EuroRec Repository. Translation Manual. January 2012

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1 EuroRec Repository Translation Manual January 2012 Added to Deliverable D6.3 for the EHR-Q TN project EuroRec Repository Translations Manual January /21

2 Table of Content 1 Property of the document From European to National Statements EuroRec Statements to be translated Starting with the translations Access to the Repository Translations menu in the repository pull down menu View function The list function The main translate interface and facilities Select statements to be translated Interface facilities Translate an individual statement GPR approach of translating the statements Editing updating translated statements Using Excel tables to prepare your translations Translation of the indices Property of the document This manual is confidential and intended to be used solely by the by the beneficiaries of the EHR-Q TN project, more especially the staff in charge of translating the EuroRec Statements. This manual is property of The EuroRec Institute and can not be copied to persons or organisations external to the EHR-Q TN project. 2 From European to National Statements Certification of EHR systems will always be done within a given environment for a predefined group of users in a given geographical area on the authority of national or regional regulatory authority. Certification will then be done on the basis of a given set of criteria, selected or at least approved by these authorities. Certification will then obviously be done using the local language. The same need to use local language statements applies for documentation of existing EHR systems or clinical applications and also for procurement documents, always addressing a specific group of users of the EuroRec Descriptive Statements. The translated EuroRec statements are therefore intended to be used with the tools developed by EuroRec; the EuroRec Composer for the selection of the Fine Grained Statements and to form a EuroRec Basket, the EuroRec Certifier to transform that EuroRec Basket into a set of Certification Criteria, the EuroRec Documenter enabling the use of the EuroRec descriptive statements for Product Documentation and the EuroRec Procurer for the production and documentation of procurement documents. EuroRec Repository Translations Manual January /21

3 3 EuroRec Statements to be translated EuroRec did take the option to translate a selection of criteria, covering a specific domain/group of functionalities in different languages rather than translating the complete database into one or two languages. The domains chosen for translation during the EHR-Q TN project are: The generic statements = the statements not specifically addressing a particular clinical domain or EHR function. These are the statements with a business index A0x and more especially addressing reliability and trustworthiness of the content of a patient chart. The statements related to medication and the prescription of medicinal products, more especially: The statements related to the data-entry of medication, more especially the selection of the medicinal products. These are all the statements with a business index A10.0 The statements related to medication/prescription related decision support and surveillance / warning systems. These are all the statements with a business index A10.1 We expect / we hope to get all the A10 (medication) statements translated before the end of the first year of the EHR-Q TN project. - A selection of statements related to security and access management: the statements with as business index A7x. - The EuroRec statements regarding Patient Summaries and Shared Care issues: the statements with as business index A14. - Important seems also to translate the Indices linked to the different statements. This will surely improve international use of the EuroRec Repository. 4 Starting with the translations Access to the Repository Performing translations is a maintenance function. This means that the translator has to access the repository with maintenance rights. These rights will be granted centrally by the EuroRec Institute. Access the EuroRec web site with the appropriate user name and password. Access will be granted on simple request by the EHR-Q TN project partner. This can be done by mail to EuroRec Repository Translations Manual January /21

4 Select Repository as one of the choices in the My web space section. 5 Translations menu in the repository pull down menu Clicking on Translations in the pull down menu offers three main functions: Review translated statements, e.g. to update a previously translated statement after that the original, English, statement has been modified. The basic translation function: translate. The language in which the statements are presented is your language, linked to your access code. If you are authorised to translate into more than one language, then the system will offer you the opportunity to choose one of them. EuroRec Repository Translations Manual January /21

5 A list function. This function enables you to list selected Fine Grained Statements or Good Practice Requirements, up to your choice. 6 View function Viewing the statements is allowed in all available languages. Simply select the language. If your language isn t listed here, please contact the EuroRec Institute by mail: You might be a candidate to complete the database in your language. EuroRec Repository Translations Manual January /21

6 7 The list function The list function enables you to list a selection of statements in two different languages to your convenience. Example: if you want to translate EHR Generic Data Properties to Portuguese, and you prefer to use as starting point the French statements, then complete the selection grid as illustrated. The application will display the selected statements in French as well as in Portuguese. Not yet translated statements are displayed in English. One should use the translation interface to effectively translate the statement. EuroRec Repository Translations Manual January /21

7 EuroRec Repository Translations Manual January /21

8 8 The main translate interface and facilities 8.1 Select statements to be translated Interface facilities You will become, by activating the translate function, the following screen: The upper section of the screen enables you to: Select the kind of statements to be translated: Good Practice Requirement or Fine Grained Statement. Start with the GPRs. This will result in a simultaneous translation of the related and linked Fine Grained Statements. To filter the statements based one or more business indices. We advice to filter the statements per business index. Start with index A09: Generic (not domain or business function specific) Second set of statements are the A10 statements regarding medication and prescription management. It is advised to perform translations then by sub-index, starting with A10.0 and then A10.1 etc The statements of the group A7 (security and access management related statements) should be addressed after finalising the A10 statements. The statements related to the Patient Summary Record and Patient Data Sharing (A14) should be addressed then. Finalise with the A0 statements not yet translated (A09 yet translated). It is possible to narrow the list of statements by using the keyword opportunity. This function enables you precise up to three different keywords in an and/or/not approach. The system offers you also the opportunity to select a specific statement by its EuroRec ID number (as provided in the list statements to be translated) I selected the FGS indexed for the function medication effects. EuroRec Repository Translations Manual January /21

9 The lower section of the screen displays the selected statements (in English). The selected are identified depending their category: Good Practice Requirements are identified by a code starting with EU, followed by the EuroRec ID number and finally, after a dot, the version number. Fine Grained Statements are identified by a code starting with GS, followed by the EuroRec ID number and finally, after a dot, the version number. The interface indicates the translation status of the statement: a two letter code indicates the language, in red if yet translated, in blue if still to be translated. See further on. The interface enables you to view all background information regarding the chosen GPR statement or FGS by clicking the icon. The GPR viewer displays the statement, the linked FGS and the applicable indices. The FGS displays the statement, the referenced statements, the applicable Good Practice Requirement as well as the different indices for that statement. EuroRec Repository Translations Manual January /21

10 The interface also enables the user also to view the different versions of a statement by clicking the icon. This can be up most valuable when you need to adapt a translation due to small changes in the original statement. It sometimes eases the understanding of the statement. Multi-lingual partners can be interested in existing translations before translating a statement in their own language. Click the T icon ( displayed. ) to get the existing translations EuroRec Repository Translations Manual January /21

11 Interpretation statements or comments are sometimes available regarding some statements. The comments icon lights green in that case. Clicking on that icon ( ) will display the comments / interpretation statements. The library icon ( ) leads the user to the EuroRec Dictionary. The dictionary contains some definitions, only a limited number of definitions. EuroRec Repository Translations Manual January /21

12 8.2 Translate an individual statement The interface displays in the right column the different languages that you are authorised to use for the translations, mostly only your mother language. Yet translated statements for a given language are displayed with a red language code. Languages still to be translated are displayed in blue. The language indication you will have is the one that fits to you, e.g. DK for Danish and DE for German. Only your language will be displayed. Clicking a blue icon offers you an empty translation interface While clicking on a red icon offers the possibility to edit a previously translated statement. EuroRec Repository Translations Manual January /21

13 Enter your translation and click on Save Translation before translating the next statement. 8.3 GPR approach of translating the statements One of the ways to translate homogeneous sets of Fine Grained Statements is to start with translating a selected Good Practice Requirement. The interface indeed offers the GPR as well as the list of linked FGS, mostly addressing the same aspect of an EHR function. EuroRec Repository Translations Manual January /21

14 Translate e.g. the first statement. and Save Translation. The system moves to the following screen, offering the possibility to access directly the same Good Practice Requirement in order to proceed with the translations. As you can see in the next figure: the first statement is yet translated to French. Selecting Translate Statement e.g. translate to French returns you to the main interface. EuroRec Repository Translations Manual January /21

15 Clicking on Show translations gives you an overview of all the translation available in your language. This function is similar to the View interface described, but offers you additionally the possibility to edit or update previous versions. This screen can also be reached by reached through the Translations pull-down menu Review (translations). See next chapter. 9 Editing updating translated statements The view function displays ALL the EuroRec statements, starting with the GPR statements and then the FGS statements, ordered by ID number. The review function, as yet described in chapter 7, offers the possibility to update the translations either to improve existing translations or to update a translation subsequently to modified original statements. EuroRec Statements, Fine Grained Statements as well as Good Practice Requirements, might indeed require an update in their original English version. Some changes, e.g. typo errors corrected, do not require an update of the translated statements. Other changes should result in a new version of the translated statement too. The EuroRec Repository application enables the maintenance staff to make a choice when updating a statement. The systems offers the possibility to indicate that the managers of the translated versions of the statements should be warned that a given statement has been modified and that at least a verification of the translation is considered as desirable. This happens by means of a mail send to the language specific managers. This results also in a change in the overview of the translated statements. They are displayed in red, as illustrated in the next figure. EuroRec Repository Translations Manual January /21

16 The interface displays the ID of the person responsible for the latest version of the translated statement. The interface enables the user to easily identify the not yet translated statement. The statements in red should be reviewed / verified because linked to an older version of the English language statement. Clicking on the version icon results in an overview of versions and translations This figure illustrates that the actual translation was originally linked to version 3 of the statement GS A new version 4 has meanwhile been added to the repository. The Dutch translation should subsequently be reviewed. Clicking on update gives you the same interface as for creating an original translation. EuroRec Repository Translations Manual January /21

17 10 Using Excel tables to prepare your translations Translating the EuroRec Statements will most probably be teamwork, with initial translations, to be reviewed by a domain specialist. The user may prefer not to enter his/her initial translations directly in the EuroRec database. The application offers a possibility to export Fine Grained Statements as well as Good Practice Requirements in English as well as in any of the supported languages. This screen capture illustrates two different ways to get an Excel table with all the A02 statements in Portuguese. One interface will add the not translated statements, the other file includes some information on versions of translations etc Option 3 Select the language and the appropriate indices, functional, care setting and type indices. Option 5 A simplified version enabling to select the language and only a functional index. EuroRec Repository Translations Manual January /21

18 Both will result in an Excel file: 1. The simplified list based on option 5, without displaying the other indices linked to the statements. A02 - EHR Data Content ID GS GS GS GS GS GS GS GS GS GS GS GS GS GS GS GS GS GS GS GS GS GS GS GS GS GS GS GS GS GS GS The system enables the creation of tasks. Statement The system enables to assign a task to an individual user. The system stores more than one identifier for each EHR. O sistema deve conter a informação necessária para identificar cada utente, incluindo nome, apelido, sexo e data de nascimento. The system keeps history of name changes. The system keeps history of address changes. O sistema permite recolher todos os dados administrativos do doente, necessários ao cumprimento dos requisitos legislativos e regulamentares. The system stores demographic information as discerete data into the EHR. The system enables to define health issues associated with a patient as a problem. The system distinguishes current and past problems associated with a patient. The system maintains the onset date of each health event associated with a patient. The system enables to record the chronicity of a problem associated with a patient. The system enables to record the chronicity of the clinical statements associated with a patient. Cada versão de um dado de saúde tem associado a data e a hora de registo. O sistema distingue os problemas activos e passivos associados a cada doente. The system enables to enter medication items. The identity of the prescriber is linked to each (version of each) medication item. The system stores the dates of the prescriptions linked to the appropriate medication item. Each medication item has a start date. Each medication item may have a date of last modification. Each medication item may have one or more dates of renewal. Each medication item can have an end date. A medication item can be a prescription as well as a non-prescription medication. A medication item can be an over the counter product or a complementary medicinal product. The system stores when appropriate for each medication item the dose or strength. The system stores when appropriate for each medication item the route of administration. The system stores when appropriate for each medication item the number of medicinal product units per take and the number of takes per day. The system stores when appropriate for each medication item the frequency of applying the day regimen of administration. The system stores when appropriate for each medication item the duration of applying the day regimen of administration. The system stores when appropriate for each medication item the number of product units dispensed. The system stores when appropriate for each medication item the number refills to be dispensed. The translated statements are in Portuguese, the other statements in English. EuroRec Repository Translations Manual January /21

19 Option 3 A02 - EHR Data Content ID Version translation Statement Source hasparent has Children GS O sistema deve conter a informação necessária para identificar cada utente, incluindo nome, apelido, sexo e data de nascimento. QREC 6 2 GS O sistema permite recolher todos os dados administrativos do doente, necessários ao cumprimento dos requisitos legislativos e regulamentares. GS Cada versão de um dado de saúde tem associado a data e a hora de registo. QREC 3 1 QREC 14 1 GS O sistema distingue os problemas activos e passivos associados a cada doente. QREC 1 GS Cada versão de um dado de saúde tem um estado associado, por exemplo, activo ou actual, inactivo, histórico ou passado, concluído, suspenso, arquivado. GS O sistema permite registar um contacto com o utente e a documentação associada a esse contacto. GS O sistema recebe e integra documentos externos como documentos que integram o registo do doente. GS O sistema disponibiliza o histórico dos resultados dos exames laboratoriais. QREC 6 1 QREC 2 1 QREC 2 QREC 1 GS O sistema apresenta o histórico dos resultados relativos a testes laboratoriais. QREC 1 GS A data de validade de um tópico de saúde pode ser indefinida. QREC 2 1 GS O sistema permite ao utilizador registar e apresentar períodos de incapacidade para o trabalho ou isenções semelhantes. GS O sistema distingue a medicação activa da não activa quando mostra a lista dos medicamentos do utente. QREC 2 QREC 1 1 EuroRec Repository Translations Manual January /21

20 GS O sistema permite que o utilizador modifique dados de saúde, se legalmente autorizado. QREC 10 1 GS O sistema requer um conjunto mínimo de dados para criar um RSE. QREC 2 GS A lista dos medicamentos apresenta pelo menos os seguintes elementos: identificação do medicamento (embalagem), data de início, data da última prescrição, posologia (estruturado ou em texto livre). GS O sistema consegue especificar o nome de um indivíduo como sendo o seu nome de solteiro(a). QREC 2 1 QREC This table contains only the translated statements, indicating what version of translation it is. It also indicates the number of reference statements (origin statements) and to how many Good Practice Requirements this statement has been linked. EuroRec Repository Translations Manual January /21

21 11 Translation of the indices In order to translate the indices, select Indices and All Indices in the main pull down menu. The interface is similar to the overviews illustrated in the previous sections, indicating the presence of translated or to translate indices. Clicking on a language indicator prompts the same translation interface as for the Good Practice Requirements or Fine Grained Statements. EuroRec Repository Translations Manual January /21

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