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Data Quality
Gaps in the Dosimetry Record
Historion includes a Dose Reading Gap Detection Utility. The main purpose of the utility is to find gaps in the normal flow of Dose Readings that might indicate that a Dose Reading was not done or that one or more Dose Reports is missing from the ongoing records kept by the organisation.
Users with Administrator System Permissions can access the Dose Reading Gap Detection Utility via the Gaps icon in the Data Quality Panel of the Dosimetry tab;
Days Missing Counter
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Re-Scan Button
The utility searches for periods in time (days) where there are no Dose Readings that cover the time period. The default setting is for the utility to scan for gaps in dates between each Dose Report’s Wearing Period End Date and the chronologically next Dose Report’s Wearing Period Start Date. Using the two dates as goals posts, any days that fall in between represent a gap in the Dose Record.
The starting and ending dates for purposes of scanning can be manually set rather than relying on a first Dose Report Wearing Period Start Date or a last Dose Report Wearing Period End Date to set the extreme outer date points or book ends of the scan.
For example if a Wearer started employment in January but the first Dose Report begins in March then setting the Scan From date field manually results in a gap being detected that spans January and February even though there is no first Dose Report present at the beginning of January to set the start date of the first gap.
Gaps scans can be done at four levels. Always scan for and resolve gaps at the highest level first;
1.Highest (Top) level gaps detected reflect no Dose Readings for the organisation for a time
2.Campus level gaps detected reflect no Dose Readings for a group of Centres for a time
3.Centre level gaps detected reflect no Dose Readings for a department or business area
4.Wearer gaps detected reflect no Dose Readings for a Wearer for a time
Specifying Gaps Details and Reasons
When Historion detects a Reading Gap in the Dosimetry Record the RSO is assisted with a Gap Details tab for recording the reason for the gap and any follow up action resulting from the gap;
Provider Selection Gap Time and Criticality Indicator
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Allowed Gap Tick Box Resolved Gap Indicator
Provider Selection
Providers are manually recorded against Dose Gap Records that have already been detected. The Provider Selection is for filtering only. Historion does not scan for Dose Reading Gaps on a Provider basis. If there is no Dose Report present Historion cannot tell who should have been providing it.
With multi-provider options available to RSOs the Historion Software cannot conceivably assume or try to automatically represent who the Provider should have been for one or more missing Dose Reports. This is a decision based on practicality and a policy of fairness to the Providers.
When a Provider is selected in the Dose Reading Gaps detected listing for filtering purposes a reminder prompt is displayed with wording based on the above two paragraphs. When Dose Reading Gaps are first detected the |Provider| field is blank and requires manual selection if that field and filter, subsequently, are to be used.
Gap Time and Criticality Indicator
At the top right corner of the Dose Reading Gap Details tab a numeric counter is displayed indicating the number of days in the gap; Dose reading days detected as missing in this reading gap which is known as the Gap Time and Criticality Indicatory. The Gap Time and Criticality Indicatory is shown with a green highlight for an Allowed Gap Type;
Allowed Gap Type Indicated
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Gap is flagged as Allowed
The Gap Time and Criticality Indicatory is shown with a red highlight for a Not Allowed Gap Type;
Not Allowed Gap Type indicated
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Gap is flagged as Not Allowed
The User can select whether or not a Gap is Allowed. In addition, the selection of the Gap Reason includes with it a default setting as to whether or not the Gap is Allowed based on the selection made. The selection of the Gap Reason automatically ticks or unticks the Allowed Gap Type tick box which the User can override if necessary.
The list of Gaps Reasons for each gap level and whether or not each is Allowed and the Gap Follow up selections can be changed by a System Administrator User in the Lookups tab in System Settings.
Gap Reason and Detail Fields
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Reason Fields
The Gap Reason dropdown provides a selection list for common causes of Gaps in the Dosimetry Record by Gap Level. This list can be adjusted by a System Administrator User, in the Lookups tab under System Settings. The Gap Reason selection is provided to allow future reporting and analysis of selected data items that describe the ways in which different types of Gaps are occurring.
The Gaps Other Reason field allows a maximum of 100 characters and is intended to provide an alternative for the user if a brief further qualification of the reason for the Gap is required. The Reason Detail field for the Gap Reason is theoretically unlimited. The Reason Detail Field is suitable for qualitative paragraphs of information on the Dose Gap.
Gap Follow up and Detail Fields
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Follow up Fields
The Gap Reason dropdown provides a selection list for common causes of Gaps in the Dosimetry Record by Gap Level. This list can be adjusted by a System Administrator User, in the Lookups tab under System Settings. The Gap Reason selection is provided to allow future reporting and analysis of selected data items that describe the ways in which different types of Gaps are occurring.
The Gaps Other Reason field allows a maximum of 100 characters and is intended to provide an alternative for the user if a brief further qualification of the reason for the Gap is required. The Reason Detail field for the Gap Reason is theoretically unlimited. The Reason Detail Field is suitable for qualitative paragraphs of information on the Dose Gap.
Many Gaps that are detected are not a problem, such as Wearer Long Service Leave or a change in the Wearer’s role or secondment. Some Gaps do indicated data problems. Unless analysis is done the User and definitely the software have no ongoing way to resolve which Gaps need investigation.
Default Gap Reasons
Historion includes a starting set of Reading Gap Reasons for each of the four Gap detection levels. Some of the common Wearer Gap reasons are shown as examples on the right hand side of the illustration below. System Administrator Users have full control over this list;
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Resolved Gap Indicator
A locked, read only field appears on the Dose Reading Gap Details tab and in the Dose Reading Gaps Detected listing tab, which titled Historion has detected this gap is resolved This field is always locked and as its name suggests the field is only changed by Historion, When a Gap Scan is requested by the User Historion rescans existing Gap Records to test whether they are still legitimately gaps in the ongoing Dosimetry Record.
Where missing Dose Reports have been found or reissued from a Provider a previous gap that was detected in the Dosimetry Record may be filled with newly imported Dose Readings from the monitoring time frame that the gap spanned.
When Historion detects this, which would be during a gap scanning episode requested by the User, the gap is flagged as having been resolved i.e. no longer a gap in the ongoing Dosimetry Record at the relevant Gap Level in question.
.png) Only Resolved or Overridden gaps can be deleted from the Dose Reading Gaps listing.
Deleting Gaps
Multiple Gaps can be selected and deleted if they have all been resolved by Historion’s Gap Scanner. In the following example a prompt is indicating that the selected gaps cannot be deleted because they have not been resolved and are still gaps in the ongoing Dosimetry Record;
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In order to delete Reading Gaps that have not been resolved they must be overridden by a System Administrator User using the Override button. If Reading Gaps are selected and the Override Button clicked the following prompt is shown. Selecting [Yes] sets each of the selected Reading Gaps to Resolved.
The Reading Gaps can be deleted provided none have File Notes recorded;
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File Notes
The File Notes tab in the Dose Reading Gap details tab allows collection of external communication, emails, reports etc. that pertain to the investigation and handling of the Dose Reading Gap;
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File Notes and associated Attachments, if present, work the same way throughout Historion and are further covered in their respective sections. Only the context and record association changes for File Notes and Attachments in different tab locations.
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