Sending Patients: Difference between revisions

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'''Sending Patients''' is the process of using the [[CCMDB.mdb]] to export the data collected patients that has been [[final checked]] to the [[sent file format|format]] that can be imported into [[TMSX]].  
Data collectors "send" the data from [[CCMDB.accdb]] to [[Centralized_data.mdb]] 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.'''


*When you finalize your data and press the "send" button Access automatically exports it to the folder corresponding to that collection's location in the [[Output for TMSX |Output folder]] on the [[Regional Server]].  
==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.


==January 7, 2010==  
== Ongoing preparation during collection ==
Whenever you complete collection for a patient, set the [[RecordStatus field]] to "complete". This runs some routines to check the data and marks the patient for export during the next send.


At any point during collection you might want to run the [[Pre-send Checker]] to find errors in your data. This will check on some of the data that we send for patients even if they are not final checked. If you run this occasionally during your collections then your chances of running into errors when you are ready to send become less.


*'''As of January 7, 2010 you ''must'' look at your data file on the Regional Server after you send it out from your Access Program.''' Use the Regional Server shortcut on your desktop, navigate to the "Output" folder, then to the folder corresponding to your location. The filenames in the output folder are automatically generated by Access following the [[sent files naming conventions]]. Example: M_45_HSC_B2_to.csv.  Open the file and make sure the correct number of patients that you sent are in this file. Close the file. Do not press Save  If you don't see your file there, close the Regional Server and then reopen and navigate as described above. If there is a problem contact Tina or Trish.--[[User:TOstryzniuk|TOstryzniuk]] 18:24, 7 January 2010 (CST)
== Sending Data ==
*Collectors will no longer call Pagasa to check if the data files arrived on the Regional Server.  Part of the collection process is to ensure that your data was sent to the Regional Server.  Pagasa is spending far to much time doing these simple checks.  If you need further assistance on how to check if your data files were all sent to server don't hesitate to call Trish or Tina.
To send:
=== related, moved from [[CCMDB.mdb]] ===
* run [[News and Backup]] so you have a backup with the most possible information & also the latest [[CCMDB.accdb]]
==Deleting data on PDA after sending from access==
**NOTE: News and backup does not update the master database.  Only the action of ''sending'' does.
What is the process everyone should follow '''before''' deleting sent patients from the PDA? Some people check with Pagasa, some check on the regional server that data has actually been posted. Is it a common occurrence for data not to have been posted? [[User:Ttenbergen|Ttenbergen]] 22:32, 4 May 2009 (CDT) {{discussion}}
* check that all patients whom you want to send have the [[RecordStatus field]] set to "complete" in the [[Patient List]]
*go to regional server  Output folder.
* click the Send Records button
Check Vic folder
* click "OK" and put in your [[initials]] (see that article on information to default the initials to your own)
go to recent batch #.CSV
* 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]].
check files, scroll to ensure all files present.
say no to save if you change anything.
Delete completed profiles off PDA.
[[User:WGobert|gogogirl]] 16:19, 18 March 2009 (CDT)


*After closing access I click on output, then your unit open up the info and check. eg the number of completes, admits, comorbs, etc. I then delete my completes on my PDA--[[User:PStein|PStein]] 08:36, 18 March 2009 (CDT)
== Deleting Sent Patients ==
* 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.


*After sending you check your output by opening twister and clicking on output, then find your site and click on the batch number csv you just sent. Your sent files should appear, scroll across and make sure the areas that have to have information in them ie. admit date and time etc. are filled in. If everything looks OK close out and you can deiete your completed files. Lois -- [[User:LBilesky|LBilesky]] 14:47, 17 March 2009 (CDT)
== What happens when patients are sent ==
 
See the "Sending" module in [[CCMDB.accdb]] itself for info on what happens when data is sent.
== Wednesday is the weekly sending day ==
As of 17:18, 2015 April 30 (CDT) the order of steps inside the process is as follows. Listed here to help in troubleshooting.
*'''Every Wednesday'''. 
* check for previously completed (ie no longer incomplete) records, quit if any found
*If for some reason you cannot send in on a WEDNESDAY for that week, you '''must''' call Pagasa [[Data Processor]] '''PRIOR TO SENDING''' data on any other day of the week.   
* send [[centralized_data.mdb]]
*We are continuously working with these files on the Regional Server.  In order not to lose any of the data files, the [[Data Processor]] must make sure that we close out of these files before you send in data on any other day of the week. --[[User:TOstryzniuk|TOstryzniuk]] 14:49, 13 October 2009 (CDT)
** update, then append
 
** delete then update the other [[L-tables]]
== How to send completed files ==
** append new [[L-tables]]
These instructions start after you have [[Syncing the PDA | synced]] your PDA.
* send phi xls
* set [[RecordStatus field]] to sent in local [[L_Log table]]
* set [[RecordStatus field]] to sent in [[Centralized data.mdb]]


=== Opening Access ===
== Error messages during sending ==
* Double-click the '''New Programs''' folder on your desktop
Occasionally you will get an error during sending and Access will start an email message for you to send to the office.
* Double-click the icon for your site/ward
* Enter the tasty password
* "Critical Care and Med Database - (your site)" should be up
* (this step is entirely optional) - Find Orphans; if you have some, see [[Orphans]]
* (this step is entirely optional, the check will run when you send otherwise) - Make sure you have no errors in Pre-Send TmpV2 checker
** (this step is entirely optional) - if you have errors, correct them; if they are '''only on patients you are sending today''', you can correct them in Access directly. If there are also errors on patients you are not sending, you should correct them on the PDA and re-sync
* Click "Edit Patients"
* Click on the filter button (looks like a funnel/filter/wine glass) to review only profiles marked complete


=== Checking ready-to-send 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.'''
* For each profile:
** Check for accuracy and correct any errors
** click the Final check box in the upper right hand corner


====Yellow fields and error messages====
'''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.
* Yellow fields indicate missing, erroneous or internally inconsistent data; see the error field in the bottom of the screen for explanations
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.
* correct the error and try to check the box for the tab again to re-check
** to delete a diagnosis/drug/lab/etc click on the box to the left of the line. An arrow will appear. Click the "delete" key on your keyboard (or right-click, delete) to delete the line.


=== Sending Patients ===
== Checks hat people are sending inside the [[Designated sending times]] ==
* Click the "Send Records" button
[[CFE]] query ''Sending_at_wrong_time'' will show who sends out of the [[Designated sending times]].
* Enter [[batch number]] and click "OK" (where do you get which number to enter [[User:Ttenbergen|Ttenbergen]] 22:01, 4 May 2009 (CDT)) {{discussion}}
**We keep a record of batches sent.  Some record batches sent on a "batch log" sheet.  Some print a sheet the [[Sent Report]] from ACCESS after sending which lists serial numbers and names of the pts in the sent file.  You then write at the top of the sheet the batch number and date sent.  This sheet gets filed in a folder.--[[User:MWaschuk|MWaschuk]] 10:13, 5 May 2009 (CDT)
*** Are the batch log sheets ever used to look something up again? [[User:Ttenbergen|Ttenbergen]] 13:17, 6 May 2009 (CDT)
****I use it as a guide for deleting profiles from the pda, and after that I never look at them again.  It is proof of when and if a profile has been sent. If I want to look something up I usually use my log book.[[User:BDeVlaming|BDeVlaming]] 17:47, 6 May 2009 (CDT)


* Check the initials and click "OK"
== Related articles ==
* edit [[PDA_Status.csv]]
{{Related Articles}}
* '''''how much of the following is related to the status.csv, and how much to getting out of Access... could it be pulled apart?'''''
* FORMAT COLUMN AUTOFIT click dates appear discharges not sent will come up false click on G and type reason not sent
* File print record exit save all yes
* Go to: Sent Files to Batch '''print'''.  What are you printing from here?[[User:TOstryzniuk|TOstryzniuk]] 19:27, 11 March 2009 (CDT)
* Exit


{{Discussion}}
* Several prints are mentioned here. What is done with these print-outs, where are they filed, what are they used for?[[User:Ttenbergen|Ttenbergen]] 13:22, 11 February 2009 (CST)
* Again - Could someone please comment on what is being printed, and what is done with the print-outs? Thanks, [[User:Ttenbergen|Ttenbergen]] 22:01, 4 May 2009 (CDT)
**The print out records the serial number and names of the pt in the sent file.  This sheet is then filed in a folder.  The batch number and date sent is written at the top of the sheet.--[[User:MWaschuk|MWaschuk]] 10:15, 5 May 2009 (CDT)
*** Are the print-outs ever used to look something up again? [[User:Ttenbergen|Ttenbergen]] 13:17, 6 May 2009 (CDT)
****I use it as a guide for deleting profiles from the pda, and after that I never look at them again.[[User:BDeVlaming|BDeVlaming]] 17:51, 6 May 2009 (CDT)
***** Can I assume this is all about the [[Sent Report]]? If so, let's move this discussion there. [[User:Ttenbergen|Ttenbergen]] 10:54, 24 September 2009 (CDT)
== Paperwork ==
Paperwork is sent through the interhospital mail (MCL) and arrive with 1 to 2 days after electronically sending in the CSV files
The following forms are sent:
* TISS
* Green Sheets
* the previous months log sheets are sent with the first envelope of the new month
* Manually collected data forms
** What are these other forms? If there are more, list them, otherwise please take out this last point about manually collected data forms {{discussion}}
== What happens when patients are sent ==
[[CCMDB.mdb]] does the following things in this order when sending:
# a check is run to see if the [[Regional Server]] is accessible
# ensure that the location and program are consistent, i.e. a CC location must end in "CU"
# [[Tmp_Checker]] makes sure that entries in L_TmpV2 are acceptable
# the [[Output for TMSX and MedTMS | output file]] for import into [[TMSX]]/MedTMS is generated
# generate [[Hosp_ward_pending.xls]]
# data is dumped into [[PDA_Pending.mdb]]
# [[PDA Status.csv]] is generated, and excel is opened to edit it to explain why discharged patients are not sent
# Output Databases
## open DBs
## data dumped to [[Greensheets.mdb]]
## data dumped to [[TASKS.mdb]]
## data dumped to [[TmpV2_1.mdb]]
## close DBs
# the [[Sent Report]] is displayed
# File explorer is opened to Regional Server\Output\<Hosp>_<Ward> to confirm files were sent


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

Latest revision as of 09:22, 2022 June 3

Data collectors "send" the data from CCMDB.accdb to Centralized_data.mdb 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

Because the Data Processor needs dedicated access to Centralized_data.mdb the time during which collectors are able to send is limited as follows:

  • when working from hospital site: Monday to Friday 14:30-18:00
  • when working from home: Monday to Friday 07:00-09:00
  • 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 pulls 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

Whenever you complete collection for a patient, set the RecordStatus field to "complete". This runs some routines to check the data and marks the patient for export during the next send.

At any point during collection you might want to run the Pre-send Checker to find errors in your data. This will check on some of the data that we send for patients even if they are not final checked. If you run this occasionally during your collections then your chances of running into errors when you are ready to send become less.

Sending Data

To send:

  • 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)
  • 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.

Deleting Sent Patients

  • 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.

What happens when patients are sent

See the "Sending" module in CCMDB.accdb itself for info on what happens when data is sent. As of 17:18, 2015 April 30 (CDT) the order of steps inside the process is as follows. Listed here to help in troubleshooting.

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 hat people are sending inside the Designated sending times

CFE query Sending_at_wrong_time will show who sends out of the Designated sending times.

Related articles

Related articles:
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