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Caredove-CDIS / HCD-ISCIS Integration Handbook
Caredove-CDIS / HCD-ISCIS Integration Handbook
Tim Berezny avatar
Written by Tim Berezny
Updated this week

Learn how to use the Caredove-CDIS Integration, which imports Caredove referrals into CDIS.

Integration Overview

About CDIS/HCD-ISCIS

The Child Development Information System (CDIS, formerly HCD-ISCIS Healthy Chid Development Integrated Services for Children Information System) is a database that stores personal health information of children and families who receive services from four early childhood development programs 1) Healthy Babies Healthy Children, 2) Infant Hearing, 3) Blind-Low Vision Early Intervention, 4) Preschool Speech and Language

HCD-ISCIS allows service providers to collect, use and share personal health information for the purposes of delivering services as part of the early childhood development programs.

Service providers must get consent from families before they enter their information in the database. Service providers are a) public health units, b) hospitals, c) children's treatment centres, d) other community-based organizations funded by the Province of Ontario

Integration Workflow

Pre-requisites

The integration is available to Infant Hearing Programs that perform newborn screening and have subscribed to the Caredove / CDIS integration.

Functionality

The Caredove-CDIS integration is built for importing newborn screening referrals and test results from Caredove to CDIS.

It includes the following key capabilities:

  • Import Caredove Referrals CDIS at multiple phases during its lifecycle - Caredove referrals can be processed in CDIS in partially and fully completed stages in their lifecycle:

    • Referral creation - with a completed form and answered consent question

    • Referral updates/edits - with corrected information on the referral

    • Closing a referral with test results - with details about the outcome of the infant hearing screening test when the outcome status is completed / failed.

    • Referrals are NOT imported when

      • there is no consent or

      • the outcome status is rejected / cancelled / error
        ​

  • Map referral data to CDIS fields - Caredove referral data is mapped to relevant CDIS. The referral form may collect some information that is NOT used by CDIS, but is useful for agency workflow purposes. For a list of fields see the "Data Fields List" section.
    ​

  • Client Matching - CDIS algorithmically determines if the referral matches an existing client based on baby name, primary contact name, and date of both [VALIDATE WITH CDIS]
    ​

  • Exception queue - If the client matching is uncertain, then the referral will go into an "exception queue", where the user can manually process the referral into CDIS.
    ​

  • User Matching - Users are matched between Caredove and CDIS based on email address

    • CDIS Screener - The Caredove "Appointment Provider"

    • CDIS Logged in User

      • For referrals, the Caredove request provider

      • For sign ups, a special CDIS "Caredove" user
        ​

  • Multiple Appointments - If the outcomes of the tests are performed across multiple appointments, CDIS will update its test results accordingly. Note that the "add-on appointment" action must be used to connect the referrals.
    ​

  • Auto-add locations - When new service listings are added in Caredove, they will be automatically added to CDIS. Existing locations are matched based on the serice's line2 value.
    ​

  • Data validation on Caredove form entry

    • Appointment date is < 8 weeks corrected age on appointment date

    • Health Card Number Luhn's algorithm

    • Baby Weight (0-9999 grams)

    • Primary contact (> 5 years)

    • Consent accepted/rejected date is on or after birth date

    • Most fields are marked as required.

Data Fields List

The following fields are supported in the Caredove/CDIS integration:

  • Baby Information:

    • First Name

    • Last Name

    • Date of Birth

    • Health Card Number

    • Sex

    • Gestational age (weeks)

    • Birth Weight (g)`

    • Birth Hospital

    • Notes [??? check ???]

  • Consent Documentation

    • Consent statement

    • Consent provided by type (parent, legal guardian)

    • Consent provided by last name, first name

    • Consent obtained by (auto-filled from logged in requester)

    • Consent obtained date

  • Primary Contact Information

    • Contact type (Parent, legal guardian, (?)child protection services(?))

    • First name

    • Last name

    • Date of birth

    • Address

    • Primary phone

    • Secondary phone

    • Email address (used for confirmation / reschedule emails)

    • Language

  • Alternate Contact Information

    • Last name

    • First name

    • Phone

  • Screening Test Outcome

    • Stage (1 or 2)

    • Recommended date ("Referral date" in Caredove)

    • Screening site type (well baby, nicu, community, re-admit)

    • Location type (community or pre-discharge hospital)

    • Screening location (auto-filled from referred service line 2)

    • Right ear result

    • Left ear result

    • Screener details (auto-filled from appointment provider)

    • Unit serial #

    • Unit log #

    • Next steps (discharge, community screen, audiology, etc...)

    • Outcome Notes

  • Meta information

    • Agency ID (from referred service's organization identifier)

    • Location (from the referred Caredove service Apartment, Suite, etc. field)

    • Logged in user (from Caredove requester)

    • Not accessed /Finished date (for FAILED referrals) [???]

    • Not access reason (for FAILED referrals) [???]

The following fields which are NOT mapped to CDIS fields, and remain exclusively in Caredove. These include:

  • Primary Care Provider

  • Uploaded files

  • Any questions that are customized to specific IHPs

Caredove Configuration

The following configurations must be properly aligned with CDIS values for the integration to function properly:

Service Listing Configuration

  • Service Listing Line 2: The listing addresses must have the Apartment, Suite, etc. (a.k.a Line2) value filled. It is used to name the location in CDIS. If the

  • Eligibility: Each agency must configure the relevant eligibility requirements for their service listings. Users will be asked if they meet (yes/no) each requirement. Agencies do not need to list age requirement, as it is coded specifically into the form

User Configuration

  • The user email in ISCIS and Caredove must match

  • The user in ISCIS must only be with ONE organization

Status Configuration

Closing a Caredove referral triggers special workflows in CDIS. Caredove must be configured with appropriate closed sub-statuses (configured in the Caredove "Settings > Workflow > Closed" table). Every referral in Caredove should eventually be closed.

  • Closed Status - Completed : "Completed" outcomes will be processed by CDIS. Sub-statuses are irrelevant to CDIS for completed referrals, they can be customized as per the workflow of the agency.

  • Closed Status - Failed: "Failed" outcomes will be processed by CDIS. The following failed sub-status codes must be configured to map to the CDIS Not accessed reason field:

    • not-able-to-contact

    • refused

    • interested-not-participate

    • not-appropriate

    • deceased

    • no-show

  • Closed Status: Rejected / Cancelled / Error: These closes statuses are rejected by CDIS, and should only be used if it is not desirable for a referral to be processed by CDIS (e.g., the referral was closed off as a test referral).

Outcomes Configuration

The following standard outcomes must be configured

Under construction

Organization Configuration [configured by Caredove Staff]

Each organization must be configured with the CDIS organization identifier. This is performed by Caredove staff

API Configuration [configured by Caredove Staff]

The Caredove developer relations team configures the API to push messages to CDIS when:

  • The following referral events occur: Received, routed in, edited, booked, rescheduled/unbooked, revoked, closed with a status of completed or failed or edited*.

* Note that closed referrals which are edited ARE sent to CDIS, but they will be rejected because CDIS cannot process changes after close and an API error will appear in Caredove. The user should review this and clear the error in Caredove

Error handling

Some actions in Caredove will trigger errors in CDIS. In general, referral with the following may be rejected by CDIS, and are the most common source of integration errors.

  • Referrals that are edited AFTER being marked as complete (resolve by manually updating in ISCIS)

  • The user is not properly registered in ISCIS (resolve by ensuring the user has the same email address in ISCIS as in Caredove AND that the user's ISCIS is only with ONE organization).

  • Text fields with the following characters: - Hyphen (Dash), : Colon, ' Single,

  • . Period (resolve by editing the referral in Caredove and removing the special characters)

When an error occurs, you will be presented with an error message. The following table provides instructions on how to handle each error. 400 (Bad Request) errors are usually due to invalid content in the referral, and can be fixed by adjusting the data in Caredove then resending. 500 (Server Error) errors are usually a problem with CDIS (such as CDIS downtime). After the necessary remediation has been made, then clear the error in Caredove.

400 (Bad Request) messages

In general, 400 (Bad Request) messages require you to edit the referral in Caredove according to the details provided in the "text" field of the error message.

Additionally, for referrals that have already been marked as completed or failed in Caredove, any necessary updates should be made manually in CDIS.

Here are some other special cases to consider:
​
​​CDIS-20302 : The email address: <email address> is not registered in CDIS
Ensure that the user is registered in ISCIS/CDIS with the same email address listed in Caredove.
​

Confirm in ISCIS/CDIS that the user does not have any previous or current affiliation with another agency in CDIS.
​
​​​CDIS-10005 : Screening Site Type (linkId=screening-site-type) is missing
Ensure that the referred to Caredove service listing has the name of the referred site in the Apartment, Suite, etc. field
​
​​CDIS-30007 : The screener can't be changed
Verify that the screener information has remained unchanged between the initial submission and subsequent submissions.
​

🚨If the information has not been altered and the error persists, please report these cases to Caredove for further review as part of the ongoing investigation with CDIS on this issue.

500 (Server Error) messages

​URL Open error - Could not connect to endpoint
​

Please wait a few seconds and try resending the message using the "Resolve" > "Resend original message" option. If the error persists after resending, please contact Caredove Support.

CDIS-20201 : Internal Error
Check the first name and last name fields in the consenter section. Each field must not exceed 30 characters individually.​

0 (Internal Error) messages

If you experience an error that is not on this list or not resolvable with the recommended action, please contact Caredove support.

Video Tutorials

How to create a new referral

Video goes here

How to invite a referral

Video goes here

How to reschedule and appointment

Video goes here

How clients can reschedule their own appointments

Video goes here

How to complete a referral

Video goes here

Feature Roadmap

The following upgrades will be provided be Caredove during the UAT

  1. [Launched] "Add-on" Appointments

  2. [Launched] Edit referrals using the new form

  3. [Launched] Information panel to detect & debug failed integration messages

  4. [Launched] UI updates to clarify the distinction between reschedule, add-on appointments, refer again, and route.

  5. [Launched] Launch "internal referrals" from the inbox

  6. [Developing] Launch new form from calendar page

The following upgrades are on the future roadmap to be provided by Caredove at a future date

  1. Convert outcomes UI to an advanced form

  2. Add form questions for Child Protection Services with alternate contact

  3. Add "Organization specific" questions

    1. Don't required HCN for First words

    2. Mothers name/DOB

The following upgrades will be provided by CDIS at a future date

  1. Automatically converting special characters in text fields (e.g., first name, last name) so that an integration error does not occur

  2. Improved recognition of when there might be duplicate referrals

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