Purpose

The Check Status screen displays the status of the information for current and past data exchange into the registry system.

• Information Provided

• Functionality

• Notes

Information Provided

1. Job Name: This section displays the Process Name .

2. User Name: This column displays the User Name initiating data exchange.

3. Exchange Data Date: This column displays the Date and Time the data files are uploaded.

4. Process Start Date: This column displays the Date and Time the data files start Processing.

5. Process End Date: This column displays the Date and Time the data files stop Processing.

6. Status: This column displays the current Status of the processed data file (Queued, Processing, Error, Exception, Complete.)

7. Type: This field displays the type of data exchange request that has been submitted (i.e. Flat File, HL7 2.3.1, HL7 2.4, HMO, and various extract requests.)

8. Rejected Clients: This field displays the number of clients rejected in a data exchange upload.

9. Rejected Immunizations: This field displays the number of immunizations rejected in a data exchange upload.

10. Rejected Comments: This field displays the number of comments rejected in a data exchange upload.

11. Inventory Updated: (Deduct from Inventory Users Only) This field displays the number of immunization records that were successfully deducted from inventory in a data exchange upload.

12. Inventory Not Updated: (Deduct from Inventory Users Only) This field displays the number of immunization records that were NOT deducted from inventory in a data exchange upload.

13. Pending Clients: This field displays the number of clients in a data exchange upload that result in the temporary storage of pending clients. Pending clients are stored when a client in a data exchange upload matches more than one existing client in the Immunization Registry; pending clients are an indicator that duplicate client records may exist in GRITS. Contact the GRITS Help Desk to review and merge Pending Client records.

14. Unmatched Immunizations: This field displays the number of immunizations that are not associated with a client in a data exchange upload. Unmatched immunizations are neither processed nor loaded into the Immunization Registry. (Pertains to Flat File users only.)

15. Unmatched Comments: This field displays the number of comments that are not associated with a client in a data exchange upload. Unmatched comments are neither processed nor loaded into the Immunization Registry. (Pertains to Flat File users only.)

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Functionality

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Reviewing Status field

Upon submitting a data exchange request, the Data Exchange Job Processor runs through several stages that can all be viewed in the Status field on this screen.

Preliminary stages:

Typically data exchange jobs rapidly transition through these preliminary stages, so the number of stages you see will vary. In the event one of the preliminary stages is displayed for a prolonged period of time, contact the GRITS Help Desk as there may be an issue with the Data Exchange Job Processor.

• FOUND: Initial phase in which the Immunization detects that a data exchange request has been submitted.

• UNPROCESSED: When the Immunization Registry experiences a high volume of data exchange requests, a back load of job requests may occur.

• PREPROCESSED: When the Immunization Registry experiences an internal error, data exchange jobs processing at the time of the error will be set to Exception. GRITS keeps track of the number of records committed to the database up to the point that the exception occurred. GRITS will create a split file of all records in the file that have not been processed and committed. This split file will be set to the status Preprocessed. The split file will be submitted by a GRITS program associate after the internal error that caused the Exception is identified and fixed.

• QUEUED: Job request placed in the Job Processor queue awaiting its turn to start processing.

Processing stages:

When the Data Exchange Job Processor begins to process your data exchange request, the Process Start Date will appear and the Status field will display a new value.

• PROCESSING: This message indicates the data exchange request is currently processing.

Final stages:

When the Job Processor finishes processing your data exchange request, the Status field will display one of the following values:

• COMPLETE: This message indicates the data exchange request has processed successfully.

• ERROR: This message indicates the data exchange request could not be processed due to formatting errors in the data file you have uploaded. Review the format of the file you submitted; contact the GRITS Help Desk for additional assistance if needed.

• EXCEPTION: This message indicates that the Registry encountered an internal problem while attempting to process your data exchange request. Check the Announcements section on the GRITS Home Page for any current data exchange issues that may have caused your data exchange request to go to Exception; contact the GRITS Help Desk to research the problem if no explanation is given in the GRITS Announcements.

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