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Sending Patients: Difference between revisions

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{{Discussion}}
Data collectors "send" the data from [[CCMDB.accdb]] to [[Centralized_data.accdb]] and [[PHI.mdb]].


'''Sending Patients''' is the process of using the [[CCMDB.mdb]] to export the data that has had the [[RecordStatus field]] set to "complete" to the [[Output for TMSX and MedTMS#Data Format |format]] that can be imported into [[TMSX]] or [[MedTMS]].
== Email Notification to suspend sending ==
At times, there are unexpected issues with the main database.  Main office notifies staff by email to suspend sending operations and will send an updated email when the problem is resolved.  '''It is important that Collectors check their email at the beginning of each shift AND before sending.'''


==Sending files- SLOW - April 2014==
==Data Collector Sending Frequency==
NOTE: when you SEND files, it currently seems to take about 11 mins or less to send your batch. This has reported by GRA ICU, HSC Medicine D4 and other sites.   Reminder to staff to be aware of length of time sending process may take. Tina is aware. [[User:TOstryzniuk|Trish Ostryzniuk]] 16:05, 2014 April 3 (CDT)
{{:Designated sending times}} <!-- edit at [[Designated sending times]] -->
*'''Do not send outside these hours''' unless requested by main office.
*'''Don't cut it close''' - if you have come really close to the end of the send window and might not '''finish sending''' before the window closes, just don't send and let Pagasa know. If you are still sending while Pagasa [[pull]]s the data we get discrepancies that need to be resolved. It's easier if we just know you didn't get to it and can organize to have you send later if needed.  
*At each send, [[Minimal Data Set]] applies.


== Ongoing preparation during collection ==
== Ongoing preparation during collection ==
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== Sending Data ==
== Sending Data ==
The day to send data is '''''Wednesday'''''. If for some reason you cannot send data on Wednesday, you may send on Tuesday but you must call [[Data Processor|Pagasa]] prior to sending data. You cannot send on Monday, Thursday, or Friday because the main office staff are using the Regional Server on these days to process the data.
To send:  
To send:  
* run [[News and Backup]] so you have a backup with the most possible information & also the latest CCMDB.mdb
* run [[News and Backup]] so you have a backup with the most possible information & also the latest [[CCMDB.accdb]]
**NOTE: News and backup does not update the master database.  Only the action of ''sending'' does.
* check that all patients whom you want to send have the [[RecordStatus field]] set to "complete" in the [[Patient List]]
* check that all patients whom you want to send have the [[RecordStatus field]] set to "complete" in the [[Patient List]]
* click the Send Records button  
* click the Send Records button  
* enter [[batch sent number]] which is one higher than the last batch sent
* click "OK" and put in your [[initials]] (see that article on information to default the initials to your own)
* click "OK" and put in your [[initials]] (see that article on information to default the initials to your own)
* you can sent patients either right after sending, or before your next send.
* After sending is complete, exit out of [[CCMDB.accdb]] and run [[News and Backup]] once again to create a backup of the patients files now remaining in your [[CCMDB data.mdb]].
** Records now have "sent" in their [[Record field]]); press the '''[[Delete Sent Patients button]]'''. The program tells you how many rows are being deleted.
**{{discussion}}Tina, the program used to tell us how many rows were being deleted but that has not been the case for a long time. It would be nice to know the actual because it provides us with a quick & easy check to verify number of files deleted and it is an easy cross reference at the same time.--[[User:CMarks|CMarks]] 08:05, 29 August 2011 (CDT)
*** added to [[Requested CCMDB changes for the next version]] [[User:Ttenbergen|Ttenbergen]] 08:53, 29 August 2011 (CDT)
**** is this set to provide the number again? if so please delete this discussion, if not add comment. Ttenbergen 10:41, 2014 July 31 (CDT)
* run [[News and Backup]] once again to create a backup of the patients files now remaining in your data/ccmdb.mdb.


== Paperwork ==
== Deleting Sent Patients ==
Paperwork is sent through the interhospital mail (MCL) and arrive with 1 to 2 days after electronically sending in the CSV files to the [[Regional Server]].
* profiles should be deleted the next shift that the collector works, you can delete sent patients (who now have "sent" in their [[Record field]]) by pressing the '''[["Delete Sent Patients" button]]'''. The program tells you how many rows are being deleted.
* For PHIA reasons you should not keep "sent" patient records on your laptop.


The following forms are sent:  
== What happens when patients are sent ==
* TISS
See the "Sending" module in [[CCMDB.accdb]] itself for info on what happens when data is sent.
* Green Sheets
As of 17:18, 2015 April 30 (CDT) the order of steps inside the process is as follows. Listed here to help in troubleshooting.
* the previous months log sheets are sent with the first envelope of the new month
* check for previously completed (ie no longer incomplete) records, quit if any found
* send [[centralized_data.mdb]]
** update, then append
** delete then update the other [[L-tables]]
** append new [[L-tables]]
* send phi xls
* set [[RecordStatus field]] to sent in local [[L_Log table]]
* set [[RecordStatus field]] to sent in [[Centralized_data.accdb]]


===Sending TISS sheets for patients still in the ICU===
== Error messages during sending ==
*Since the change to the new TISS 28, we are now doing a 2300 hrs snapshot of central lines, trachs, ventilators and bipap  (#46-49 on sheet) for important projects. 
Occasionally you will get an error during sending and Access will start an email message for you to send to the office.  
*If you have a patient that is in your ICU for more than 14 days, please send the oldest completed TISS forms in advance in your weekly package. You can keep the current sheet and the sheet just previous to that one.  Only send the other sheets if they are completed and you are done with checking them. 
*The reason for this is so that Pagasa can scan these forms and keep up to date with reporting these 2300 counts. 
*When you send a completed sheet on a patient prior to the patient's discharge from your unit, please keep track of this.  This can be done by writing the tiss serial # on your [[Sent Report]] list for the day you send, or you can write this information in the pt profile laptop note section.  --[[User:LKolesar|LKolesar]] 11:42, 2013 April 24 (EDT)
** which send log list is this? Are all sites using this consistently? Last thing we want is people moving back to paper... Ttenbergen 13:02, 2013 April 24 (EDT) {{discussion}}
**The [[Sent Report | send log]] is the patient list that is generated by CCMDB after sending. If data collectors do not print this sheet, then use the note section of the patient profile on the laptop to record when tiss sheets are sent to Pagasa early.--[[User:LKolesar|LKolesar]] 16:03, 2013 April 25 (EDT)


== Deleting Sent Patients ==
'''Short version''': when an error generates an email, please do send us these emails, even if it seems like sending went through. '''You don't need to delay going home after you send that email, further communication about this can happen at the next shift.'''
see [[Delete Sent Patients button]]


== Keeping sent patients for reference ==
'''Long version''': We have suspected for some time that there are occasional glitches during sending that are not evident from looking at the data. The send process still completes, and the records are still set to "sent", but not everything is getting to the centralized repository as it should. So, we changed our program to trap more errors and to make it as easy as possible to pass them on to us. We need those emails to understand the patterns of these problems, even if all the data is sent, to find out how common these problems are and whether we need to change the program and/or our processes further to prevent the underlying problem. Most of the time Pagasa will check and let you know that all was sent correctly and you can delete the data.
If you need to keep sent patients on your laptop for reference, you can do so and will still be able to send new "complete" patients. For PHIA reasons you should not keep excessive patient records, though, we should really only have the current working set on the laptops.  
You do not necessarily need to wait around after you send the email, just don't delete the batch of data you sent. If something went wrong with it, next day re-send will usually be quick enough. So, really, sending this email should not add to your time spent, so there is no reason not to send it.


== What happens when patients are sent ==
== Checks that people are sending inside the [[Designated sending times]] ==
See the "Sending" module in [[CCMDB.mdb]] itself for info on what happens when data is sent.  
[[CFE]] query ''Sending_at_wrong_time'' will show who sends out of the [[Designated sending times]].


== see also ==
== Related articles ==  
[[Survey about deleting files after sending]]
{{Related Articles}}




[[Category: IT Instructions]]
[[Category:IT Instructions]]
[[Category: Data Collection Guide]]
[[Category:Data Collection Guide]]
[[Category:Sending]]
[[Category:Laptop identifier]]
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