1. How to fill out a site record form
A form for a site record has four main sections:

Site identifier information
Display status and service area
Topics
Local organization site belongs to

Here are the fields on the form, along with their descriptions. Fields with * are required:

Date entered: When you begin filling out a new form, this is automatically entered by the system
Date reviewed: When a reviewer approves a record, this is automatically entered by the system.
Date modified: Whenever a record is edited, a modified date is automatically entered by the system.
Name of person creating the record: This is automatically completed based on your login information.
Name of person reviewing site: This is automatically completed based on the reviewer's login information.
Name of person modifying site: This is automatically completed based on the person's login information.
Name of site*: This is the name of the service, e.g., St. Mary's Hospital, Valley Diabetes Clinic, Columbia Cardiology Associates.
URL: Must begin with http:// or https://.
Address1*: An address is required, but it can be only one line. Note: It is important for the local administrator to create standards for abbreviations such as Street, Drive, etc. because the system does not recognize these as being the same. This can cause problems with duplicate records.
Address 2
City*: This is required.
State*: There is a pull-down menu for selecting a state. Typing in the first letter of the state takes you to states beginning with the letter.
Zip code*: Five-digit zip code is required. A link to the USPS zip-code lookup web site is available. Zip code must be valid for the state.
Zip code extension: Not required.
Phone number and its extension: The phone number can be in any format, e.g., (301)496-5000 or 301-496-5000 or 301 496 5000 ext. 23.
E-mail address: The default display is ‘No’. E-mail addresses must contain the @ sign and domain suffix such as .com or .edu.
Description: This is where you can add text about a service, e.g., "Provides flu shots from October to December and tetanus shots all year. Also provides periodic screenings for cholesterol, high blood pressure, and skin cancer." This description will display on public pages. Limited to 500 characters.
To create a link within the description code (opens a new window):
<a href="http://www.medicare.gov/NHCompare/Include/DataSection/Questions/SearchCriteria.asp?" newwin="Y">Nursing Home Compare</a>

The code to open the link in the same window is:
<a href="http://www.medicare.gov/NHCompare/Include/DataSection/Questions/SearchCriteria.asp?" newwin="N">Nursing Home Compare</a>

If no newwin value is specified the default will be 'open in new window'.
Service area: The default is "Use Zip Code," which the system will translate into the county by using the zip code in the address. The other options are "areawide", which is the entire Go Local area, or any other counties you select from a state/county menu.
Display yes/no*: The default is set to "Yes." If you are not going to display a site, you must chose "No" and select a reason.
Reason(s) not to display: Required if "no" is selected.
Associated local service terms*: At least one local service term is required. The local service terms are mapped to local health topics.
Associated organization(s) name: If the site is part of a larger organization, you may create an organization name to associate with the site. For example, if the record is for the Washington County Mobile Health Screening Center, the organization might be the Washington County Health Department.
Comments: This is where selectors may add information about the record to aid reviewers (e.g., This clinic is a part of St. Mary's Hospital. Should St. Mary's Hospital also be listed as an organization?) Reviewers can also add information if they return the record to the selector (e.g., Please add Ambulatory Care Centers to this record.) When you add a comment, a date is entered automatically when you submit. Place the cursor at the top of the comments box so that the comments are displayed with the most recent first. MedlinePlus selectors and reviewers find it helpful to add their initials to comments to track changes to a record.

2. Site identifying information
A site record requires a name, address, city, state, and zip code. It may also include a telephone number, email address, or a web address.

3. Geographic Designation Display
The public display reflects three choices in the input system:

Resources in Santa Fe County

Use Zip Code - For county where resource is physically located

Resource with zip code of 87505 would be listed under Santa Fe County only

Regional resources also serving Santa Fe County

List Counties - Regional is determined per record by the selector, such as a resource in a neighboring county

Regional would be designated by selectors who choose from list counties

Resources serving all of New Mexico

Entire Area - All of Go Local area

Resource located anywhere and serve the entire Go Local area
Statewide resources such as State Health Department
National resources such as:
National Institute on Alcohol Abuse and Alcoholism (NIAAA)
5635 Fishers Lane, MSC 9304
Bethesda, MD 20892-9304

4. Display Status
The default display status for a record is Yes. The selector must change the status to No for the site not to display. If you change it to No, you must also choose a reason not to display the record.

5. Topics
Adding a topic is the most complex step in creating a record. You need to associate a record with both local service terms and local health topics. Here are some definitions:

Local service term: These are the terms for healthcare providers, health facilities, and health programs and services. They are unique to the Go Local vocabulary. Local service terms are mapped to local health topics. They also may be used as a "see related" topic on the local services topic pages (e.g., on the Acupuncturists page may be a reference "You may also be interested in Pain Clinics.") Local service terms may be associated with local see references (e.g., AA see Alcohol Abuse Programs.)
Local health topics: These are a subset of MedlinePlus health topics. In some cases, the local health topics are identical to MedlinePlus health topics (e.g. Diabetes, Alternative Medicine.) In other cases, MedlinePlus health topics are used as see references to a broader topic (e.g., "AIDS and Infections" is mapped to the broader term AIDS.) A see reference maps to a broader term.

6. Topic Mappings

Local service term to local health topic

Some local service terms contain automatic mappings to health topics. They are provided for your convenience, so that you do not need to choose them each time you find a site that should be mapped to a health topic. Example: Acupuncturists is automatically mapped to the local health topic Alternative Medicine. You can remove the automatic mapping by deselecting the checkbox.
Some local service terms contain suggested mappings to health topics. They are provided because you might want to associate sites to additional health topics. Example: Acupuncturists has a suggested mapping to the local health topic Cancer
You may also choose to associate any local service term to any health topic. Example: You might choose to map Acupuncturists to the local health topic Foot Injuries and Disorders, if you are indexing a web site for an acupuncture practice that specifically says it treats foot pain.

Local service term to another local service term

Some local service terms may have see references. Example: AA see Alcohol Abuse Treatment Programs.

Local health topic to another local health topic

On some local health topic pages, other local health topics may appear on the page as "see related" references if there are additional services on one of these related topics. Example: On the Heart Diseases page you might see a link saying "Related Services in [name of Go Local site] area: Heart Failure."
Some local health topics may have see references. These are MedlinePlus health topics that have been "mapped" to a broader local health topic. Example: Dermatitis see Skin Diseases.

Local health topics and local service terms are also mapped to MedlinePlus health topics

When you are on a local health topic page or a local services page, you will also see links to MedlinePlus health topic pages. Example: On the AIDS local health topic page, you will see a list saying "Health Information from MedlinePlus: AIDS, AIDS and Infections, AIDS and Pregnancy, AIDS-Living with AIDS," etc.

7. Selecting local service terms and local health topics for your site record: step by step

Step 1: Click on the Open Local Service Terms Window button:

Step 2: The Local Service Term Window opens.

Step 3: Click on a local service term to select it, the scope note of the service term will appear. Click OK. Note: You can only choose one local service term at a time. Clicking on a see reference to the local service term is the same as clicking on the local service term.

Note: When this screen opens, it shows you the first 20 local service terms. You can also select from the alphabetical list at the top of the screen. Another option is to type words into the search box. The options are "start with" and "contain."

Step 4: The window shows the automatic mappings to local health topic mappings, the suggested health topic mappings, and the "Browse Other Local Health Topics" button for you to associate additional terms if desired.

Note: you may select as many suggested mappings as you want, or click select all to choose all suggested mappings.

Step 5: Below, you have clicked on Browse Other Local Health Topics and chosen to map Assisted Living to End of Life Issues:

Note: You may select multiple topics by holding down the Control key (Ctrl) and clicking.

Step 6: When the user clicks Apply, the Other Local Health Topics window closes, and the user is returned to the mapping window for Assisted Living Facilities, which now looks like this:

At this point you may:

Click Apply & Continue to select another Local Service Term to map to this record.
Click Apply & Close to finish the topic portion of the record.
Click Cancel Selection to remove Group Homes (and its associated local health topics) and return to the Assign Local Service Terms window.

8. Local organization site belongs to
The last step is to assign the local organization that the site belongs to.

Clicking on "Open Local Organizations Window" brings up a list of local organizations.

If the organization is not listed, you may enter a New unapproved organization name below the Organizations window. Note: Sites do not need to be associated with an organization name.

When you've filled out all the information on the form, you can submit it by clicking on the Submit button. After a site record is submitted, it moves to the Pending Records queue.

Creating Site Records