Workflow Status Guide

This training resource outlines the key steps in the EpiTrax case investigation process. Each section, from initial case assignment through review and closure, is detailed to help you understand how cases are managed from start to finish. The following breakdown will guide you through each workflow status, clarify responsibilities at each stage, and support effective case management.

15 steps

This training resource outlines the key steps in the EpiTrax workflow process. Each section provides a brief explanation of the corresponding workflow status.

Workflow: Assigned to LHD

Whenever a new case is added to EpiTrax either through an electronic report or manual entry, the workflow status is **Assigned to LHD**. At this point, the LHD needs to accept the record.

To accept the case, select [[Accept Event]] in the top right. This will then automatically update the workflow to the next workflow step.

Workflow: Accepted by LHD

After accepting the record, the workflow status will automatically update to **Accepted by LHD**. Next, you will need to assign the record an investigator that will be responsible for conducting the case investigation.

Select [[Assign to Investigator]] to assign this case to the local health department investigator.

Use the dropdown menu to select the investigator.

Click [[Assign to Investigator]] to finish assigning the record.

Workflow: Assigned to Investigator

Once a record has an investigator assigned the workflow will update to **Assigned to investigator** and the investigator will display in the banner area at the top.

The assigned investigator will then need to click [[Accept Investigation]] to indicate they have accepted investigation responsibilities for this case.

Workflow: Under Investigation

The next step is for the investigator to accept investigation and then the workflow status will update to **Under investigation**. During this stage, interviews are conducted, data is entered, and any follow-up actions are taken.

After completing the investigation and ensuring all required data is entered into the record, the investigator will select [[Complete Investigation]].

Workflow: Investigation Complete

After selecting the case investigation as complete, the workflow status changes to **Investigation complete**.

**Tip!** Some LHDs have a process in place to review investigation records before they are sent to KDHE for final approval. If your LHD does not require supervisor approval for reviewing cases please ensure the *Approve Event* option is selected to update the workflow status to the appropriate step.

Workflow: Approved by LHD

After finalizing the investigation and ensuring all data has been captured in the record, the user will select approve event. This will update the workflow status to **Approved by LHD** indicating this record is ready for KDHE review.

Workflow: Closed

KDHE epidemiology will review the record and all details in the record. They will confirm the state case status and that all information is accurate and complete. Once case details are confirmed, KDHE epidemiology will approve the case and the workflow status is updated to **Closed**.

Workflow: Reopened by State

If KDHE identifies missing or unclear information, they will reopen the case for additional follow-up. The workflow status will update to **Reopened by state** and the investigator will need to address any clarifications requested by epidemiology before the case can be closed.

Closing/Questions

Have any questions about the workflow status or how to update the workflow for a record? Reach out to the epidemiology hotline at [kdhe.epihotline@ks.gov](mailto:kdhe.epihotline@ks.gov).