EpicCare ESP Extract Specifications
Authors:
 Carla Lacombe
 Julia Kabanovsky
 Jason McVetta
Last Modified:
1 March 2010
Purpose:
This document will define the EpicCare database fields to be extracted for the ESP project.
This specification describes the layout of the extract files.
Intent:
The extract should become a batched process that runs daily in Epic Suite. The exact date and
time the batch runs will be determined at a later date.
Layout:
This extract consists of 7 separate files. All dates throughout the extract should be in the
format of CCYYMMDD.
Logic for Running the Extract
For each of the clinical data files, the Patient database (EPT) and the Order Database (ORD) will be run for the
specified period. At this current time, the specified period is daily. For every record in the clinical files, a
matching provider record and matching patient record will be created.
For the first clinical file, Encounter Data, the patient database will be read for every encounter that occurred on
the previous day. The encounter types in Appendix A will be used to validate only those types of encounters
that are visit encounters. If an encounter is not closed within the same visit date, it will be reported when
closed. For encounter records matching the necessary criteria, the provider identifier and patient identifier will
be captured in order to create the provider and patient files at the end of the process.
For the three clinical files, Medication, Tests Ordered and Tests Resulted, the information will be extracted
from the Order database for the specified period. For each record records matching the necessary criteria, the
provider identifier and patient identifier will be captured in order to create the provider and patient files at the
end of the process
The Provider file will be created from the captured Provider Identifiers.
The Patient file will be created from the captured Patient Identifiers.
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Epic ESP ETL File Specification
1
Member Table
This table should consist of 1 row per patient record in the production system which has been included in the
clinical files.
Field
1
2
3
4
5
6
7
8
9
Epic ID
EPT .1
EPT 2060/2061
EPT .2, 1
EPT .2, 2
EPT .2, 3
EPT 50, line 1
EPT 50, line 2
EPT 60
EPT 70
EpicCare Description
Patient ID
Medical Record #
Patient Last Name
Patient First Name
Middle Initial
Address
Address
City
State
10
11
12
13
14
15
16
17
EPT 80
EPT 78
EPT 90, 1
EPT 90, 2
not on file
EPT 110
EPT 130
EPT 135
Zip Code
Country
Home Phone Area Code
Home Phone number
Extension
Date of Birth CCYYMMDD
Gender
Race
18
19
20
21
EPT 155
EPT 160
EPT 5650
EPT 40
Home Language
Social Security Number
Current Primary Care Physician
Marital status
ALASKAN
ENGLISH
123-45-6789
V935
MARRIED
22
EPT 150
Religion
CATHOLIC
23
EPT 161
Aliases
FAKEDATA,IAN|MOREFAKE,
BILL
24
does not exist
Mother Medical Record #
25
does not exist
Death date time
YYYYMMDDHHMMSS
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Epic ESP ETL File Specification
English (examples)
Epic Internal Patient Key
External Med Rec HVMA-12344
XB
ONE
A
275 GROVE ST
Apt 23
Dedham
MA
2026
USA
781
568-9876
36
19500101
F
19900221032203
2
Format
Numeric
Alphanumeric
Alpha
Alpha
Alpha
Alpha
Alpha
Alpha
Alpha
abbreviation
99999-9999
free text
Numeric
999-9999
Numeric
Date
M or F
Abbreviation
Alpha
999-99-9999
Alphanumeric
Free text, empty
if not known
Free text, empty
if not known
Free text, |
delimited
repeating fields,
empty if none or
not known
empty if not
known or patient
> 3/12 age.
empty if not
deceased,
numeric
Visit Table
This table should contain 1 record for each patient visit, where the contact type (EPT 30) falls within the list in
Appendix A of this document. Diagnosis occurrences will be separated by semicolon. Ruled out Diagnosis
Codes will be bypassed.
Field
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
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Epic ID
EPT .1
EPT 2060/2061
EPT 8
EPT 20
EPT 18120
EPT 18122
EPT 7040, line 1
EPT 7070
EPT 7070, DEP
101
EPT 30
EPT 17910
EPT 18010
EPT 18205/EAP
2000
EPT 18030
EPT 18040
EPT 18001
EPT 18002
EPT 18090
EPT 18095
EPT 18400
EPT 18400,
EDG .2
EpicCare Description
Patient ID
Medical Record #
Contact Serial Number
Contact Date
Visit closed flag
Encounter Closed Date
Appointment Staff
Visit department
Visit department name
English (examples)
Epic Internal Patient Key
External Med Rec HVMA-12344
Encounter number
Encounter date
Visit closed?
Date the encounter was closed
Encounter clinician
Encounter site
Department name
Contact Type
Expected Date of Confinement
Temperature
Level of Service/True CPT code
Encounter type
Delivery date
Temperature
CPT4 code only
Format
Numeric
Alphanumeric
Numeric
CCYYMMDD
YES or Blank
CCYYMMDD
V395
011801
Kenmore Ears,
Nose and Throat
Office Visit
CCYYMMDD
Alphanumeric
Alphanumeric
Weight
Height
BP Systolic
BP Diastolic
O2 stat
Peak flow
Diagnosis code
Diagnosis description
Height in feet and inches
Systolic with decimal
Diastolic with decimal
O2 Stat
Peak flow
ICD9 Code Separated by space
Diagnosis description text
Alphanumeric
Alphanumeric
Alphanumeric
Numeric
Numeric
Alphanumeric
Alphanumeric
BMI
BMI
Numeric
Epic ESP ETL File Specification
3
Patient Social History Table
Data about patient's alcohol & tobacco use
Field
1
2
3
4
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Epic ID
EPT.1
EPT 2060/2061
EPT 19210
EPT 19220
EpicCare Description
Patient ID
Medical Record #
Tobacco use
Alcohol use
Epic ESP ETL File Specification
English (examples)
Epic Internal Patient Key
External Med Rec HVMA-12344
Whether the patient is smoking or not
Whether patient drinks alcohol
beverages or not
4
Format
Numeric
Alphanumeric
Alphanumeric
Alphanumeric
Immunizations Table
This table should contain one row per immunization administered.
Field
1
2
3
Epic ID
EPT.1/LPL 2000
LPL 4000
LPL 4000/LIM.2
4
5
6
7
8
LPL 4010
LPL 4020
LPL 4050
LPL 4060
LPL .1
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EpicCare Description
Patient ID
Type of Immunization ID
Type of
Immunization/Immunization
Name
Immunization Date Given
Immunization Dose
Manufacturer
Lot Number
Immunization record id
Epic ESP ETL File Specification
English (examples)
Epic Internal Patient Key
Immunization type
Immunization name
Format
Numeric
Alphanumeric
Alphanumeric
Date given to patient
Dose i.e. 0.5 CC
LEDERLE
438-102
ID of record
CCYYMMDD
Alphanumeric
Alpha
Alphanumeric
Numeric
5
Allergies Table
This table should contain one row per Allergy.
Field
1
2
3
4
Epic ID
EPT.1
EPT 2060/2061
EPT 17770, .1 LPL
EPT 17770, LPL 3020
EpicCare Description
Patient ID
Medical Record #
Problem id
Date noted
5
6
EPT17770, LPL 3000
EPT 17770,LPL 3000
ELG .2
EPT 17770, LPL 3030
EPT 17770, LPL 3005
EPT 17770, LPL 3040
Allergy ID
Allergy name
7
8
9
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Allergy status
Allergy description
Allergy entered date
Epic ESP ETL File Specification
English (examples)
Epic Internal Patient Key
External Med Rec HVMA-12344
Problem id
Date allergy added to the patient
record
Allergy code from ELG data base
Format
Numeric
Alphanumeric
Numeric
CCYYMMDD
Allergy status: active/deleted
Allergy name text
Date allergy was entered
Alphanumeric
Alphanumeric
CCYYMMDD
6
Alphanumeric
Patient Problem List Table
This table should contain one row per problem.
Field
1
2
3
4
5
6
7
Epic ID
EPT.1
EPT 2060/2061
EPT 19450, .1 LPL
EPT 19450, LPL 110
EPT 19450, LPL 100
EPT 19450, LPL 160
EPT 19450, LPL 130
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EpicCare Description
Patient ID
Medical Record #
Problem Id
Date noted
ICD9 code
Problem status
Comment
Epic ESP ETL File Specification
English (examples)
Epic Internal Patient Key
External Med Rec HVMA-12344
Problem id
Date problem added to the record
Problem ICD9 diagnosis code
Problem status: active/deleted
Problem extended description
7
Format
Numeric
Alphanumeric
Numeric
CCYYMMDD
Alphanumeric
Alphanumeric
Alphanumeric
Provider Table
Field
1
2
3
4
5
Epic ID
SER .1
SER .2, 1
SER .2, 2
SER .2, 3
SER 5
6
7
8
9
10
11
12
13
14
SER 40
SER 40, 1
DEP 400,1
DEP 400,1
DEP 405
DEP 410
DEP 415
DEP 150, 1
DEP 150,2
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EpicCare Description
ID
Staff/Resource Last Name
Staff/Resource First Name
Staff/Resource Middle Initial
Clinician Title (use the full text
name)
Primary Department ID
Primary Department
Primary Dept address line 1
Primary Dept address line 2
Primary Dept city
Primary Dept state
Primary Dept zip
Primary Dept phone area code
Primary Dept phone
Epic ESP ETL File Specification
English (examples)
Physician code (ex O1234)
Provider’s last name
Provider’s first name
Provider’s middle initial
Provider’s title
Format
Alphanumeric
Alpha
Alpha
Alpha
Alpha
Department id 071801
Kenmore Internal Medicine
133 Brookline Ave
Suite 3
Boston
MA
02146-9876
978
987-9876
Numeric
Alphanumeric
free text
free text
Alpha
Alpha
99999-9999
999
999-9876
8
Tests Ordered
This table should contain one record for each lab, EKG, imaging, or procedure order that has had a contact
during the month day being extracted. ORD 30 = 1 for Lab, 2 for Imaging, or 9 for Procedures. 3 for EKG
Since it is possible that a lab or x-ray be ordered during one month, and not resulted until the following month,
it is necessary to search for these orders by contact date (ORD 20), not order date. If more than one contact is
found during the same month for a single order, please use only the latest contact. E.g., a CBC was ordered on
June 12 and resulted on June 13. The extract for the month of June need only create one record from the June
13 contact.
Field
1
2
EpicCare Description
Patient ID
Medical Record #
English (examples)
Epic Patient Internal Key
HVMA-12344
Format
Numeric
Alphanumeric
3
4
Epic ID
ORD 210/EPT .1
ORD 210/ORD
220/EPT 2060/2061
ORD .1
ORD 40/EAP 100
Order ID
Procedure Master #
Numeric
Alphanumeric
5
7
ORD 40/EAP 380
ORD 320
Modifier
Specimen ID
8
9
ORD 25
ORD 30
Ordering Date
Order Type
10
11
12
ORD 100
ORD 40/EAP .2
ORD 325
Ordering provider
Procedure name
Specimen source
Order number 87654321
Procedure code identifier which
includes CPT4 code and possible
suffix (ex: 92135 or 94123A)
CPT4 Modifier (if present)
HealthOne Accession number
KN12345
Ordering Date
Type of Order 1-Lab, 2-Imaging, 9Procedure, 3 - EKG
Ordering provider
CPT4 code text description
Place to collect specimen from
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Epic ESP ETL File Specification
9
Alphanumeric
Alphanumeric
CCYYMMDD
Numeric
Alphanumeric
Alphanumeric
Alphanumeric
Tests Resulted
This table should contain one record for each component of each lab result for labs that were ordered during the
extract period. This table can select eligible lab orders from the lab records in the preceding Orders table. If a
lab order contains no numeric results (ORD 2000 is empty), then this table should not include any records for
this lab order.
The fields ORD 2000-2060 are multiple response fields that are related in a table format. The Results table
created here should include one record for each lab result component (ORD 2000), populating the relevant
corresponding fields. If any part of a result component is not populated, leave that field blank in this table.
Field
1
2
EpicCare Description
Patient ID
Medical Record #
English (examples)
Epic Patient Internal Key
HVMA-12344
Format
Numeric
Alphanumeric
3
4
5
6
7
8
Epic ID
ORD 210/EPT .1
ORD 210/ORD
220/EPT
2060/2061
ORD .1
ORD 25
ORD 26
ORD 100
ORD 30
ORD 40/EAP 100
Order ID
Ordering Date
Result Date
Ordering provider
Order type
Procedure Master #
Numeric
CCYYMMDD
CCYYMMDD
Alphanumeric
1 or 1
Alphanumeric
9
10
11
12
13
14
15
16
17
18
ORD 2000
ORD 2000/LRR .2
ORD 2010
ORD 2020
ORD 2030
ORD 2040
ORD 2050
ORD 2060
ORD 2090
ORD 320
Component and Name
Component name
Test Results
Normal Flag
Reference Low
Reference High
Reference Unit
Result Status
Comment result
Specimen ID
Order number 87654321
Ordering Date
Date order was resulted
Ordering provider
1-lab 2-imaging, 3-EKG
Procedure code identifier which
includes CPT4 code and possible
suffix (ex: 92135 or 94123A)
123
CBC
4.37
L for Low
Range for result, 3.8
Range for result, 5.0
Unit M/CUMM
i.e. Final
“Final report”
HelthOne Accession number
19
20
21
22
ORD 1010
ORD 325
ORD 305
ORD 40/EAP .2
Impression
Specimen source
Collection Date
Procedure name
Impress for Imaging only
Place to collect specimen from
Date specimen was collected
CPT4 code text description
Alphanumeric
Alphanumeric
CCYYMMDD
Alphanumeric
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Epic ESP ETL File Specification
10
Alphanumeric
Alpha
Alphanumeric
Alpha
Alphanumeric
Alphanumeric
Alphanumeric
Alphanumeric
free text
Alphanumeric
Medications Table
This table should contain one record for each medication that was ordered during the extract time period. ORD
30 = 999, Meds. Use field ORD 25, Ordering Date, to determine when a medication was ordered. If a
medication order has been filled, the original order information will be moved to fields in the 7400 range. If the
order has not been filled, the medication order information will be stored in the 7000 range.
Field
1
2
Epic ID
ORD 210/EPT .1
ORD 210/ORD 220/EPT
2060/2061
ORD .1
ORD 7080
ORD 25
ORD 90
ORD 7055
3
4
5
6
7
EpicCare Description
Patient ID
Medical Record #
Order ID
Rx’g Provider
Ordering Date
Order Status
Meds - Directions
English (examples)
Epic Patient Internal Key
HVMA-12344
Format
Numeric
Alphanumeric
Order Number
Physician’s code (ex O1234)
Order date
(Completed, etc.)
Sig
Numeric
Alphanumeric
CCYYMMDD
Alphanumeric
Alpha
If ORD 7400 is populated, use the following fields:
Field
8
9
10
11
12
13
Epic ID
ORD 7400/ERX
500, line 1
ORD 7400/ERX .2
ORD 7440
ORD 7450
ORD 7460
ORD 7470
EpicCare Description
NDC Code
English (examples)
11 digit NDC representing order
Original Rx/Medication Name
Format
Alphanumeric
Text description of medication (ex.
Amoxicillin 250mg Tab PO)
Quantity ordered
Number of refills ordered
Start date of order
End date (if entered)
Original Rx - Quantity
Original Rx - Refills
Original Rx - Start Date
Original Rx - End Date
Alpha
Numeric
Numeric
CCYYMMDD
CCYYMMDD
If ORD 7400 is not populated, use the following fields instead:
Field
8
9
10
11
12
13
14
Epic ID
ORD 7000/ERX
500, line 1
ORD 7000/ERX .2
ORD 7040
ORD 7050
ORD 7060
ORD 7070
ORD 7400/ERX330
2/15/2016
EpicCare Description
NDC Code
English (examples)
11 digit NDC representing order
Medication/Medication Name
Medication Quantity
Medication Refills
Medication Start Date
Medication End Date
Route
Epic ESP ETL File Specification
Format
Alphanumeric
Text description of medication (ex.
Amoxicillin 250mg Tab PO)
Quantity ordered
Number of refills ordered
Start date of order
End date (if entered)
route – oral
11
Alpha
Numeric
Numeric
CCYYMMDD
CCYYMMDD
Free text