EHR Data Flow Diagram

Hospital Health Information System – EU HIS

Contract No. IPA/2012/283-805

This document has been produced with the financial assistance of the European Union.

The views expressed herein can in no way be taken to reflect the official opinion of the European Union.

This project is funded by Republic of Serbia Implemented by the

the European Union Ministry of Health WHO and UNOPS

EHR Data Flow Diagram

Final version – July 2015

Visibility: Public

Target Audience:

EU-IHIS Stakeholders

EHR System Architects

EHR Developers

IPA/2012/283-805 (EC); 00080065 (UNOPS) EHR Data Flow Diagram EU-IHIS | Šumatovačka 78-80, Beograd, Serbia | www.eu-ihis.rs | +381 11 2449 565 1/15

Table of Contents Introduction ..................................................................................................................................................................................................................................... 2

DFD Components ............................................................................................................................................................................................................................. 3

External entities – Users .............................................................................................................................................................................................................. 3

Data flows .................................................................................................................................................................................................................................... 3

Processes – Front end access components .................................................................................................................................................................................. 4

Data storages ............................................................................................................................................................................................................................... 4

Decomposition Diagram .................................................................................................................................................................................................................. 5

Data Flow Diagram ........................................................................................................................................................................................................................... 6

DFD – Context Level ......................................................................................................................................................................................................................... 7

DFD – Level I ................................................................................................................................................................................................................................. 8

DFD – Level II, Process 1: Interfaces to Other Systems ............................................................................................................................................................ 9

DFD – Level II, Process 2: ID and Coding Systems Sync .......................................................................................................................................................... 10

DFD – Level II, Process 3: Reporting Portal ............................................................................................................................................................................ 11

DFD – Level II, Process 4: Clinical System Interface ............................................................................................................................................................... 12

DFD – Level II, Process 5: Health Professional Portal ............................................................................................................................................................. 13

DFD – Level II, Process 6: Patient Portal ................................................................................................................................................................................ 14


Introduction A data flow diagram (DFD) is a graphical representation of the "flow" of data through an information system, modeling its process aspects. It enables

representation of the processes in information system from the viewpoint of data. The DFD helps to visualize how the system operates, what the system

accomplishes and how it will be implemented, when it is refined with further specification. It is preliminary step used to create an overview of the system

which can later be elaborated. A DFD shows what kinds of information will be input to and output from the system, where the data will come from and go

to, and where the data will be stored. It does not show information about the timing of processes, or information about whether processes will operate in

sequence or in parallel.

It is common practice to draw the context-level data flow diagram first, which shows the interaction between the system and external agents which act as

data sources and data sinks. On the context diagram the system's interactions with the outside world are modelled purely in terms of data flows across the

system boundary. The context diagram shows the entire system as a single process, and gives no clues as to its internal organization.

This context-level DFD is next "exploded", to produce a Level I DFD that shows some of the detail of the system being modeled. The Level 1 DFD shows how

the system is divided into sub-systems (processes), each of which deals with one or more of the data flows to or from an external entity, and which

together provide all of the functionality of the system as a whole. It also identifies internal data stores that must be present in order for the system to do its

job, and shows the flow of data between the various parts of the system.

Level II of DFD illustrate each sub-system (process) in details, devided into sub-sub-systems.

With a data flow diagram, users are able to visualize how the system will operate, what the system will accomplish, and how the system will be

implemented.

Graphical elements used for DFD are:

process external entity

data flow data storage


DFD Components

External entities – Users • Public services – Various types of public institutions

• Civil registry services – Various types of civil registry services

• NHIF – National Health Insurance Fund

• CIS/NIPH – Central Information System in National Institut of Public Health (Institute of Public Health of Serbia “Dr Milan Jovanović-Batut”)

• MoH – Ministry of Health of the Republic of Serbia

• EPR IS – HIS (Hospital Information System(s)) and PHC IS (Primary Health Care Information System(s))

• Health professional – Doctors, nurses and other health professionals

• Patient – Subject of health care

Data flows • administrative_data (admin._data) – Personal data that doesn’t concern health (name, family name, address, JMBG or other ID number of person, etc.).

Also includes administrative data about health professionals.

• patient_health_data – Health data regarding patients (history of past illnesses, immunizations, risk factors, medicaments, hospitalizations, encounters,

health interventions, etc.)

• patient_data – Administrative, sociomedical and health data about patients.

• data_visibility – Adjustment of data visibility regarding patient health data, in order to fulfill aspect of privacy (for later development).

• data_packages – Synchonous data transmition from EPR IS to EHR IS.

• coding_systems – Delivering and update of ID and coding Systems.

• reports – Production of predefined or reports on demand.

• log_overview – Patient insight into data about access of other users to his/her data.


Processes – Front end access components 1. Interfaces to other systems – Enables data exchange with other civil institutions concerning the additional health related data that needs to be

integrated into the EHR.

2. ID and coding systems synchronization – Enables synchronization of codes and classifiers used in EHR and personal identity and administrative data

synchronization with NHIF and NIPH.

3. Reporting portal – Enables accessing to defined set of reports and reports on demand.

4. Clinical systems interface – Enables data synchronization between EHR and medical institutions.

5. Health professional portal – Enables healthcare professionals to directly view or enter data into EHR (for later development).

6. Patient portal – Enables patient to see his/her own EHR record (for later development).

Data storages • patient_administrative_data – Storage of administrative data about patients

• patient_health_data – Storage of health data about patients

• hp_administrative_data – Storage of administrative data about health professionals

• institutions – Storage of administrative data about health institutions including NHIF’s code list

• mkb_10 – Storage of diagnoses according to MKB-10 code list

• devices – Storage of medical devices data including NHIF’s code list

• implants – Storage of medical implants data including NHIF’s code list

• procedures – Storage of medical interventions (procedures) data including NHIF’s code list

• reports – Storage of predefined report templates as well as report templates on demand

• document_repository – Storage of documents received from various EPR IS and other IS (such as a Hospitalization Report, for example)

• logs – Storage of data about access to other data in EHR


Decomposition Diagram

EHR IS

Interfaces to other systems

ID and coding systems sync

Reporting portal Clinical system interface

Health professional portal

Patient portal

Get administrative data

Update administrative data

Get ID or coding system

Update ID or coding system

Generate predefined reports

Generate reports on demand

Process data package

View patient data

View patient data

Update patient health data

View patient data

Set patient health data visibility

Log overview

0

1 2 3 4 5 6

1.1

1.2

2.1

2.2

3.1

3.2

4.1

4.2

5.1

5.2

6.1

6.2

6.3


Data Flow Diagram


DFD – Context Level

Public Services

Civil Registry Services NHIF

CIS/NIPH

EPR IS

Health Professional

Patient

EHR IS

pat

ien

t_d

ata

pat

ien

t_h

ealt

h_d

ata

MoH


DFD – Level I

Interfaces to other systems

1

ID and coding systems sync

2

Reporting portal

3

Clinical systems interface

4 Health

professional portal 5

Public services

Civil registry services

NHIF CIS/NIPH

MoH

EPR IS Health professional Patient

patient_administrative_data

institutions

hp_administrative_data

patient_health_data

mkb_10 devices

implants procedures

logs

reports HP_administrative_data*

patient_administrative_data*

patient_health_data*

institutions*

logs*

Patient portal 6

document_repository

document_repository*


DFD – Level II, Process 1: Interfaces to Other Syst ems

Get administrative data 1.1

Update administrative data

1.2

Public services

Civil registry services

NHIF

institutions




DFD – Level II, Process 2: ID and Coding Systems Sy nc

Get ID or coding system

2.1

Update ID or coding system

2.2

NHIF

CIS/NIPH

institutions

hp_person_data

procedures

implants

devices

mkb_10


DFD – Level II, Process 3: Reporting Portal

Generate predefined

reports 3.1

Generate reports on demand

3.2

CIS/NIPH

MoH

mkb_10

devices

implants

procedures

institutions


patient_health_data


reports

document_repository


DFD – Level II, Process 4: Clinical System Interfac e

Process data package

4.1 View patient

data 4.2

EPR IS

mkb_10

devices

implants

procedures

institutions


patient_health_data


logs

document_repository


DFD – Level II, Process 5: Health Professional Port al

View patient data 5.1

Update patient health data

5.2

Health professional

mkb_10

devices

implants

procedures

institutions


patient_health_data


logs

document_repository


DFD – Level II, Process 6: Patient Portal

View patient data 6.1

Set health data visibility

6.2

Patient

mkb_10

devices

implants

procedures

institutions


patient_health_data


logs

Log overview 6.3

document_repository

EHR Data Flow Diagram

Documents

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