Medical coding in Excel export

Introduction

This lesson describes how the medical coding information is structured within an Excel file exported from Viedoc.

To include the medical coding information in the exported file, you need to select Medical coding under Type of data in the Data Export page:

For general details about data export, see Exporting data.

Medical coding information in Excel

For medical coding, in the Excel export output file, there is one sheet for each dictionary. Only values that have been coded will be present in the export:

The columns provide information on the item that was coded, followed by the medical coding specific information, as listed in the following table:

Column name	Description
Columns that identify the item
Site sequence number	A counter that identifies the site globally within the study
Site name	The site name, as set in Viedoc Admin
Site code	The site code, as set in Viedoc Admin
Subject sequence number	A counter that identifies the subject within the site
Subject Id	The Subject ID, in the format configured in Viedoc Designer. The Subject ID is the subject identifier displayed in Viedoc Clinic on the subject card, subject details page, and so on.
Event sequence number	A counter that identifies the event within the sequence of events for the same subject
Event Id	The event ID, as set in the study design (in Viedoc Designer)
Event name	The event name, as set in the study design (in Viedoc Designer) and displayed in Viedoc Clinic
Event date	The event date, as set in Viedoc Clinic when the event is initiated
Activity Id	The activity ID, as set in the study design (in Viedoc Designer)
Activity name	The activity name, as set in the study design (in Viedoc Designer) and displayed in Viedoc Clinic
Form Id	The form ID, as set in the study design (in Viedoc Designer)
Form name	The form name, as set in the study design (in Viedoc Designer) and displayed in Viedoc Clinic
Form sequence number	Counter that identifies the instance of the respective form within the respective activity. This is mostly used for repeating forms. For non-repeating forms, this is 1. If a form is reset and then saved again the new form has sequence number 2, and so on. Form sequence number increases one step every time reset/initiate occurs.
Subject form sequence number	Counter that uniquely identifies the instance of a specific form on a subject level, that is, it starts with 1 and it is incremented each time a new instance of the form is created for that subject.
Origin Subject form sequence number	For a copied form instance, it identifies the form instance from which data was copied for the first time. For the first instance of the form (that is, not copied) it gets the value of the `SubjectFormSeqNo`.
Source Subject form sequence number	For a copied form instance, a counter that identifies the source of a copied form instance (the form instance the data was copied from). It gets the value of the `SubjectFormSeqNo` from which the form instance was copied. For the first instance of the form (not copied) it is empty (null).
Item Id	The item ID, as set in the study design (in Viedoc Designer)
Item Name	The item name, as set in the study design (in Viedoc Designer) and displayed in Viedoc Clinic
Medical coding-specific information
Term	The coded term
Dictionary instance	The description of the dictionary instance, as set in Viedoc Admin when uploading the dictionary
Version	The dictionary version.
Coding scope description	The coding scope description, as defined in Viedoc Designer
Coding scope level	The coding scope level, as defined in Viedoc Designer, can be one of the following: Event Activity Form Item group Item
Code sequence number	A counter that identifies the code for those values with more than one code
Dictionary-specific information
WHODrug: DrugCode DrugName NameSpecifier OldForm Ingredients ATCCodes CountryCode CountryName MAH (MAH) PharmForm Strength MedProdId Generic PreferredCode PreferredName Name	MedDRA: soc_code soc_name soc_abbrev hlgt_code hlgt_name hlt_code hlt_name pt_code pt_name pt_soc_code llt_code llt_name llt_currency	ATC without DDD: L1 code L1 name L2 code L2 name L3 code L3 name L4 code L4 name L5 code L5 name	IDF: L1 薬剤コード L1 薬剤名 L1 薬剤名カナ L2 薬剤コード L2 薬剤名 L2 薬剤名カナ L3 薬剤コード L3 薬剤名 L3 薬剤名カナ L4 薬剤コード L4 薬剤名 L4 薬剤名カナ L5 薬剤コード L5 薬剤名 L5 薬剤名カナ L5 一般名 L5 一般名カナ L5 使用区分1 L5 使用区分2 L5 基準名コード L5 メーカーコード L5 メーカーの略称 L5 剤形コード L5 薬剤コード区分1 L5 メンテ年月 L6 薬剤コード L6 薬剤名 L6 薬剤名カナ L6 一般名 L6 一般名カナ L6 使用区分1 L6 使用区分2 L6 基準名コード L6 メーカーコード L6 メーカーの略称 L6 剤形コード L6 薬剤コード区分1 L6 メンテ年月
Interpretation	The medical coder's interpretation of the applied coding value
Coded by user	The name of the user who performed the coding, followed by the user ID in parentheses
Coded on date	The date and time when the coding was performed
Approved by user	The name and ID of the user who approved the items
Approved on date (UTC)	The date and time (UTC) when the item was approved

An example - WHODrug in Excel exported file

This section illustrates an example of how the data coded using the World Health Organization Drug Dictionary (WHO DD) dictionary looks in the Excel export output.

There are two different use cases, depending on the which level of granularity is selected when applying the code in Viedoc Clinic:

1. Drug (default)

2. Preferred name

When selecting Drug

The image below illustrates how the coded data looks in the export output, if the Drug is selected when applying the code in Viedoc Clinic.

When Drug is selected, the Preferred code and Preferred name come out in the export as well, in the last columns, as illustrated in the image.

When selecting Preferred name

The image below illustrates how the coded data looks in the export output, if the Preferred name is selected when applying the code in Viedoc Clinic.

After the Preferred name is selected and the code is applied, for the respective coded item, the value of the Preferred name ends up in both Drug and Pref fields, in both Viedoc Clinic, as well as in the exported output.