RecordStatus field: Difference between revisions

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m TOstryzniuk moved page RecordStatus field to Record Status field: Can't find in in search becauase RecordStatus is one word. Wouldn't think to type it like that.
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The RecordStatus Field on the [[Patient Viewer]] in [[CCMDB.mdb]] designates a patient as one of
''if you are looking for the field collectors can use for their own custom designations, see [[Record field]]
* incomplete
* complete
* sent


Setting the field to "complete" will trigger {{CCMDB Data Integrity Checks}}, and the box will get reset to "incomplete" if there are errors.  
{{Data_element
| field_name = RecordStatus
| CCMDB_label = Status
| CCMDB_tab = Top Row
| element_description = status of the data in the record. Possible values are complete, sent, questioned and vetted.
| in_table = L_Log table
| data_type = string
| datafield_length = 20
| program_collecting = Med and CC
| created_raw = Raw
| data_element_start_date = 2013-04-24
| data_element_sort_index = 80
}}


Ideally set the field to "complete" as soon as you have entered the last data for a patient, while you still have their chart. This way you will be able to fix errors without having to get the chart again. Also, it saves time during [[Sending Patients | sending]].
The field can be seen on the [[Patient Viewer]] and the [[Patient List]]. The setting of the field will affect processing as follows.


The [[Delete Sent Patients button]] checks for this field to be set to "sent" to delete patients.
== Possible Values ==
=== incomplete ===
A patient is automatically set to incomplete when a new record is created.  


==Legacy==
=== complete ===
This field replaces the [[Final Check]] box.
Once a patient's record is complete and all checkboxes in the [[Patient Viewer]] are set, the collector will try to set the patient to "complete". This changes triggers the [[CCMDB.accdb Data Integrity Checks]] that are set to run on completion; if any problems are found, the record is set back to "incomplete". Records that are set to complete will be treated differently during the next [[sending]].
Ideally the collector will set the field to "complete" as soon as you have entered the last data for a patient, while they still have the chart to be able to fix errors without having to get the chart again. Also, it saves time during [[Sending Patients | sending]].


[[Category: IT Instructions]]
=== sent ===
[[Category: Data Collection Guide]]
At [[sending]], records that were set to "complete" will be changed to "sent" in both [[CCMDB.accdb]] and [[Centralized data.accdb]]. A record that is "sent" can no longer be edited or overwritten by CCMDB.accdb during sending. If a record needs to be re-sent, the data processor needs to change the setting to "incomplete" first.
[[Category: Patient Viewer]]
In CCMDB.accdb, the [["Delete Sent Patients" button]] checks for this field to be set to "sent" to delete patients.
 
=== discontinued ===
"Discontinued" is used for the following scenarios:
* remnants of VIC Family Medicine patients which was collected after the consolidation for a period of one year from Oct 2017 to Oct 27, 2018. There were 30 patients still in the VIC units N4C, N5C and S5C by Oct 27,2018 when the decision to stop collection happened.
* [[Lost/missing chart]]s, see that page for details
 
=== only in [[CCMDB.mdb]] ===
==== deleted ====
{{Logically deleted profiles}}
 
=== only in [[Centralized_data.accdb]] ===
==== questioned ====
As part of the [[Centralized data Vetting Process]] the data processor runs queries to ensure data is valid. If any "sent" record has problems, she sets the recordstatus to "questioned".
''In the future'' a questioned record may be copied back to the collectors laptop automatically at the next send time to facilitate validation; likely the data processor would put an entry into the [[Notes field]] to tell the data collector what is wrong. See [[Questioning data back to collectors]].
 
==== vetted ====
At the end of the [[Centralized data Vetting Process]] the data processor will press the "Vet all sent" button. At this time, any sent records that have not been flagged as "questioned" should be clean, so the button will set all "sent" to "vetted".
 
== Data Integrity Checks ==
A lot of [[Data Integrity Checks]] are triggered when this field is set to complete.
 
=== Data checks that actually check validity of data in this field ===
{{Data Integrity Check List}}
 
== Related articles ==
{{Related Articles}}
 
[[Category:2013 data upgrades]]
[[Category:Data Collection Guide]]
[[Category:Patient Viewer]]
[[Category:Data structure]]

Latest revision as of 11:00, 30 July 2025

if you are looking for the field collectors can use for their own custom designations, see Record field


Data Element (edit)
Field Name: RecordStatus
CCMDB Label: Status
CCMDB tab: Top Row
Table: L_Log table
Data type: string
Length: 20
Program: Med and CC
Created/Raw: Raw
Start Date: 2013-04-24
End Date: 2300-01-01
Sort Index: 80
Data Dependencies(Reports/Indicators/Data Elements): No results

status of the data in the record. Possible values are complete, sent, questioned and vetted.

  • SMW

Legacy implementation right in the table

  • Cargo


  • Categories
  • Forms


The field can be seen on the Patient Viewer and the Patient List. The setting of the field will affect processing as follows.

Possible Values

incomplete

A patient is automatically set to incomplete when a new record is created.

complete

Once a patient's record is complete and all checkboxes in the Patient Viewer are set, the collector will try to set the patient to "complete". This changes triggers the CCMDB.accdb Data Integrity Checks that are set to run on completion; if any problems are found, the record is set back to "incomplete". Records that are set to complete will be treated differently during the next sending. Ideally the collector will set the field to "complete" as soon as you have entered the last data for a patient, while they still have the chart to be able to fix errors without having to get the chart again. Also, it saves time during sending.

sent

At sending, records that were set to "complete" will be changed to "sent" in both CCMDB.accdb and Centralized data.accdb. A record that is "sent" can no longer be edited or overwritten by CCMDB.accdb during sending. If a record needs to be re-sent, the data processor needs to change the setting to "incomplete" first. In CCMDB.accdb, the "Delete Sent Patients" button checks for this field to be set to "sent" to delete patients.

discontinued

"Discontinued" is used for the following scenarios:

  • remnants of VIC Family Medicine patients which was collected after the consolidation for a period of one year from Oct 2017 to Oct 27, 2018. There were 30 patients still in the VIC units N4C, N5C and S5C by Oct 27,2018 when the decision to stop collection happened.
  • Lost/missing charts, see that page for details

only in CCMDB.mdb

deleted

We keep some portion of data for profiles that have been logically deleted of the laptop for 90 days (based on Dispo_DtTm). Use the "Previous entry" button to see all logically deleted records, or the Cognos2 Service Starter#"Show records on laptop with same chart number" button to see only records related to that patient.

When the "Delete Sent Patients" button is used, part of the record is actually retained for use by Cognos Report Integrator and collector investigations such as whether a patient had already been entered and deleted. The RecordStatus for these is set to "deleted" and they don't show up in the Patient List.

Names and most registry data and the entries of child tables such as Dxs etc are deleted, but Boarding Loc and Service tmp entry (and all other L TmpV2 entries) are retained.

Logically deleted profiles are eventually actually deleted by the "Delete Sent Patients" button (see time threshold above).

only in Centralized_data.accdb

questioned

As part of the Centralized data Vetting Process the data processor runs queries to ensure data is valid. If any "sent" record has problems, she sets the recordstatus to "questioned". In the future a questioned record may be copied back to the collectors laptop automatically at the next send time to facilitate validation; likely the data processor would put an entry into the Notes field to tell the data collector what is wrong. See Questioning data back to collectors.

vetted

At the end of the Centralized data Vetting Process the data processor will press the "Vet all sent" button. At this time, any sent records that have not been flagged as "questioned" should be clean, so the button will set all "sent" to "vetted".

Data Integrity Checks

A lot of Data Integrity Checks are triggered when this field is set to complete.

Data checks that actually check validity of data in this field

Data Integrity Checks (automatic list)

 AppStatus
Reconnect check orphans queryCentralized data front end.accdbimplemented
Reconnect check Completes queryCentralized data front end.accdbimplemented

Related articles

Related articles:
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