Chart Review Tool

The Chart Review Tool permits researchers to review all labs, pharmacy orders, billing codes, and clinical transcripts for the list of patients relevant to their research. The tool also comes with a continuously updated cohort demographics dashboard, the ability to hide/show defined categories of clinical data, and the ability to search an entire patient record for specific keyword text or phrases.

Anonymized Mode

The chart review tool can be configured to attempt to scrub PHI from all records. While we encourage use of this mode in the spirit of HIPAA minimum necessary, we make no guarantees that PHI may not be incidentally revealed.

Reviewing Protected Health Information

Patient names, dates of service, birth and death, MRNs and all other forms of PHI are available in the chart review tool with appropriate approval.

Getting Started

To utilize the chart review tool you first have to tell us how to determine which patients are relevant to your research question. If you have a list, you can share it with us, or you can use the Cohort Discovery Tool to search for a suitable patient cohort.

You must also complete the compliance approvals process that best fits the needs of your project.

Feature Overview

Unlike Epic, which is designed to view one chart at a time, Research IT's chart review tool is designed to facilitate review of an entire patient list - your research study cohort. The first page you see when you log in has your list, with some simple visualizations displayed on the right. Click through the line summarizing a patient to see their chart.

Categorization and Annotation

Categorize patients in one of the three pre-defined categories (included, excluded or undecided) or create your own categories with the "custom tags" feature

Annotate each patient's record using the "Notes" box on the right hand side

Filtering

For simple filtering, use the checkboxes on the left. Click "Event Filters" to turn all checkboxes on or off.

Searching

One of the most powerful features of the chart review tool is its search function. Type in your search term in the upper right and it will filter the list of available data to just show items matching your supplied search term.

Advanced search

Advanced search involves the use of special characters and strings

Special characters

An asterisk (*) is used in conjunction with words or word prefixes/suffixes to permit wild-card matching. For example:

  • myoclon* finds "myoclonus" and "myoclonic"
  • alk* phos* finds "alkaline phosphatase"
  • *opathy finds "lymphadenopathy" and "vasculopathy"
  • *barbit* finds "phenobarbitol" and "barbiturates"
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A period (.) is used to replace a character or a digit. For example

  • p.rt finds "part" and "port"
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Special strings

The strings AND, OR, NOT, NEAR, and INLINE when present in uppercase are interpreted as logic operators. If you are actually looking for the word "and", "or", "not", "near", or "inline" use lowercase.

The NEAR operator, which ignores word order, also supports a proximity constraint in the form of NEAR(N), where N indicates the maximum number (1 to 10) of words separating the two tokens. For example

  • immunoassays NEAR(6) receptors finds the phrase "immunoassays for estrogen and progesterone receptors"
  • progesterone NEAR(3) estrogen finds the same phrase "immunoassays for estrogen and progesterone receptors"(note that the order of estrogen and progesterone in the phrase is ignored)
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The NEAR operator also supports multi-word or multi-token arguments.

  • CAF Chemotherapy NEAR(8) radical mastectomy finds "The patient received neo-adjuvent CAF chemotherapy, as well as radiotherapy and received modified radical mastectomy."
  • CAF Chemo* NEAR(8) rad* mastectomy also finds the same phrase "The patient received neo-adjuvent CAF chemotherapy, as well as radiotherapy and received modified radical mastectomy."
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The INLINE operator, which also ignores word order, looks for given two words appearing on the same line. For example

  • hemoglobin INLINE low or low INLINE hemoglobin find the line "hemoglobin (Specimen N/A)...abnormally low"
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Additional examples

  • malabsorption OR cystic finds documents with either or both of the words "cystic" and "malabsorption"
  • malabsorption AND cystic finds documents with at least one occurrence of each cystic and malabsorption somewhere, not necessarily near each other (note the uppercase)
  • malabsorption and cystic only finds documents containing the phrase 'malabsorption and cystic' (note the lowercase)
  • b*d NOT bend finds documents with words such as "bleed", "blood", etc. and ignores the documents only containing the word "bend"
  • hyper* NOT hypertension finds documents with words such as "hyperlipidemia", "hypersegmented", etc. and ignores the documents only containing the word "hypertension"
  • cataract NEAR(2) removal finds documents with at least one occurence of each "cataract" and "removal" within 2 words of each other
  • accident NEAR(10) fall finds documents with at least one occurence of each "accident" and "fall" within 10 words of each other
  • RBC INLINE low finds documents with at least one occurence of each "RBC" and "low" within the same line
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Advanced features

Square brackets([]) are used for grouping, e.g.

  • [bcr]at finds "bat", "cat", and "rat"
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The caret or anchor symbol (^) is used for negation, e.g.

  • [^bcr]at finds "hat", "mat", "pat", "sat", etc. but not "bat", "cat", and "rat"
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More examples

+ (plus sign) denotes one or more times.

\d denotes any digit [0-9]

\D denotes any non-digit [^0-9]

\w denotes a word character [0-9a-zA-Z_]

\W denotes a non-word character [^0-9a-zA-Z_]

[\d]{5,5} finds documents with words having 5 consecutive digits such as CPT procedure codes, e.g. 68111, 71011

V[\d]+.[\d]+ finds documents with ICD9 codes starting with the letter V, e.g. V29.1, V31.01