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Introduction for Coordinators

Review the following information to learn how the AHOBPR Clinical Portal can help Coordinators.

What the Clinical Portal Can Do for You:

• View a Registrant's contact information and communication preferences.
• Manage and view all Administrative and Subpopulation Flags.
• Generate reports that allow for forecasting the need for upcoming examinations.

Quick Start Examples:

The Quick Start examples for Coordinators using the AHOBPR Clinical Portal include the following:

• Use the system's search features to locate specific Registrants, in order to view their contact information and communication preferences.

  Search for Registrant Records

  To search for a Registrant record in the AHOBPR Clinical Portal, perform the following steps:

  1. Click the Registrant tab in the banner at the top of the page.

     The Registrants > Registrant Search page displays.

     

  2. Select from the following search criteria to filter the Registrant records returned in the search results:

     Search Criteria for Registrant Search Page.

     User Information	Description
     Last Name	The Registrant's last name. Note: -_Users can also use search for the Registrant using a partial name.
     Last Four digits of SSN	The last four digits of the Registrant's Social Security Number (SSN). Note: -_When users filter by the last four digits of the SSN, all statuses will be returned in the results.
     Date of Birth	The Registrant's date of birth.
     Registry Status	The status of the Registrant's questionnaire. Users can filter by one of the listed statuses.
     Registry Flags	Registry flags include all Administrative and Subpopulation Flags in the system. An Administrative Flag documents administrative action in a Registrant's record. A Subpopulation Flag designates Registrants into common groups. Users can select from one of the listed Registry Flags.

  3. Click the Search button.

     The system displays a list of Registrants that meet the selected search criteria.

     

     Note: -_The displayed results can be sorted by clicking on an underlined table heading.

• After opening the Registrant's Record, you can view their contact information and communication preferences on the Registrant Information page.

  View the Registrant Information Page

  1. Search for the Registrant's record in the AHOBPR Clinical Portal.

  2. Click the Select button that corresponds to the user in the listed results.

     The Registrants > Registrant > Clinically Relevant Summary page displays.

     

  3. Click the View All Registrant Information link.

     The Registrants > Registrant Information page displays.

     

  4. To view the Registrant's contact information, select the View Contact Information History checkbox.

     The Contact Information History section displays.

     

  5. To return to the Clinically Relevant Summary page, click the Return to Previous Page link.

• To view a list of Registrants in your state or by their assigned location, use the Status by Location Report.

  Generating the Status by Location Report

  1. Click the Reporting tab, and select Status by Location Report from the menu options.

     The Reporting > Status By Location Report page displays.

     

  2. Select the criteria for which you want to generate the report from the available options.

     The following table describes the criteria you can select for this report.

     Selection Criteria for Status By Location Report

     User Information	Description
     As of Date	The date upon which the report results will be based. Note: -_ This date is today's date and cannot be changed.
     State	States from the Registrant's current addresses in the AHOBPR Clinical Portal. Users can filter by one or more states.
     Status	The status of the Registrant's questionnaire. Users can filter by one or more statuses.
     Assigned Location	The VISN or facility where the Registrant is assigned. Users can filter by all locations, a single VISN, a single Main Facility, a single Sub-Facility, or by Registrants that have no assigned location Note: -_When filtering the report by only a VISN or Main Facility, the report will return results for all of the subordinate facilities for the selected facility type.
     AHOBPR Evaluation Location (Most Recent)	The VISN or facility where the Registrant was evaluated as reported in the Corporate Data Warehouse (CDW). Users can filter by all locations, a single VISN, a single Main Facility, a single Sub-Facility, or by Registrants that have no assigned location Note: -_When filtering the report by only a VISN or Main Facility, the report will return results for all of the subordinate facilities for the selected facility type.
     Closest Facility	The VA facility that is located closest to the Registrant's home address. Users can filter by Main Facility and Sub-facility. Note: -_If you do not select a Sub-facility, only results for the Main Facility will be displayed.

  3. Click the Run Report button.

     The system generates the report using the selected criteria.

     

  4. To sort the results by a specific data element, click on any underlined column name.
  5. To view a specific Registrant's record, click the appropriate name in the Registrant Name column to display their record.

• To view a list of Registrants who have requested to be seen in their Questionnaire by their assigned location, use the Ad Hoc by Individual Report and select the Assigned Location and Request to be seen? filter criteria.

  Generate the Ad Hoc by Individual Report

  1. Click the Reporting tab, and select Ad Hoc Report by Individual from the displayed menu options.

     The Reporting > Ad Hoc Report By Individual page displays.

     

     Note: -_The report criteria are selected in two separate steps that are displayed on consecutive pages. The first page will contain the list of data elements that can be used for filtering the report results. These data elements will populate the selections available on the next page.

  2. Set the filter criteria for the report by performing the following steps:

     1. Use the checkboxes to select the filter criteria that will be used to generate the report, and then click the Go to Step 2 button.

        Note: -_Users must select at least one data element to generate the report.

        The Reporting > Ad Hoc Report By Individual page displays the selection criteria.

        

     2. Choose the selection criteria that will be used to filter the report.

        View the Selection Criteria for the Ad Hoc by Individual Report

        Selection Criteria for the Ad Hoc By Individual Report

        Registrant Information	Description
        Registrant Status	The status of the Registrant's questionnaire. Users can filter by one or more statuses.
        Location (VISN or Facility)	The VISN or facility where the Registrant is assigned or where the Registrant was evaluated as reported in the Corporate Data Warehouse (CDW). Users can filter by all locations, a single VISN, a single Main Facility, a single Sub-Facility, or by Registrants that have no assigned location Note: -_When filtering the report by only a VISN or Main Facility, the report will return results for all of the subordinate facilities for the selected facility type.
        Health Factor	Health Factors are entered into the CPRS Template by a Health Care Provider during the Clinical Exposure Evaluation. Users can filter by one or more Health Factors. Note: -_ This data will only be available for Registrants in Participant status.
        Subpopulation Flag	Subpopulation Flags separate Registrants into common groups, such as operations served. Users may filter by one Subpopulation Flag.
        Admin Flag	An Admin Flag documents administrative action in a Registrant's record. Users can filter by a single Administrative Flag. Note: -_As the Registrant Record may include multiple instances of the Administrative Flag, users can specify a date range for when the flag was entered in the record.
        Response to specific question	A Registrant has provided a response to a question in a completed Questionnaire. Note: -_ This data will only be available for Registrants in Participant status. Users can filter by Yes, No, I do not wish to answer, or Don't know.
        Death Flag	The Death Flag is set when a Registrant is deceased. The Selection Criteria allows the user to exclude registrants that are deceased.
        Gender	The sex of the Registrant. The Selection Criteria allows the user to filter by a single gender type.
        Health Care (VA Care) Enrollment Status	Health Care Enrollment Status is the Registrant’s status in VA Care. The Selection Criteria allows the user to filter by one Health Care Enrollment Status.
        Duty Status	The military standing of the Registrant: Active Duty, Guard/Reserve, Retiree, Separated, Unknown Users can filter by one or more Duty Statuses.
        Health Concerns?	A Registrant is considered to have health concerns if they answered "Yes" to any of the questions in the Health Concerns section (Question 3.A–3.K). Note: -_ This data will only be available for Registrants in Participant status. Users may filter by No, Yes, or All.
        Request to be seen?	The Registrant has provided a positive response to Question 7.B (Do you wish to see a DoD or VA health care provider to discuss your health concerns related to airborne hazards during deployment?). Note: -_ This data will only be available for Registrants in Participant status. Users may filter by No, Yes, or All.
        Deployment Country	A country from the Registrant’s deployment history that was received from the deployment interfaces or was self-reported. Note: -_The data for deployments that have exposure responses will only be available for Registrants in a "Participant" status. Users may filter by one country from any of the Registrant's deployments or from the AHOPBR eligible deployments with exposure responses on the Questionnaire.
        Date Range for Questionnaire	The date the Registrant either started or completed the questionnaire. Completed Questionnaires must have been submitted in the system. Users can set the date range for either dates using the format mm/dd/yyyy. Note: -_Start dates are available for only those Registrants assigned either the "Eligible" or "Participant" statuses. Completed dates will only return those Registrants that are assigned the "Participant" status.
        Race	The hereditary group to which the registrant identifies. The Selection Criteria allows the user to filter by a single racial type.
        Ethnicity	The ethnic affiliation of the Registrant. The Selection Criteria allows the user to filter by one Ethnicity.
        AHOBPR Evaluation	Indicates if the Registrant has had an AHOBPR Evaluation. You can filter by All, Yes, or No.
        Closest Facility	The VA facility that is located closest to the Registrant's home address. Users can filter by Main Facility and Sub-facility. Note: -_If you do not select a Sub-facility, only results for the Main Facility will be displayed.

  3. Click the Run Report button.

     The system generates the report using your selected criteria.

     

  4. To save the data elements and selection criteria used to generate this report for future use, or load existing saved search criteria, choose from the following:

     Save the Search Criteria

     1. Click the Save Search Criteria button.
     2. Enter a name for the report in the Search Criteria Name box.

     3. Click the Save Search Criteria button.

        A link will be displayed in the Reporting > Ad Hoc Report by Individual page that allows you to load or delete the saved search criteria.

     Load the Saved Search Criteria

     1. At the top of the Select the Data Elements (Step 1) or Selection Criteria (Step 2) pages, click the Click here to load or delete saved search criteria link.

        The Saved Report Search Criteria section displays on the page.

        

        Each saved search will include the name assigned to the report options, a list of the search criteria, the date and time the options were saved, and a Delete and Select button.

     2. Click the Select button that corresponds to the saved selection criteria that will be used to generate the report.

        The Ad Hoc report page displays the selection criteria that were previously selected for the report.

     3. Click the Run Report button.

        The system generates the report using your selected criteria.

     4. If you have made changes to the search criteria and need to save the changes, enter a new name for the report in the Search Criteria Name box, and then click the Save Search Criteria button.

        Note: -_The AHOBPR Clinical Portal does not allow users to save changes to existing search criteria. You must select a new name when saving the search criteria.

     Delete the Saved Search Criteria

     1. At the top of the Select the Data Elements (Step 1) or Selection Criteria (Step 2) pages, click the Click here to load or delete saved search criteria link.

        The Saved Report Search Criteria section displays on the page.

        

        Each saved search will include the name assigned to the report options, a list of the search criteria, the date and time the options were saved, and a Delete and Select button.

     2. Click the appropriate Delete button.

        The system prompts you to confirm the deletion of the saved search criteria.

        

     3. Click OK to delete the saved search criteria. Otherwise, click Cancel.

        The system displays a confirmation that the deletion was successful.

     4. Click OK.

        The Saved Report Search Criteria page refreshes to display that the saved criteria has been deleted.

• To view a list of the Registrants assigned to your facility and their contact information, use the Registrant Contact Information Report.

  Generating the Registrant Contact Information Report

  1. Click the Reporting tab, and select Contact Information Report from the menu options.

     The Reporting > Registrant Contact Information Report page displays.

     

  2. Set the filter criteria for the report by performing the following steps:

     1. Use the checkboxes to select the filter criteria that will be used to generate the report, and then click the Go to Step 2 button.

        Note: -_Users must select at least one data element to generate the report.

        The Reporting > Registrant Contact Information page displays the selection criteria.

        

     2. Choose the selection criteria that will be used to filter the report.

        View the Selection Criteria for the Registrant Contact Information Report

        Selection Criteria for the Registrant Contact Information Report

        Registrant Information	Description
        Registrant Status	The status of the Registrant's questionnaire. Users can filter by one or more statuses.
        Location (VISN or Facility)	The VISN or facility where the Registrant is assigned or where the Registrant was evaluated as reported in the Corporate Data Warehouse (CDW). Users can filter by all locations, a single VISN, a single Main Facility, a single Sub-Facility, or by Registrants that have no assigned location Note: -_When filtering the report by only a VISN or Main Facility, the report will return results for all of the subordinate facilities for the selected facility type.
        Health Factor	Health Factors are entered into the CPRS Template by a Health Care Provider during the Clinical Exposure Evaluation. Users can filter by one or more Health Factors. Note: -_ This data will only be available for Registrants in Participant status.
        Subpopulation Flag	Subpopulation Flags separate Registrants into common groups, such as operations served. Users may filter by one Subpopulation Flag.
        Admin Flag	An Admin Flag documents administrative action in a Registrant's record. Users can filter by a single Administrative Flag. Note: -_As the Registrant Record may include multiple instances of the Administrative Flag, users can specify a date range for when the flag was entered in the record.
        Response to specific question	A Registrant has provided a response to a question in a completed Questionnaire. Note: -_ This data will only be available for Registrants in Participant status. Users can filter by Yes, No, I do not wish to answer, or Don't know.
        Date of Birth	Registrant's date of birth. Note: -_The format for entering the date should be mm/dd/yyyy.
        Contact Preference	Registrants preferred method of being contacted. Users can filter by Letter/U.S. mail, Through my health care provider, or VA social media.
        Email	Indicates if the Registrant has entered an e-mail address. You can filter by All, Yes, or No.
        Closest Facility	The VA facility that is located closest to the Registrant's home address. Users can filter by Main Facility and Sub-facility. Note: -_If you do not select a Sub-facility, only results for the Main Facility will be displayed.
        State	The state where the Registrant resides. To filter by a Registrant's state, select one (or more) status from the State list, and then click the Add link. The states are added to the Selected State list. To add all states from the list, click the Add All link. To remove a state from the list, select the state in the Selected State list, and then click the Remove link. To remove all states from this list, click the Remove All link.
        Health Concerns?	A Registrant is considered to have health concerns if they answered "Yes" to any of the questions in the Health Concerns section (Question 3.A–3.K). Note: -_ This data will only be available for Registrants in Participant status. Users may filter by No, Yes, or All.
        Request to be seen?	The Registrant has provided a positive response to Question 7.B (Do you wish to see a DoD or VA health care provider to discuss your health concerns related to airborne hazards during deployment?). Note: -_ This data will only be available for Registrants in Participant status. Users may filter by No, Yes, or All.
        Deployment Country	A country from the Registrant’s deployment history that was received from the deployment interfaces or was self-reported. Note: -_The data for deployments that have exposure responses will only be available for Registrants in a "Participant" status. Users may filter by one country from any of the Registrant's deployments or from the AHOPBR eligible deployments with exposure responses on the Questionnaire.
        Date Range for Questionnaire	The date the Registrant either started or completed the questionnaire. Completed Questionnaires must have been submitted in the system. Users can set the date range for either dates using the format mm/dd/yyyy. Note: -_Start dates are available for only those Registrants assigned either the "Eligible" or "Participant" statuses. Completed dates will only return those Registrants that are assigned the "Participant" status.
        Last Name	The Registrant's last name.
        Last 4 of SSN	The last four numbers of the Registrant's Social Security Number (SSN).
        AHOBPR Evaluation	Indicates if the Registrant has had an AHOBPR Evaluation. You can filter by All, Yes, or No.

  3. Click the Run Report button.

     The system generates the report using your selected criteria.

     

• To note if you have reviewed the Registrant's file, talked to the Registrant, etc., you can add an Administrative Flag to their Registrant Record.

  Add an Administrative Flag to a Registrant's Record

  To add an Administrative Flags to a Registrant's record, perform the following steps:

  1. Search for the Registrant's record in the AHOBPR Clinical Portal.

  2. Click the Select button that corresponds to the user in the listed results.

     The Registrants > Registrant > Clinically Relevant Summary page displays.

     

  3. Click the Admin Tracking link in the menu.

     The Registrants > Registrant: LastName, FirstName > Admin Tracking page displays.

     

  4. Use the Admin Flag dropdown to select the appropriate Administrative Flag to add to the Registrant's record.

  5. Click the Add button.

     The system displays a confirmation that the Administrative Flag was successfully added to the Registrant's record.

  6. Click OK.

     The page refreshes to display that the Administrative Flag was added to the Registrant's record.

• To more easily identify Registrants within a subpopulation, you can add a Subpopulation Flag to their Registrant Record.

  Add a Subpopulation Flag to a Registrant's Record

  To add a Registrant to a subpopulation group, you must add a Subpopulation Group Flag to their Registrant record as follows:

  1. Search for the Registrant's record in the AHOBPR Clinical Portal.

  2. Click the Select button that corresponds to the user in the listed results.

     The Registrants > Registrant > Clinically Relevant Summary page displays.

     

  3. Click the Subpopulation Flags link in the menu.

     The Registrants > Registrant: LastName, FirstName > Subpopulation Flags page displays.

     

  4. Use the Subpopulation Flag dropdown to select the appropriate Subpopulation Flag to add to the Registrant's record.

  5. Click the Add button.

     The system displays a prompt confirming that the Subpopulation Flag was successfully added to the Registrant's record.

  6. Click OK.

     The page refreshes to display that the Subpopulation Flag was added to the Registrant's record.