Filtering Parent HCO records


In the Veeva OpenData subscription, you can select an option to filter the Parent HCOs so that you do not download unwanted data to your Network instance. If this option is not selected, when users process Veeva OpenData data change requests or download or sync with Veeva OpenData, Parent HCOs (up to five levels) are automatically downloaded in your Network instance.

When users submit data change requests or download or sync with Veeva OpenData, HCO Specialties or Types filters (defined in your Veeva OpenData subscription) can be applied to HCOs so that you can specify only the records that you want downloaded to your Network instance. If the option to filter Parent HCOs is not selected, Parent HCOs are automatically downloaded for affiliated HCPs regardless of the specified filters; for example, if you downloaded an HCP that is affiliated with a General Hospital, but you only want Veterinary HCOs in your Network instance, the General Hospital would be still be downloaded.

This feature is available for all Veeva OpenData subscriptions. By default, it is not enabled.

Filter Parent HCOs

You can enable the option to filter unwanted Parent HCOs from being added to your Network instance when data change requests are processed or when users are syncing or downloading Veeva OpenData.

To filter the Parent HCOs:

  1. In the Admin console, click System Interfaces > Veeva OpenData Subscriptions.
  2. Choose a country subscription.
  3. In the Veeva OpenData Subscription Details section, under Health Care Organization, select the Filter Parent HCOs during Ad Hoc Download and Data Change Requests option.

  4. Define filters for the HCOs that you want to download. You can define Specialties or Types, or both. Only the HCOs that match the Specialties and Types that you define will be downloaded.
  5. Save your changes.

Parent HCOs are filtered for ad hoc jobs only (DCRs, Download from OpenData, Ad Hoc Download, and Sync with OpenData).

To understand what records are downloaded with each action, see Records downloaded to your Network instance.

Parent HCO filtering examples

When Parent HCO filtering is enabled, Network uses the filters to determine the affiliations to download. In a hierarchy, when a record that does not meet the filter criteria is found, Network stops looking for Parent HCOs to download. This means that Parent HCOs further up the hierarchy that meet the filter criteria are not downloaded.

Review the following examples to understand how Network determines which records to download when Parent HCO filtering is enabled.

In each of the examples, HCO Types filters have been applied to only allow Veterinary Parent HCOs to be downloaded to the Network instance.

Example 1 - Change request

A change request is created for a doctor. A ParentHCO relationship is included in the change request. When the request is submitted, Network downloads the doctor and the submitted Parent HCO and then uses the defined filters to determine whether any other Parent HCOs that exist in Veeva OpenData should be downloaded.

Result

  • Dr. Tony Rock is downloaded because the doctor was submitted in the DCR.
  • Riverside Veterinary Practice is downloaded because it was submitted in the DCR.
  • York Veterinary Hospital is downloaded because it meets the criteria of the defined filters in the subscription.
  • John's General Hospital is not downloaded because it does not meet the filter criteria.
  • Evan's Group Practice is not downloaded because it does not meet the filter criteria.
  • Dan's Veterinary Group meets the filter criteria, but it is not downloaded because Network stopped searching for applicable records in that hierarchy when Evan's Group Practice did not meet the filter criteria.
  • University of Kentucky Vet Practice is downloaded because it meets the filter criteria.
  • University of Kentucky Hospital is not downloaded because it did not meet the filter criteria.

Example 2 - Add request

An add request is created for Dr. Mitch Brady. A ParentHCO relationship is included in the add request. When the request is submitted, Network downloads the doctor and the submitted Parent HCO and then uses the defined Specialties and Types filters to determine whether any other Parent HCOs that exist in Veeva OpenData should be downloaded.

Result

  • Dr. Mitch Brady is downloaded because the doctor was submitted in the DCR.
  • Riverside Veterinary Practice is downloaded because it was submitted in the DCR.
  • York Veterinary Hospital is downloaded because it meets the criteria of the defined filters in the subscription.
  • John's General Hospital is not downloaded because it does not meet the filter criteria.

Example 3 - Download from Veeva OpenData

An ad hoc Download from OpenData job is submitted for Dr. Stephanie Matthews. Network downloads the doctor and then uses the defined Specialties and Types filters to determine any other Parent HCOs that should be downloaded to the Network instance.

Result

  • Dr. Stephanie Matthews is downloaded because the Download from OpenData job was submitted for this record.
  • Kentucky Veterinary Group is downloaded because it meets the criteria of the defined filters.
  • Kentucky Veterinary Hospital is downloaded because it meets the criteria of the defined filters.
  • Kentucky General Hospital is not downloaded because it does not meet the filter criteria.
  • Kentucky Veterinary Buying Group is downloaded because it meets the criteria of the defined filters.
  • Kentucky Medical Group is not downloaded because it does not meet the filter criteria.
  • University of Kentucky is not downloaded because it does not meet the filter criteria.