Oncology Sample Database
From Ajexus
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Sample configurations
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Note: Ajexus is suitable for any healthcare provider. The sample databases provided show how Ajexus might be configured to meet specific needs. If you have different requirements, remember that in Ajexus you define the information that is to be recorded, therefore Ajexus can easily be tailored to your needs.
The Oncology sample database supplied with Ajexus covers the fictitious organisation 'Harleston Terrace Oncology Unit'.
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Logins available
The following User Names are available in the sample database. For ease of use, use the administrator User Name.
- 'administrator' has full rights to all information as well as rights to the Data Dictionary
- 'MagwichG' has Physician rights and has access to everything except the Data Dictionary.
- 'BisleyG' has record keeping rights only and can simply view or print the entire medical record and some summary reports.
The password for all the users in the sample database is 'password'.
For information on logging into Ajexus refer to Getting Started in the Operation section in the User Guide.
Patients Available
To view a list of available patients, select the 'All Patients' predefined report on the Select screen. The following patients have a fairly extended record of care:
- John Cowney
- Mark Mango
- Shirley Broadbent
For information on selecting records, refer to Select a Patient Record in the Record section in the User Guide.
Episodes - Continuum of care
Harleston Terrace Oncology Unit has identified the following continuum of care to provide their patients. They have set up episodes within Ajexus to cover this continuum of care.
The continuum of care covers the following key stages. It should be noted that where an organisation provides a range of services (such as a large hospital), a patient may have more than one continuum of care active at any one time.
Referral
This is when a patient is first referred to the service, and the referral is triaged to decide whether Harleston Terrace Oncology Unit is able to assist. If so, the referral will be accepted, and the patient will pass to the assessment stage. If not, the referral will be declined, and the patient will possibly be referred on to a more appropriate service.
Assessment
This is when investigations, tests and assessments are carried out on the patient, with the objective being to arrive at a suitable diagnosis, and to create a care or treatment plan for the patient.
Assessment is linked to sub elements for the recording of Vital Signs, Risk Factors and Symptoms.
Tests
Harleston Terrace Oncology Unit has a requirement to record the specific tests requested and the results returned. They have conveniently split tests into general tests; such as blood tests and scans, and specific tests where the Oncologist orders tests for cancers in specific locations.
Diagnosis
Harleston Terrace Oncology Unit has a statistical requirement to record the specific diagnoses made by the physicians.
Treatments
Treatment is recorded in separate elements, depending on the site of the cancer or the type of treatment: Medication, Invasive, Non-invasive and Clinical Trials.
The Treatment Site/Recommendation element provides the Oncologist with a means of recording site specific cancer treatments.
Elements
Within the key stages outlined above, Harleston Terrace Oncology Unit has identified what information to collect.
In the creation of this particular medical record, the developer has decided to number the main elements so that when the user is presented with a list of elements from which to select a new one to add to the medical record, the elements are listed in a logical sequence; for example, 10 Referral, 20 Assessment, 30 Tests (General), 40 Tests (Specific), 50 Diagnosis, 60 Treatment, 70 Inpatients, 80 Discharge and 90 After Care.
Of course, it is realised that as care continues, the record element sequence will become disrupted: especially after more assessments and tests have been conducted after inpatient admission or after a course of treatment is already in progress. The sequence is simply designed to present the likely sequence of elements at the start of the care so that the user doesn't have to scroll up and down the element list looking for the next element to add.
In addition to the key stage elements mentioned above, Harleston Terrace Oncology Unit has decided that an Intensive Care unit and an Isolation unit are required.
In regard to the application of medications, Harleston Terrace Oncology Unit has decided to categorize them, as follows:
- Biological Therapies
- Chemotherapy Combinations
- Chemotherapy Individuals
- Hormonal Therapies
This is achieved by creating sub elements that are linked from the 'Treatment - Non-Invasive' element.
We emphasise that this setup represents just one possible way of setting up a medical record. Our other sample databases demonstrate several different set ups. However, Ajexus users are able to create any set of elements appropriate to their service.
Note: this is only an example of the different elements that may be set up within Ajexus to record patient details. Practically any information can be stored in the patients record.
Element Lists
In 'Full Record - Group By Episode', the full medical record for the patient has been grouped by the episodes. This element list would be useful for someone wishing to fully acquaint themselves with the medical history, such as a new clinician taking over the case. Over time, this element list can become unwieldy, as a large amount of information accumulates. However, you can just as easily create element lists that produce subsets of your complete medical record. The first subset to come to mind would be listing the medical record pertaining to one episode only; for instance, Oncology.
As Harleston Terrace Oncology Unit simply deals with Oncology cases, it only needs the full record and the only subset is a list of all alerts and warnings.
Summary Reports
Various summary reports have been created in our Harleston Terrace Oncology Unit sample. They cover things like 'All surgeries this year' and 'All chemotherapies this year'. The list could be endless and Ajexus users will find that this ad hoc reporting facility is so easy that many of these reports can be one-off and hence deleted as soon as they are run.
Attached Images
Several of the medical records set for Harleston Terrace Oncology Unit have attached images. In particular, look at the medical record for Shirley Broadbent, who has breast biopsy and chest x-ray images attached to her test elements.
If your imaging equipment and Ajexus have the same access to folders on your network server, then it is a simple matter to apply images to the patient record as soon as they are made available by the imaging departments.
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