider site and is eligible to enroll in to one or more of the following programs HW, WISEWOMAN and/or CRCCP.
Actors: / Provider/ Clinical Staff and System
Basic Flow
  1. The PCS logs into the system and searches for the client record.
  2. If no record is found, a new client demographic record is created.
  3. Program, visit information, provider information is entered as applicable.
  4. The client’s Demographic Information is entered in to the system.
  5. The system performs initial field validations as user enters the data.
  6. The PCS saves the client’s demographic information data.
  7. The system performs program defined and CDC MDE/CCDE defined validations and saves the record.
  8. The system creates a new client record and assigns unique identification number.
  9. The Client’s Demographic Record is populated with client’s data.

Conclusion: / The Client Demographic Record is created and the data is populated.
Post Condition: / The Client Demographic Record is available in the system to associate with the selected program, Visit details entry, health history entry, and program related services, follow ups, reports, extracts and print the client demographic information record.
Requirements References:
Alternate Flows
Client Record Existing in the System
  1. The PCS collects client’s demographic, health information and program specific services information.
  2. The PCS logs into the system and searches for the client record and finds an existing record in the system.
  3. The system prepopulates the client’s demographic information.
  4. The PCS updates the demographic information as applicable and does not overwrite previous demographic data such as family size, income, etc as DOH specifies.
  5. The PCS saves the client’s demographic information data.
  6. The system performs program defined and CDC MDE/CCDE defined validations and saves the record.
  7. The Client’s Demographic Record is populated with the updated client’s data.

Exception Flows
Questions
Notes: In this use case it is specified that user will select the program, visit type and provider information at the time of creating the client record. However vendor shall demonstrate if there is any feasible and more accessible way to perform this action at any point of the follow.

3.5 USE CASE UC005 “Create Client Health History Record”

Version / Description / Changed By / Date
1.0 / Web based Data Management System / Sruthi K / 03/31/15
Reference: / UC005
Name: / Create Client Health History Record
Overview: / When a new client or existing client walks in to the provider site, the clinical staff/provider collects the client’s demographic information and health history information and services are provide to client as per the program guidelines.
Each of the following programs HW, WISEWOMAN and CRCCP collect distinct and some common health history information, the health history information pertaining to the client will serves to determine further program related services. The clinical staff/provider will capture the health history information every time the client visits the provider site and the same information will be captured in the web based data management system.
The system should retain the data that is once captured and should provide the ability to prepopulate the data every time a new health history record is created for the same client. The system should allow the user to update the data if required.
Goal: / To create Client Health History Record and link it to the client record.
Preconditions: /
  • The client’s health history is collected.
  • User logged in to the system
  • Performed search
  • Client demographic Information record is created
  • The Client is linked to HW, WISEWOMAN or CRCCP program and the visit information is captured.

Trigger: / New client walks in to the provider site and is eligible to enroll in to one or more of the following programs HW, WISEWOMAN and/or CRCCP.
Actors: / Provider/ Clinical Staff and System
Basic Flow
  1. The PCS retrieves the client record.
  2. The PCS create Health History Record.
  3. The system creates the Health History record and links to the client record for the selected cycle.
  4. The Health History record contains the fields pertaining to the selected program.
  5. The PCS enters the Health History information.
  6. The system performs initial field validations as user enters the data.
  7. The PCS saves the client’s Health History data.
  8. The system performs program defined and CDC MDE/CCDE defined validations and saves the record.
  9. The system creates a Client Health History record and links it to the client’s record.
  10. The Health History record is populated with client’s health history information.

Conclusion: / The Health History Record is created and populated with the health history information.
Post Condition: / The client’s health History record is available in the system for the follow up visits, reports and extracts and to print the health History record.
Requirements References:
Alternate Flows
The Health History Record was created as part of other program
Example: Health History record is created as part of HW program and new health history record has to be created for WISEWOMAN program.
  1. The PCS retrieves the client record.
  2. The PCS create Health History Record.
  3. The system creates the Health History record and links to the client record for the selected cycle.
  4. The Health History record contains the fields pertaining to the WISEWOMAN program.
  5. The system prepopulate the common fields related to HW and WISEWOMAN program
  6. The PCS enters the Health History information and updated the prepopulated fields if required.
  7. The system performs initial field validations as user enters the data.
  8. The PCS saves the client’s Health History data.
  9. The system performs program defined and CDC MDE/CCDE defined validations and saves the record.
  10. The system creates a Client Health History record and links it to the client’s record.
  11. The Health History record is populated with client’s health history information.
The Health History Record was created as part of previous Visit.
  1. The PCS retrieves the client record.
  2. The PCS create Health History Record.
  3. The system creates the Health History record and links to the client record for the selected cycle.
  4. The Health History record contains the fields pertaining to the WISEWOMAN program.
  5. The system prepopulates the fields that were captured in the previous visit.
  6. The PCS updated the prepopulated fields if required.
  7. The system performs initial field validations as user enters the data.
  8. The PCS saves the client’s Health History data.
  9. The system performs program defined and CDC MDE/CCDE defined validations and saves the record.
  10. The system creates a Client Health History record and links it to the client’s record.
  11. The Health History record is populated with client’s health history information.

Exception Flows
Questions

3.6 USE CASE UC006 “Create HW Client Record”

Version / Description / Changed By / Date
1.0 / Web based Data Management System / Sruthi K / 03/31/15
Reference: / UC006
Name: / Create HW Client Record
Overview: / When a new client or existing client walks in to the provider site, the clinical staff/provider collects the client’s demographic information and health history information and HW program services are provide to client.
Based on the health history and eligibility, breast screening services and/or cervical screening services are providing to the client. Based on the screening results client is provide with the diagnostic services are provide to the client. As required the client is provide with the patient navigation/case management services.
The clinical staff captures all the HW program services information and results in the data system. The data system will uniquely identify each client record and each cycle.
Goal: / To create a HW client Record.
Preconditions: /
  • The eligibility is verified and the client enrolls in to the HW program.
  • At least one of the HW program services are providing to the client.

Trigger: / Client walks in to the provider site and is eligible to enroll HW program
Actors: / Provider/ Clinical Staff
Basic Flow
  1. User logins in to the system
  2. PCS searches for the client record.
  3. If there is no client record, a new client record with demographic information is created.
  4. The program, provider information and visit information is entered in to the system as applicable.
  5. Health History record is created with the health history data.
  6. PCS creates the Breast screening services record and enters the Breast screening services and results data as applicable
  7. PCS creates the Cervical screening services record and enters the Cervical screening services and results data as applicable
  8. PCS creates the Breast Diagnostic services record and enters the Breast Diagnostic services and results data as applicable
  9. PCS creates the Cervical Diagnostic services record and enters the Cervical Diagnostic services and results data as applicable
  10. PCS creates the HW Case Management record and enters the HW Case Management services and results data as applicable
  11. Provider/Clinical saves and submits the HW client records.

Conclusion: / HW client record is created.
Post Condition: / HW client record is in the system and is available for the data validation, mapping cancer registry data, printing HW client record, statistical reports and MDE extracts and follow up purposes.
Requirements References:
Alternate Flows
HW Client Existing in the system
  1. User logins in to the system
  2. PCS searches for the client record.
  3. The client record is found.
  4. Retrieves the existing client demographic record, updates the demographic information if required.
  5. The program, provider information and visit information is entered in to the system if applicable.
  6. PCS creates the Health History record and updates the information if required.
  7. PCS creates the Breast screening services record and enters the Breast screening services and results data as applicable.
  8. PCS creates the Cervical screening services record and enters the Cervical screening services and results data as applicable.
  9. PCS creates the Breast Diagnostic services record and enters the Breast Diagnostic services and results data as applicable.
  10. PCS creates the Cervical Diagnostic services record and enters the Cervical Diagnostic services and results data as applicable.
  11. PCS creates the HW Case Management record and enters the HW Case Management services and results data as applicable.
  12. PCS saves and submits the HW client records.

Exception Flows
Client Gets Diagnostic services at different provider location
Client gets screening services at Provider Site X
  1. User logins in to the system
  2. PCS searches for the client record.
  3. If there is no client record and New client record with demographic information is created.
  4. The program, provider information and visit information is entered in to the system if applicable.
  5. Health History record is created with the health history data.
  6. PCS creates the Breast Screening Services record and enters the Breast screening services and results data as applicable.
  7. PCS creates the Cervical Screening Services record and enters the cervical screening services and results data as applicable.
  8. PCS creates the HW Case Management record and enters the HW Case Management services and results data as applicable.
  9. PCS saves and submits the HW client records.
Client gets Diagnostic services at Provider Site Y
  1. User logins in to the system
  2. PCS searches for the client record.
  3. System displays the matching client record.
  4. PCS creates the Cervical Diagnostic services record and enters the Cervical Diagnostic services and results data as applicable.
  5. PCS creates the HW Case Management record and enters the HW Case Management services and results data as applicable.
  6. PCS saves and submits the Diagnostic records.

Questions