ShowMe WorldCare End User Manual

Best practice is to complete certain fields on the Administrative tab immediately after completing the Person tab. This is because certain fields on the Administrative tab are used in calculations on the Laboratory, Clinical and/or Epidemiologic tabs and those calculations will not work if this information is not already entered.

A screenshot showing the main portion of the Administrative tab is provided on the next page.

The leftmost column of the Administrative tab contains Jurisdiction and Reporting Source information.

Case Information relates to the management of the case.

• Jurisdiction will be automatically populated if a valid address was entered for the individual. If not, the drop-down can be used to select the appropriate jurisdiction. Jurisdiction is a type-ahead field so typing the first letter of the jurisdiction will move the user to that section of the list.
• Secondary Jurisdiction can be utilized if needed. Secondary jurisdiction provides another jurisdiction with the same access to the record as the primary jurisdiction. This can be useful in a variety of situations. Examples include:
  • A college student contracts an infectious disease while at school but decides to return their parents’ home to quarantine. The jurisdiction of the college as well as the jurisdiction where the parents live may both need to monitor the case and make updates to the record.
  • Military personnel who are residents of other states may be stationed in Missouri. Out of State may be selected as the primary Jurisdiction based on the person’s permanent address. However, the Missouri jurisdiction containing the military base may need to perform follow-up with the individual while they are here. Although the case may not be assigned to Missouri for official case counts, the local jurisdiction could run a query on the Secondary Jurisdiction field at the end of the year to provide a report to their stakeholders on their actual workload.
• An Investigator can be assigned as the lead party for the case. Click on the drill-down icon to the right of the Investigator field to open the Link to Investigator pop-up. Search for the investigator in the Name field or click the PREV/NEXT links in the lower right to identify an appropriate investigator. The investigator’s number of open cases is displayed to help manage workloads.
  • Security Tip: All users with access to the record based on jurisdiction and condition security settings will be listed as available investigators. This means that some DHSS staff with statewide access, such as District Epidemiologists, may be listed when a local agency accesses this box. Local users should be aware of this feature of ShowMe WorldCare and choose an appropriate investigator within their jurisdiction.

SMWC Tip: If an investigator has been assigned to a condition record, that record will now appear on the investigator’s My Case Load page which will be discussed later in this manual.

Reporting Source information reflects the source of the initial report to public health. For electronic records, this information will already be populated. For manually entered condition records, the user can utilize the drill-down icons to the right of each field to select the appropriate reporter. In this section, the user can also check if this is an Index case or assign a Cluster ID. Cluster IDs will be discussed in more detail in the Outbreak records section of this manual.

Various Dates are available in the second column of the Administrative tab.

• Date of Onset typically refers to date of symptom onset but for asymptomatic patients it may be appropriate to enter the date the individual was first aware they had the condition.
  • SMWC Tip: This date as it is used in calculations on some of the other tabs.
• Date Specimen Collected is the date the person provided a specimen or sample to be tested.
• Date Specimen Resulted is the date the specimen or sample was actually tested. For rapid tests this may be the same as the Date Specimen Collected but it could be some time later for other types of tests.
• Date of Diagnosis is the date the patient was diagnosed with the condition.
• Date Received is the date the record was first received by ShowMe WorldCare. Date Created is the date the record was created in ShowMe WorldCare.
  • For electronically received messages, these dates will typically match.
  • For manually entered messages, the Date Received may be sometime prior to the Date Created. For example, DHSS still receives many faxes that are time-stamped as they arrive. When the information from that fax is entered, the user would enter the Date Received based on the time-stamped date as that is when the record was actually received by public health. If the record does not get entered into ShowMe WorldCare until the following day, the Date Created would be one day later.
• Episode Date looks at the Date of Onset, Date of Diagnosis, Date of Death, Date Received and Specimen Collected Date to pull the earliest date as the date the episode started. This is an auto populated field.
• Date Closed is the date the condition record is closed, which occurs when the Process Status is set to the last status.
• Date Discharged is the date the patient was discharged from medical care.

The third column includes various Statuses that apply to the case.

• Process Status indicates where the record falls within the workflow for the condition. Process Status and workflows will be covered in more detail later in this manual.
• The Reported by: checkboxes are only used for electronically received records and will be completed by the system for electronically received records.
  • Provider (Portal) indicates the record was submitted through ShowMe WorldCare MODROP, the Missouri Disease Reporting Portal. This is available to providers who have not set up electronic feeds to send data to DHSS but would like to enter records on a case-by-case basis into an electronic application. These records feed into ShowMe WorldCare using a similar process as other electronically received records.
    • SMWC Tip: Currently MODROP is available only for COVID-19 but DHSS plans to expand it to include other conditions at a later time.
  • Lab will be checked if the record was received through electronic laboratory reporting (ELR).
  • eCR will be checked if the record was received through electronic case reporting.
• Imported Status will NOT be used on the Administrative tab and can be left blank. This status will be collected on other forms when needed.
• Resolution Status may be completed by the system when records meet certain criteria defined by the program that manages each condition. Users may need to update the Resolution Status if new information has been received. Resolution Status will be discussed in more detail later in this manual.
• Final Disposition will be enabled only when Resolution Status is set to Not a Case. Final Disposition will then contain options for the user to clarify why the record is not considered a case. Final Disposition will be discussed in more detail along with Resolution Status.
• Transmission Status will reflect whether the case has been reported by DHSS to the CDC.
  • Date Sent will reflect the date the message to CDC was sent.
  • Last Report to CDC will be the same as Date Sent if only one message has been sent to CDC. If an update message has been sent to CDC, Date Sent will reflect the initial send date while Last Report Date will reflect the date the most recent update was sent.

Toward the bottom of the Administrative tab is a section called Linked Outbreak/Investigations. If the condition record is linked to any outbreak, the Outbreak ID will be provided here. The View button to the right of the line will open a pop-up showing the outbreak record. Users can also navigate to the Outbreak record directly by clicking on the Goto button.

• SMWC Tip: Be sure to save the condition record before navigating to an outbreak record on any information entered up to that point may be lost.

If the condition record needs to be linked to an Outbreak, this can be done from the Administrative tab by clicking the Add button. This will open a list of outbreaks for that condition. Click on the Outbreak ID# to select the appropriate outbreak. If an incorrect outbreak is selected, click the Unlink button.

Below the Linked Outbreak/Investigations section is a box for Notes/Remarks. Clicking on the Add button at the lower right corner of this box will allow a note to be entered. Notes will be stamped with the date, time and user at the beginning of the note.

• SMWC Tip: Notes cannot be deleted as they become part of the official record when entered.

Some conditions will contain an additional section at the bottom of the Administrative tab that is specific to that condition. As a result, the questions will be different for different conditions and any questions about how to complete them should be directed to the appropriate condition program or District Epidemiologist. These are typically questions that are on initial case report forms. As an example, the additional section for COVID-19 is shown below.

If a user has started this tab immediately after the Person tab, press ALT+Save to save the record but DO NOT submit the record yet. Instead, press HOME to return to the top of the screen and select the tab immediately to the right of the Person tab, which will typically be the Laboratory tab.

If the user is finished with the record for the time being, press Submit to run validation testing against all fields. A Condition Verification pop-up will appear. The user should verify that the condition and jurisdiction for the record are correct. If not, Cancel out of the pop-up box and correct the record before choosing Submit again. Then click Continue. Submitting a record does NOT lock it.