Epic - Exporting reports to OCHIN's secure file storage

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• It's possible to export reports from the Reporting Workbench/Analytics Catalog activity within Epic in order to further analyze and more easily share data.
• Workqueue data from within Epic can also be exported.
• Since the data contains PHI/is HIPAA protected, it needs to be exported securely.
• To accomplish secure export, the reports are sent to the OCHIN SFTP secure site.

Epic User Security Setting

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Before you can use the export function within the Analytics Catalog or Workqueues, your Epic user account security needs to be modified.

• With the exception of a few higher level security templates (like Clinical Director), the "Export File" sub-template [ST00079] must be added to your Epic account.
  • If you don't have the proper security, the "Export to file" button will be grayed out.
  • Please submit a ticket to request one of the EHR Admins to setup this access (if you don't already have it). 
• Clicking the "Export to file" button within a report or workqueue will send the data within 5-15 minutes to the OCHIN SFTP secure site.

SFTP Software

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Once you're able to see/use the "Export to file" button, in order to access the OCHIN secure site, an SFTP software needs to be installed on your computer.

• OCHIN recommends "WinSCP" for this purpose.
• Login information to the secure site must be entered.
• Please submit a ticket to request one of the EHR Admins to install/setup this software.

Reporting Workbench/Analytics Catalog

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Once you've been given the appropriate security setting, you'll see the "Export to File" button at the top-left corner of your report.

• Click the button, then you'll see a pop up that says "The file will be sent to OCHIN SFTP under/PHI/RWB/ within 5 to 15 minutes."
  • Click Submit to confirm the report export.
• The file will be located under the /SA69/PHI/RWB folder.

Workqueues

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Once you've been given the appropriate security setting, you'll see the "Export" button at the top-left corner of your report.

• Click the button, then you'll see a pop up listing a "Secure Save Location."
• Type in a name for your exported file in the space provided.
  • Make sure the file name begins with SA69 followed by an underscore and ends in .xlsx or else it won't properly export.
    • Example: SA69_Name.xlsx
• It is important that you never click the "Browse" button to change the save location.
  • This will cause the workqueue file to not properly export to the right location.
• Enter a password for your file (which you'll need to enter to open it).
• Click Accept.
• As with exporting reports, you'll be able to see the workqueue Excel file in the OCHIN secure site within 5-15 minutes.
  • Note that the file will be located under /SA69/PHI/WQ_EXPORT/ rather than the /SA69/PHI/RWB folder.

Using SFTP Software to Access Your Exported Data

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Once one of the EHR Admins has setup WinSCP for you, upon launching the software, click the "Login" button to access WesternU Health's folders within the OCHIN SFTP storage.

Use the column on the left to navigate to the appropriate folder where the Reporting Workbench or Workqueue data is exported.

• RWB folder - Reporting Workbench
• WQ_EXPORT folder - Workqueues

Once you find the file you exported, you must re-download it before you can review the data; it cannot be opened directly within WinSCP.

• Right-click the file, then choose Download...

• Make sure you save the data to the secure S Drive, as it contains HIPAA protected data.
  • Click Browse... to select the appropriate S Drive folder.
  • Click OK, then click OK again, and the file will be downloaded to the folder you chose.
  • You can then double-click on the file and open it in Excel.