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TISS28 Form Scanning: Difference between revisions

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The purpose of this article is to outline the process of scanning TISS28 paper forms, verifying the data in Teleform and committing the data to the TISS28 MS Access database.
Legacy process 2020-Dec-7  (a few forms still coming and scanned Feb 2021 in from Dec 2020 backlog)
The purpose of this article is to outline the process of scanning TISS28 paper forms, verifying the data in Teleform and committing the data to the [[TISS28_Data.mdb | TISS28 MS Access database]].


These instructions are applicable to the following:
These instructions are applicable to the following:
Line 7: Line 8:
For additional information see this article:  [[Teleform]]
For additional information see this article:  [[Teleform]]


== Preparation ==
=== Get files to PC ===
*a. Follow the process in [["Copying" Centralized_data.accdb]]
to copy files used by this process into the [[Frozen]] folder on the [[Data Processor]]s desktop
*b. Open [[TISS28.accdb]] (use shortcut on processors desktop)
**click the "'''Reconnect .MDBs'''" button <!-- this is NOT [[Reconnect CFE and initial error checks]], the [[cross check]]s involved with that don't apply here. -->


Steps required to Navigating through Teleform Programs.
=== Teleform scan station prep ===
On scanner PC:
*a. Double-click on the '''Teleform Reader''' shortcut on the desktop (eyeglasses icon)
*b. double click to open '''Teleform Verifier'''


=== Scanning forms ===
'''Ready to scan forms'''
On the scanner:
# put forms into scanner
# on scanner interface, click '''"Scan to Network"'''
# click "Scan to Network" a '''second time'''
# click '''"change..."'''  
#* {{discussion}} we should ask the printing people if they can make this the default;
#** I have emailed the helpdesk about this Ttenbergen 16:08, 2015 March 26 (CDT)
#* under "sides(duplex)" choose "2 sided"
#* under "Scan As" choose TIFF
# click "Scan it" button


=== Teleform ScanStation ===
=== forms ===
On the Scanner PC:
''' There used to be preparation of forms, but there no longer is.''' I.e leave the page numbers alone, or use 001.
# Double-click on the '''Teleform ScanStation''' shortcut on the desktop
# Select '''File''', '''New Batch'''
# Click '''Start''' buttom in bottom left
# Click '''Accept'''
* leave Teleform Scan Station open


=== Verifying ===
== Scanning forms ==
# Double-click on the '''Teleform Verifier''' shortcut on the desktop
For general scanning instructions including for TISS28, see [[Scanning_to_network#Instructions]].
# click on the line with the latest batch number, status column should say "Ready for Correction"
# click the "Process" button on the right
# click the "AB12" button in the button bar to change view to form view
# correct all entries the program presents
# when dialog box asks "save corrections to results file" click OK
# right-click the batch and click "Commit"; say "OK" to "Commit batch data?"
===Importing Tiss===
#  Open the '''Tiss 28 Database'''
#  Click Importing tiss data
#  A message will come out telling the numbers of tiss forms imported successfully
#  It will show up tiss serial number imported and you can check against the tiss forms


===Update tiss 28 mdb===
''We have had repeated problems with the scanner, see [[Main office scanning problems]].''
#  Once you finished importing all the tiss
#  Open the Tiss 28 Database
#  Click Prepared Report
#  Click the Data by Patient and Date View and then click "Run" it takes 3 minutes to run
#  After running the Data by Patient and Data View Click Count of Tiss items


===Error Checker Run by SAS===
== Verifying ==
#  To run this program use the laptop or Julie's computer with SAS program
=== Correcting forms ===
#  Double click on the '''SAS 9.3''' a message will pop up click "close"
* wait for the last line to say "ready for correction" (starts as "evaluating") <!-- it always gets to this "OK" -->
#  Go to File  then  Open program
* last line may be highlighted; double click on the last line
#  Go to My Computer to look for the X drive
* will show error , how to correct
#  On X drive double click on PAGASA's folder
* can see error where highlited blue
#  Double click on Tiss 28 folder
* check each line that is "xed" out. click on the data point in the form and enter the correct value below
#  Double click on "'''chkTiss28CD_ver6'''" and you will see the program
* click OK when asked "Saved corrections to results file?"
#  You have to change the date on "'''version=ddmmmyy'''" to the current date
* when you are done correcting all lines, the program returns you to the Teleform Verifier
#  Change also the date on "'''enddate=ddmmmyyyy'''" to the currecnt date
#  Then click run "'''picture of a man walking" about 5 minutes to run
#  Click Save
#  Click (X) it will ask you if you want to replace the previous output click "Yes"
#  Will ask you if sure to leave SAS click "Yes"


===Output of the Error===
=== Finishing off / Committing a batch ===
Output is in\\Hsc1msfp0001\med_ccmed\PAGASA\TISS28
* check if column Scan column and eval column have the same number in them
** '''only if different''', right-click line, discard, and start that batch over.
* Right-click the batch and click "Commit"; say "Yes".


=== Disposal of TISS forms ===
Info only:
After error correction is completed for a batch the forms will be disposed as confidential waste.
* When you click commit the batch sits in {{S:\MED\MED_CCMED}}TISS28\ExportData
* See [[TISS28 form images]] for how these images are dealt with after processing


==== transitional ====
==Importing batch into [[TISS28.accdb]]==
We will test that disposal is OK for 4 weeks. During this time Pagasa will keep the forms for every error correction episode in a pile (no further processing or sorting). If, by 2015-May-15, we are comfortable that we have not had to refer back to the forms we will start to dispose of them right away as per above. At that point this paragraph can be deleted.
# if you have not done so before you started toscan started, open the '''[[TISS28.accdb]]''' (Access icon), Enter password  (a list of main office passwords are stored in an Excel file on "M")
# click "Re-connect.MDBs" button one time only at the beginning
# Click "Import TISS Data", click "OK" for success message (takes <1 minute)
#* when done, program says "Successfully imported data from <THE NUMBER> TISS forms." (this number is pretty much never wrong)
#* There might be an error titled "Form already exists" with content "a scanned form has a D_ID and first date that already exists in L_TISS Form.  Click OK to see query. You might be able to edit the TISS_export table to resolve the issue(e.g. delete the offending line). Click OK to re-check or cancel and stop import."; if so see [[Deleting a duplicate record from the TISS pre-import file]]
# A table will show up - "qryConfirmImport"
# Verify that you have a line with correct D_ID for each form
# Close the '''[[TISS28.accdb]]''' when you have completed all the forms


==Filing of TISS28 forms==
===Scan batch number recording & temporary form stacking===
Being stored as electronic and paper form.
* After you import a group of TISS forms,  put the batch number only on the first form then stack it on top of the left-most pile, rotating it 90 degrees from the previous batch
** make a new pile if the pile gets too high, >~2in


===Electronic Images===
====Disposing of the TISS forms====
The scanned images are stored on the following network share:
* We keep about 3 months / 3 stacks of TISS forms
*\\hsc1msfp0001\med_ccmed\TISS28\ExportData\Images
* [[Confidential waste disposal#HSC]] the oldest (right-most) pile when ready
This share has a sub-folder for each batch that has been processed.  Currently there are two types of batch numbers.  Any folder in this directory with the suffix:  "_old" is pre-Windows7.  The Windows 7 upgrade involved upgrading Teleform.  The Teleform upgrade caused a reset to the sequence of batch numbers.  All code in the TISS28 DB has been updated and is fully operational for this change.  All batches going forward are simply numeric.


===Locating Images===
== Error checking ==
There are two methods that can be used to locate an image.  Simply by serial number - this is the serial number entered on the form at the hospital. There are duplicate serial numbers and this method will return all potential matches but will show the following information:
The [[Data processor]] usually scans all forms that are currently waiting for scanning before processing the error checking queries because it is faster that way. However, this may require keeping track of progress between scanning sessions, so for anyone covering it might be better to process the queries before the end of each shift.  
*Site
*Unit
*Serial
*Batch No
*First Date
*Image File - with the option to open and view the file (click the button next to this field on the form)


An alternate method is to search based on a combination of:  Site + Unit + Serial
See [[TISS28 Data Integrity Checks]] for a list of the scans and how to deal with them...


This method reports the same data outlined above.
When all forms/batches for "this round" have been scanned (possibly less often, we'll catch in the end), run each of the TISS_Error_* queries.


===Backups of the Forms===
* In the following, if there is data for an extra TISS day that is identical to previous, just delete it; if the "offending" TISS day is different from surrounding, then confirm with collector
The forms are backed up from the scanner PC to [[X:\]]TISS28\ExportData\Images
* If query is empty, run next; else:
<!-- see [[Template:Data Integrity Check]] for how to get things on this list. -->
{{#ask: [[DICApp::TISS28.accdb]]
|?DICStatus = Status
|?Modification date
|limit=10000
|format=broadtable
|link=all
|class=sortable wikitable smwtable
|default= '''No {{PAGENAME}} found'''
}}


==== Why are these checks not done in CFE where the data would be easy to edit?  ====
The reason the checks are done in TISS rather than CFE, even though a frozen version of CFE is used to look up and email, is to reduce push-pull cycles. Could not pull current version of CFE to make changes because TISS Scanning is always done while collectors are [[Sending Patients]].
*Cannot scan tiss if CFE is in pull. I do scanning when CFE is in push and do the checking at the same time.


=Supplementary Information=
== background info ==
==Other things to resolve with data processing==
*site STB ICMS & STB ICCS - will want a PROGRAM & not a data collector to correct the location name on form for STB
*if STB_ICMS convert to STB_MICU
*if STB_ICCS convert to STB_CICU


Is this an outstanding problem? If so, please add to [[Change Priorities]]. Ttenbergen 19:32, 2014 April 30 (CDT)[[User:TOstryzniuk|Trish Ostryzniuk]] 18:33, 2015 March 13 (CDT){{Potential Change}}
===Start Date===
'''2013-Jan-01'''
*TISS28 data for the '''entire LOS''' is scanned and stored in new repository [[TISS28_Data.mdb]]. This form has 7 days per page.
===Stop Date===
'''2020-Dec-7''' 
*See: [[Change to collect TISS data in CCI Picklist]]


==Trouble shooting of the tiss 28 forms==
== Related articles ==
*If encountered problem like this message "the instruction at 0X3894ffo"
{{Related Articles}}
*Go to X:\Tiss28
*Then open the ExportData with 2 folders 1) Images 2)Archives.
*Archive is the csv data of the batch you scanned and verified after you commited the batch in the Teleform it goes to the Archive folder.
*Sometimes the error messages shows up when commitng  so I dont import the batch and check what is the problem.
*Some of the common error are if the Location or the Site is incorrect it just  give you this error message"the instruction at 0X3894ffo
*Go To Access database into the Edit Tiss data click find and enter the serial number.


== Original transition from TISS76 to TISS28 ==
[[Category:Legacy Data Processing]]
*Example: If patient has one page already completed in December and a NEW TISS form is started Jan 1, is this page number 2?
[[Category:TISS28 Scanning Process | *]]
** as addressed in email over holidays, doesn't matter what number is used since the field is not imported. Ttenbergen 11:10, 2013 January 7 (EST)
[[Category:Teleform]]
 
[[Category:Data Processing]]
January 1, 2013 - New TISS28 forms; we will scan all pages for entire patients LOS in ICU. New form will have 7 days per form. TISS28 data will NOT be uploaded to master TMSX (Critical Care) database.  See [[TISS28_data_specifications#Location_of_data]] about where thsi will be stored.
[[Category:TISS Scanning]]
 
[[Category:TISS28.accdb]]
[[Category: Teleform]]
[[Category: Data Processing]]
[[Category: TISS Scanning]]
[[Category: TISS28]]
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