Sending Patients: Difference between revisions

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~~'''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~~]].

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

== 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.'''

==Data Collector Sending Frequency==

{{: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 ==

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== Sending Data ==

~~Data can only be sent during '''''[[Designated sending times]]'''''.~~

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]]

* click the Send Records button

* click "OK" and put in your [[initials]] (see that article on information to default the initials to your own)

* ~~if the output checked~~ out ~~OK you can now 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.~~

* 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]].

* run [[News and Backup]] once again to create a backup of the patients files now remaining in your data~~/ccmdb~~.mdb.

~~== Paperwork ==~~

~~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]].~~

~~The following forms are sent:~~

* TISS

* the previous months [[Data collection log form]]s are sent with the first envelope of the new month

~~===Sending TISS sheets for patients still in the ICU===~~

~~For patients who are in your ICU for more than 14 days,~~

* complete and check TISS forms from more than one week ago and send them in even before the patient is complete. You can keep the current sheet and the sheet just previous to that one.

* please keep track of this in the [[Notes field]] on the laptop.

~~Rationale:~~

*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 such as the [[Critical Care Vital Sign Monitor]] ~~project~~

*The reason for this is so that Pagasa can scan these forms and keep up to date with reporting these 2300 counts.

== Deleting Sent Patients ==

~~see~~ [[Delete Sent Patients button]]

* 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.

~~== Keeping sent patients for reference ==~~

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~~.

== What happens when patients are sent ==

See the "Sending" module in [[CCMDB.~~mdb~~]] itself for info on what happens when data is sent.

See the "Sending" module in [[CCMDB.accdb]] itself for info on what happens when data is sent.

As of 10:49, ~~2014 September 4~~ (CDT) the order of steps inside the process is as follows. Listed here to help in troubleshooting.

As of 17:18, 2015 April 30 (CDT) the order of steps inside the process is as follows. Listed here to help in troubleshooting.

* check for previously completed (ie no longer incomplete) records, quit if any found

* check for .csv file, quit if found

* if med, send [[Tasks_1.mdb]]

* if cc, send [[imaging.mdb]] and [[pharmacy.mdb]]

* send [[TmpV2_1.mdb]]

* send [[centralized_data.mdb]]

** update, then append ~~Log~~

** update, then append

** delete then update ~~como, dxs, (if cc: lab, pharm), tmp~~

** delete then update the other [[L-tables]]

** append new ~~como, dxs, (if cc: lab, pharm), tmp~~

** append new [[L-tables]]

* send phi xls

* generate Ed's .csvs

* set [[RecordStatus field]] to sent in local [[L_Log table]]

* set ~~record_status fields~~ to sent in ~~l_log~~ local

* set [[RecordStatus field]] to sent in [[Centralized_data.accdb]]

* set ~~record status fields~~ to sent in centralized

== Error messages during sending ==

Occasionally you will get an error during sending and Access will start an email message for you to send to the office.

'''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.'''

'''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.

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.

== Checks that people are sending inside the [[Designated sending times]] ==

[[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]]~~

[[Category: IT Instructions]]

[[Category:IT Instructions]]

[[Category: Data Collection Guide]]

[[Category:Data Collection Guide]]

[[Category:Sending]]

[[Category:Laptop identifier]]

@@ Line 1: / Line 1: @@
-'''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]].
+Data collectors "send" the data from [[CCMDB.accdb]] to [[Centralized_data.accdb]] and [[PHI.mdb]].
+== 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.'''
+==Data Collector Sending Frequency==
+{{: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 ==
@@ Line 7: / Line 16: @@
 == Sending Data ==
-Data can only be sent during '''''[[Designated sending times]]'''''.
 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]]
 * click the Send Records button
 * click "OK" and put in your [[initials]] (see that article on information to default the initials to your own)
-* if the output checked out OK you can now 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.
+* 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]].
-* run [[News and Backup]] once again to create a backup of the patients files now remaining in your data/ccmdb.mdb.
-== Paperwork ==
-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]].
-The following forms are sent:
-* TISS
-* the previous months [[Data collection log form]]s are sent with the first envelope of the new month
-===Sending TISS sheets for patients still in the ICU===
-For patients who are in your ICU for more than 14 days,
-* complete and check TISS forms from more than one week ago and send them in even before the patient is complete. You can keep the current sheet and the sheet just previous to that one.
-* please keep track of this in the [[Notes field]] on the laptop.
-Rationale:
-*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 such as the [[Critical Care Vital Sign Monitor]] project
-*The reason for this is so that Pagasa can scan these forms and keep up to date with reporting these 2300 counts.
 == Deleting Sent Patients ==
-see [[Delete Sent Patients button]]
+* 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.
-== Keeping sent patients for reference ==
-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.
 == What happens when patients are sent ==
-See the "Sending" module in [[CCMDB.mdb]] itself for info on what happens when data is sent.
+See the "Sending" module in [[CCMDB.accdb]] itself for info on what happens when data is sent.
-As of 10:49, 2014 September 4 (CDT) the order of steps inside the process is as follows. Listed here to help in troubleshooting.
+As of 17:18, 2015 April 30 (CDT) the order of steps inside the process is as follows. Listed here to help in troubleshooting.
 * check for previously completed (ie no longer incomplete) records, quit if any found
-* check for .csv file, quit if found
-* if med, send [[Tasks_1.mdb]]
-* if cc, send [[imaging.mdb]] and [[pharmacy.mdb]]
-* send [[TmpV2_1.mdb]]
 * send [[centralized_data.mdb]]
-** update, then append Log
+** update, then append
-** delete then update como, dxs, (if cc: lab, pharm), tmp
+** delete then update the other [[L-tables]]
-** append new como, dxs, (if cc: lab, pharm), tmp
+** append new [[L-tables]]
 * send phi xls
-* generate Ed's .csvs
+* set [[RecordStatus field]] to sent in local [[L_Log table]]
-* set record_status fields to sent in l_log local
+* set [[RecordStatus field]] to sent in [[Centralized_data.accdb]]
-* set record status fields to sent in centralized
+== Error messages during sending ==
+Occasionally you will get an error during sending and Access will start an email message for you to send to the office.
+'''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.'''
+'''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.
+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.
+== Checks that people are sending inside the [[Designated sending times]] ==
+[[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]]