Surveillance reporting

A condition report points to the encounter that supplied its operational context. The Licensed Clinician enters the reporting facility, condition code, report date, case count and population denominator. A Clinical Reviewer follows the encounter link and checks the source and the clinician’s authority before authorizing validation. Submitted, Validated, Investigating and Closed describe distinct stages of the report; the encounter has its own status and can move on a different schedule.

For a suspected condition, open the linked encounter before reviewing a Submitted report. Compare the condition code and facility with the report date and read the case count alongside the denominator. The reviewer checks the clinician’s identity through the encounter and authority records. A wrong encounter reference stops the validation decision until the Licensed Clinician corrects the source report.

• Source. Keep condition code, reporting facility, report date, case count and population denominator on the record that owns the work.
• Responsibility. Licensed Clinician starts from the relevant list and checks the linked record before acting.
• Handoff. Use the status and dates to decide what the next person should inspect.

Agree who selects the reporting facility and condition code, what the case count represents and how the denominator is defined. Decide how reviewers resolve a wrong encounter link and how investigation ownership is recorded outside the report’s limited fields. Set the human review point before a report is marked Validated. Treat external notification as a separately configured destination with its own owner.

Create a Submitted report against a known encounter. Have the Licensed Clinician enter facility, condition code, date, case count and denominator. Ask the Clinical Reviewer to open the encounter, verify the clinician and check consent, assignment and privilege for the action. Follow the authorized validation, investigation and closure decisions on that report. Repeat with the wrong encounter link and stop before validation until the source is corrected.

Keep the report date distinct from the visit date. A facility can submit a report about an encounter recorded earlier, and the reviewer needs both dates to interpret the case. Case count and population denominator are separate numeric fields; agree their definitions before comparing reports. A Closed report records the end of its own review path, not a change to the linked encounter.

• Active Surveillance Reports — See submitted, validated and investigating reports.
• Reports awaiting validation — Open submitted reports with their source encounters.
• Surveillance status board — Compare report stages by facility and condition.

Use the process walkthrough to rehearse the decision and the data model to check record links. The roles page explains the access responsibilities.