Centralized data Vetting Process: Difference between revisions

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*'''need to make sure all in [[Data Appending Process]] is addressed.'''
"Vetting" is our name for the initial quality control our data goes through after [[Data collector]]s finish [[sending]] it. It is one of the main responsibilities of the [[Data Processor]].


== Pull down data ==
== Instructions ==
Before processing run [[Pull_down_centralized_data.vbs]] to do backups and move data from the regional server for local processing. This also prevents collectors from sending while data is being processed.
* [["Pulling" Centralized data.accdb]]
* Double click to open ''Centralized_data_front_end.mdb''
* [[Reconnect CFE and initial error checks]]
* [[Pre-linking checks]] (PL checks)
* [[Populate linking_pairs]]
* [[Correcting suspect links]]
* [[Quality Assurance queries in CFE]] - NDC Queries
** as part of any of those, there might be [[Questioning data back to collectors]]
* [["Vet all sent" button]]
* [[Generate Person IDs]]
* [["Pushing" Centralized data.accdb]] to return data to [[Regional Server]] so [[Data collector]]s can [[send]]


== Related articles ==
{{Related Articles}}


The 'log' will show whether you are in 'push' or 'pull' mode.


At the beginning of the day, it should '''ALWAYS''' be in the 'push' mode.
[[Category:Data Processing | * ]]
 
The log is located in
 
Regional
 
Output
 
Logs
 
 
 
Deadline for collectors to send is Thursday at 1pm. 
 
When you 'pull'
 
''centralized.mdb''
 
and ''phi.mdb''
 
It goes into the desktop ''centralized_on_c'' (folder icon)
 
from the ''RegionalWRHA'' (wreath icon)
 
Pull mode is for the data processor to do edits, etc.
 
Push mode is for everyone else to see the data
 
'''**''' Before backing up, and going home '''ALWAYS''' make sure you are in the 'push' mode
 
 
The Basic Steps:
 
1) Pull data - deadline to send is Thurs 1pm
 
2) See who Sent
 
this is where the data processor does a quick check for discrepencies in site, location, etc
 
3) Open Front End
 
4) Perform 'NDC Queries' to correct and clean data
 
steps are covered in '''Check For Problems''' below
 
5) Push data back
 
 
 
 
 
'''STEPS TO PULL'''
 
Go to ''Centralized_CCMDB''
 
double click on ''Pull_down_centralized_data.vbs''
 
Prompts 'do you want to ...'
 
Answer Yes
 
 
 
 
'''STEPS TO SEE WHO SENT'''
 
Pull --  ''Pull_down_centralized_data.vbs''
 
Queries
 
P_Count_Of_Sent
 
Home
 
View
 
Pivot Table
 
View
 
Filter by 'Date Sent' -- then Right Click, then Field List, then drag 'sent Dt Time
 
Home
 
Design View
 
Change to 'Wed' date
 
Home
 
View
 
Pivot Table -- use + to expand, use - to collapse
 
Click inside the column and scroll down to do a quick check of the location
 
When done
 
x (in top right) and '''DO NOT''' 'save'
 
It will prompt you 'do you want to save'
 
say NO
 
'''When finished viewing, just close, DO NOT 'save''''
 
 
 
 
'''OPTION TO VIEW DATA'''
 
'''**'''You cannot edit any data.  The background will be red.
 
Go to ''Regional''
 
Output
 
Right click on ''centralized_data.mdb''
 
Copy
 
Then go to ''Pagasa's Centralized Manual Copy''
 
Paste
 
'''**'''This only allows the data processor to VIEW these files.
 
 
 
Then go into '''X'''
 
CCMDB
 
PHI
 
right click on ''phi.mdb''
 
Copy
 
Then go to ''Pagasa's Centralized Manual Copy''
 
Paste
 
'''**'''This only allows the data processor to VIEW these files.
 
==clean ups==
=== do ONLY once when we import Ed's to centralized.mdb ===
* ''1use_only_update_3000_transfer_dates_to_null''
 
== Make PseudoPHINs ==
If it is determined that a patient legitimately without PHIN (e.g. out of province) has not been encountered before, generate a [[PseudoPHIN]]: 
# open the patient from the patient list
# click the '''pseudo''' button to the left of the PHIN field label
# the program will look up the highest previous PseudoPHIN and enter that + 1 into the PHIN field
 
 
When you are in
 
NDC_Phin Fake or Blank
 
sort 'RecStatus' by ZtoA
 
sort by LastName
 
 
 
Check the 'cat' first to make sure if a single encounter or a multiple encounter
 
If a multiple encounter, then  copy & paste the already assigned Phin
 
 
To change the Phin
 
Go on the 'binoculars' for that patient
 
delete the erroneous Phin, or the zero
 
click on the 'pseudo' button, and it will automatically asign a Phin
 
then it will prompt 'Do you want to ...'
 
say 'yes'
 
[[User:Srusnak|Srusnak]] 13:26, 2014 July 17 (CDT)
 
== Check for problems ==
Use [[Centralized data front end.mdb]] "NDC" (''New Data Check'') queries and fix data as needed; if a patient shows up in one of the queries fix if possible; if question to collector is required, set '''[[Record Status field]] to "questioned"'''
 
Perform the Queries in this order:
 
1. [[Orphans in Centralized data.mdb| "NDC_orphans"]]
 
should always be zero
 
 
2. NDC_Chart_9_Digit
 
 
3. NDC_Phin Fake or Blank
 
Home
 
Advanced
 
Advanced Filter Sort
 
LastName
 
Ascending
 
Toggle Filter
 
(This sorts by LastName)
 
'''**''' before assigning pseudo phin, make sure to check for the highest number in ''Highest Pseudo Phin''
 
'''DO NOT''' assign pseudo Phin if a single, or if 'incomplete'
 
If they have previous encounters, we can correct that unassigned phin with the phin from the previous encounter
 
'''See''' 'Make Pseudo Phins'
 
'''Highest Pseudo Phin'''
When you are in NDC_Highest_Pseudo_Phin, you just want to do a quick check to make sure your assigned pseudo phin will be the correct one
 
Click on the first Phin in the Phin column
 
Right click
 
Sort by ''Largest to Smallest''
 
Then when you assign a pseudo phin, you will see that the next assigned phin will be the next one after that highest one,  e.g.  highest psuedo phin is 7432, then the next assigned pseudo phin will be 7433
 
 
 
4. NDC_Diff_Phin__SameLN_FN_DOB
 
Home
 
Advanced
 
Advanced Filter/Sort
 
LastName (double click or drag & drop)
 
Sort by ''ascending''
 
Home
 
Toggle Filter
 
 
5. NDC_SameChart_Site_Diff_Phin
 
 
6. NDC_SamePhin_Diff_LN_FN_DOB_Sex
 
Home
 
Advanced
 
Advanced Filter/sort
 
Phin (double click or drag & drop)
 
Sort by ''ascending''
 
Home
 
Toggle Filter
 
7. NDC_SamePHIN_Site_Diff_chart
 
8. NDC_CLI_AcqDX_but_NoCLI_DateinTMPV2 (see [[CLI Dx vs Tmp checking]])
 
9. NDC_CLI_No_AcqDX_but_CLI_DateinTMPV2 (see [[CLI Dx vs Tmp checking]])
 
10. NDC_CLI_unacceptable_date (see [[CLI Dx vs Tmp checking]])
 
11. NDC_VAP_AcqDX_but_NoVAP_DateinTMPV2 (see [[VAP Dx vs Tmp checking]])
 
12. NDC_VAP_No_AcqDX_but_VAP_DateinTMPV2 (see [[VAP Dx vs Tmp checking]])
 
13. NDC_VAP_unacceptable_date (see [[VAP Dx vs Tmp checking]])
 
14. NDC_unvetted
 
 
Once every query has been performed, checked, and cleaned
 
then perform the first 7 queries once more, to make sure data is all clean and you did not forget any corrections
 
then ''Vet All Sent''
 
This changes the record status 'sent' to 'vetted'
 
 
For Queries 8-13
 
we are only monitoring ICU
 
look for 2014 ''sent'' and see if it has to be investigated
 
 
 
 
 
'''still working on this one''' (have not done this one yet)
 
[[Transfer_Ready_date_and_time #NDC_Missing_TransferDate_w_pivot|NDC_Missing_TransferDate_wPivot]]
 
 
[[User:Srusnak|Srusnak]] 12:01, 2014 July 23 (CDT)
 
== Set record as vetted ==
At this point all records with problems will have had the [[Record Status field]] set to "questioned" so the remaining ones that are set to "sent" are clean and can be set to "vetted". Press the "vet all sent" button. This will change all records currently set to "sent" to "vetted".
 
 
'''VET ALL SENT'''
 
When all data is cleaned, the last query is ''NDC_unvetted''
 
On the 'RecStatus' column
 
Right click the first one
 
Sort by Z to A which will sort by Sent, Questioned, Incomplete statuses
 
Scroll down to the last 'sent' record, to see how many records will be vetted
 
Then ''Vet All Sent''
 
Prompts 'are you sure'
 
answer Yes
 
prompts 'you are about to run ...'
 
answer Yes
 
prompts 'you are about to update ___ rows'
 
answer Yes
 
The number in the ''___ rows'', should be the same as the last 'sent' record from your scroll down
 
e.g. if your last 'sent' record was 25, then the prompt will say 'you are about to update 25 rows'
 
[[User:Srusnak|Srusnak]] 12:00, 2014 July 23 (CDT)
 
== Push up data ==
When all processing is done, run [[Push_up_centralized_data.vbs]] to return the data to where collectors can add to it.
 
Once all data is clean, then we can ''Vet All Sent''  (see '''Set record as vetted''')
 
 
'''PUSH DATA STEPS'''
 
Go to ''Centalized_CCMDB''
 
double click ''Push_up_centralized_data.vbs''
 
prompts 'do you want to ...'
 
answer Yes
 
when it is done, it will prompt 'finished'
 
click 'ok'
 
 
[[User:Srusnak|Srusnak]] 13:07, 2014 July 23 (CDT)
 
== Confirm data backups ==
Until we are comfortable with the process working, check that the backups for centralized are being created as they should be b [[Pull down centralized data.vbs]] and [[Push up centralized data.vbs]]. Once we are confident I would recommend a monthly Outlook task to check, with the link to the directory included. Ttenbergen 16:43, 2014 April 30 (CDT)
 
As per Trish, moved from [[1Backup.bat]], the [[Data Processor]] must regularly (at least once per week) check if backup went to location expected or not.  In the past main office has experienced backup batch files that for some reason stopped working. Because no one did regular checks we had long period with with no backup![[User:TOstryzniuk|Trish Ostryzniuk]] 18:54, 2014 April 29 (CDT)
 
[[Category:2013 data upgrades]]
[[Category:Data Processing]]
 
 
At the end of the day, before backing up and going home,
 
'''ALWAYS''' make sure you are in the ''push'' mode
 
 
 
'''BACK UP PROCEDURE'''
 
Click on
 
''Pagasa's Desktop'' (folder icon)
 
''CCMIS Batch_Files''
 
''1BackUp.bat''
 
press ''any key to continue''
 
enter
 
wait for it to do the back up
 
then it will say
 
''processing complete''
 
press any key to continue
 
 
[[User:Srusnak|Srusnak]] 13:09, 2014 July 23 (CDT)

Latest revision as of 12:00, 6 January 2026

"Vetting" is our name for the initial quality control our data goes through after Data collectors finish sending it. It is one of the main responsibilities of the Data Processor.

Instructions

Related articles

Related articles:
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