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| Transfer_Tracker.mdb is a repository of patients currently under collection on our wards or discharged from collected ward within the last 7 weeks. The amount of time for which data is retained is limited since this is patient information and we can't keep it indefinitely without a good reason. | | Transfer_Tracker.mdb was a program to track patients across wards. Broke summer 2016, decided to abandon summer 2017. See article history for more information. |
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| It is used by data collectors in the Regional to cross check transfer locations, discharge dates/times of clients between hospitals in the city.
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| It gets its content from the backup files.
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| Transfer tracker now has a column indicating whether the patient had VAP in their TMP data at the location.
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| You can find the transfer tracker.mdb at
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| :: [[Regional Server]]\Output\Transfer_Tracker.mdb
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| ==Suggestions for added items to transfer tracker and how it who help==
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| {{discussion}}
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| * I know there is a column for tmp VAP "yes" or "blank", but it might be helpful to have the dx, limit to top 4 admit and complications? for pneumonia....pathogen if possible? although this should be on the EPR. This would make it easier for other collectors when coding future pneumonias ie. another VAP vs HAP [[User:Lkaita|Lisa Kaita]] 09:25, 2015 May 1 (CDT)
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| ** If we got rid of the VAP column and instead added text listing any pneumonias with pathogens, would that do the trick? Ttenbergen 13:05, 2015 June 25 (CDT)
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| == How data gets into Transfer Tracker ==
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| === On Demand ===
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| You can also update transfer tracker.mdb ''manually'' to the most current data including today by pressing the ''update button'' and the top of the screen when you open this mdb. When you open the program, it displays the data that was in the most recent data backup from the last time someone has clicked the "update" button it, and the date of that update in the top left corner.
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| === By Scheduled Task ===
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| Data is ''automatically'' updated from the laptop backup files on the Regional Server.
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| This is done via schedule task on the '''SCANNER PC each night at 03:30 hrs'''. (as of: March 12, 2015)
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| The scheduled task must be run between 1 AM and 5 AM or the VBA must be adjusted. (?)
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| == Patient records missing from Transfer Tracker ==
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| === Patient added to and deleted from CCMDB.mdb before Transfer tracker was updated ===
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| Transfer tracker pulls from the latest backed up data files for each location. If a patient were added to those and then removed from a laptop, either without backing up in between, or even just in between two update cycles for transfer tracker, the patient would not show up in Transfer tracker.
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| Also, for various reasons, staff are not always doing news and backup onto the network BEFORE sending or after adding new profiles before they go home at the end of a shift. If new profiles are entered, completed, sent and deleted BEFORE a news and backup is done, then these profiles will not show up in transfer tracker. If new profiles are entering during the shift and you don't do news and backup BEFORE you go home, then the information needed by other staff via transfer tracker is not available. Staff backup practice is not consistent, therefore transfer tracker is not always useful.
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| {{discussion}}
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| * Tina may have some thoughts on process change. [[User:TOstryzniuk|Trish Ostryzniuk]] 12:40, 2015 February 6 (CST)
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| ** Nope, I don't. And I think we discussed this at the time, and decided to leave be for now. Need to re-asses? Ttenbergen 13:35, 2015 June 25 (CDT)
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| === Records purged from Transfer Tracker ===
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| There seems to be a scenario where purging might get rid of patients it should not.
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| * SOGH ICU admitted this patient on May 29/15 at 1750 hrs and discharged to St. B MICU on June 16/15 at 1330 hrs. There is no record in the transfer tracker from her time at SOGH. OAK_MICU-6209 (E.H.).
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| * Record was last sent 2015-Jun-18 10:12.
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| * Backup file for 2015-06-18 10:26 had this record, so did day before 2015-06-16 12:48
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| * There was a purge 2015-06-22; it should not have deleted this patient as he would have had a recent discharge date.
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| No idea what happened there, so just logging it here for now in case it happens again. Ttenbergen 13:35, 2015 June 25 (CDT)
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| == Purging data from Transfer Tracker ==
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| Tina has a manual task scheduled to clean this out every 2 months or so.
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| Steps:
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| # run query ''query_used_to_generate_addis'''
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| # rename tables
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| #* addis -> addis_old
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| #* addis1 -> addis
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| # run query ''duplicate_cleaner''
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| # delete all that do not have a discharge date since those should re-import with next update
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| (This could be made easier, just have not had time Ttenbergen 13:14, 2015 June 25 (CDT))
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| == Are collectors using the transfer tracker? ==
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| {{Discussion}}
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| *We have had discussions about putting additional items in transfer tracker. ALL collectors, please indicate below if you use it or not. We don't want to spend time enhancing it if not use. Or, if enhancements added would it be used more?
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| ===Use it===
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| *I do use the transfer tracker to ensure that the patients that are transferred back and forth around the city have times that make sense. Even though I can obtain a time from EPR now, the EPR time is only as good as the clerk that enters the time. The transfer tracker gives me what the data collector is entering which I find helpful.--[[User:LKolesar|LKolesar]] 14:55, 2015 April 30 (CDT)
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| *It is useful for patients from other hospitals in the city but can be also used for checking move times in your own hospital, especially if the data collector is not working that particular day.--[[User:CMarks|CMarks]] 16:10, 2015 April 30 (CDT)
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| *May 4th, I use it occasionally. Judy Kublick
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| *May 4th , --[[User:PStein|PStein]] 08:41, 2015 May 4 (CDT)
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| *Use it regularly to coordinate times due to amount of transfers between tiertary and community sites--[[User:Lpruden2|Lpruden2]] 09:43, 2015 May 4 (CDT)
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| * I use the TT mainly for ICU,to correlate times,rarely for medicine [[User:Lkaita|Lisa Kaita]] 09:25, 2015 May 1 (CDT)
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| ===Do not use it===
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| == Design decisions / Implementation log ==
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| === automatic deleting of records without discharge dates ===
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| * not working right now for records without discharge dates Ttenbergen 10:44, 2013 September 16 (CDT)
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| * made query duplicateCleaner to clean it out, cleaned out, redeployed on server - Ttenbergen 11:06, 2013 September 16 (CDT)
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| * would be good to fix the query that imports to not add the duplicates. Might go away with centralized data so leaving for now. For now will just clean out occasionally Ttenbergen 11:21, 2013 September 16 (CDT)
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| === self-updating directory listing ===
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| * 2012-09-27 changed update code to run for directories in .../data, not a hard coded list
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| === adding admit date and time ===
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| Added admit-from and admit date to the tool. -- [[User:Ttenbergen|Ttenbergen]] 11:10, 2012 September 20 (CDT)
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| === reducing amount of data retained ===
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| * Can we get away with retaining less than 7 weeks of discharges? [[User:Ttenbergen|Ttenbergen]] 10:03, 2012 September 10 (CDT)
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| ** discussed this at [[Team Meeting September 19, 2012]]; due to long vacations times without backup collectors need this amount of data to be able to catch up when they return. Will keep as is.-- [[User:Ttenbergen|Ttenbergen]] 11:07, 2012 September 20 (CDT)
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| === added not-yet-discharged patients and increased timeframe of available patients to 7 weeks ===
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| 16:06, 8 December 2011 (CST)
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| * listed patients who have not yet been discharged
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| * increased list of patients available to delete pts with discharge dates more than 7 weeks old to better accommodate vacations
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| == change log ==
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| === 2015-04-30 ===
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| * confirmed that import script checks ''all directories in data directory'' except master and test_*, instead of explicit list Ttenbergen 09:56, 2015 April 30 (CDT)
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| [[Category: IT Instructions]] | | [[Category: IT Instructions]] |
| [[Category: Data Backup Dependencies]]
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| [[Category:Scheduled Tasks]]
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Transfer_Tracker.mdb was a program to track patients across wards. Broke summer 2016, decided to abandon summer 2017. See article history for more information.