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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 [[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]].


== Wednesday is the weekly sending day ==
== Email Notification to suspend sending ==
The day to send data is Wednesday.
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.'''


If for some reason you cannot send in on a '''Wednesday''', you '''must''' call Pagasa [[Data Processor]] '''prior to sending''' data on any other day of the week.  
==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.
 
{{Discuss| JALT
* Can we again revisit the pros and cons of sending only when working on site against sending from home? There is always a need of updated data and I do not want to be emailing everyone to send when data are needed.  This can be solved by sending in all days the collector works regardless  onsite or from home during the assigned time slots. In addition, I think this practice of submitting data frequently  will also mean lesser new data on the laptop if unfortunate incident happens on the laptop and there is a need to re-enter data again. Do we still experience problem in sending when we set up the sending time schedule by site?  --[[User:JMojica|JMojica]] 16:37, 2 December 2025 (CST)
** Sure, let's discuss. As far as I know, the following errors related to sending: [[Error "Invalid SQL statment..." when sending]], [[Error "Unrecognized database format" when sending]], [[Error: Centralized data.mdb not found. Contact the main office and find out if it is off-line right now.]]. I might be missing others. Sending from home takes considerably longer and has led to more errors. The fact that it takes longer requires longer send windows and reduces Pagasa's time to clean the data. When errors do happen and we need to recover this also takes significant time on Pagasa's part. AFAIK failure of the data set on the collector's laptop is very rare, I can't remember the last time I helped someone recover from that.
:: There might be ways to make sending faster or more reliable. This would take a fair bit of analysis and testing.
:: One reason I have not pursued this is the prospect of re-platforming. A cloud based system would eliminate sending; it might cause new process tangles but that's a different topic. So it would be good to have an idea of the time horizon for this to decide if the work to mitigate the errors and reduce sending restrictions is worth it.
:: It might be possible to find a compromise that re-balances risk and benefit. [[User:Ttenbergen|Ttenbergen]] 01:19, 3 December 2025 (CST)
* I heard nothing from the collectors about errors in sending since we started this new schedule. If they work from home, can we allow them to send?  They can send early or after 04:30 PM.  [[User:PTorres|PTorres]] 14:27, 3 December 2025 (CST)
** Open to it. If things work fine now, changing process may break them again. [[User:Ttenbergen|Ttenbergen]] 11:50, 17 December 2025 (CST)
}}


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.
== Ongoing preparation during collection ==
== Ongoing preparation during collection ==
Whenever you complete collection for a patient, [[Final Check]] them. This runs some routines to check the data and marks the patient for export during the next send.  
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.
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 ==
== Sending Data ==
''[[Sending Patients#Historical:Filtering for complete patients | Follow this link to see why you don't need to bother with the '''Edit patient and filter any longer]].''
To send:
 
* run [[News and Backup]] so you have a backup with the most possible information & also the latest [[CCMDB.accdb]]
To send on [[#Wednesday is the weekly sending day | Send Day]]:
**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 are both complete and [[Final Check]]ed in [[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 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 intials.
* 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]].
* Format Column Autofit, click,  discharges not sent will come up false, click on G and type reason not sent
*exit and say yes to save all
*We keep a record of batches sent by printing the [[Sent Report]] from ACCESS after sending which lists serial numbers and names of the patients in the sent file. Write at the top of the sheet the batch number and date sent.  This sheet gets filed in a folder for future reference.
* check that your output data is on the regional server, i.e. the corresponding folder will open automatically. filenames in the output folder are automatically generated by Access following the [[sent files naming conventions]]; if the file is not there, contact Tina or Trish.
* Do not call Pagasa to check for you, if you can see it, it's there
* run [[News and Backup]] to have a backup of the complete patients you sent
* if the output checked out OK you can [[Delete Final Checks]] the program tells you how many rows are being deleted.
* run [[News and Backup]] to have a backup of the complete patients you sent


{{Discussion}}
== 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.


== Paperwork ==
== What happens when patients are sent ==
Paperwork is sent through the interhospital mail (MCL) and arrive with 1 to 2 days after electronically sending in the CSV files
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.
* 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]]


The following forms are sent:
== Error messages during sending ==
* TISS
Occasionally you will get an error during sending and Access will start an email message for you to send to the office.
* Green Sheets
* the previous months log sheets are sent with the first envelope of the new month


==Historical:Filtering for complete 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.'''
Historically the following used to be part of the send process:
* Click "Edit Patients"
* Click on the filter button (looks like a funnel/filter/wine glass) to review only profiles marked complete
This was required because data in ccmdb.mdb would get wiped out at each sync, so you would only want to fix those patients you were sending right now. To make it easy to identify these, there was a filter that would show only patients who had the record field set to "complete". This filter used to be triggered using the filter button on the [[Patient Viewer]] form.  
Note that this button does '''not filter for Final Checked patients''', it filters for patients who are set to complete.


== Wednesday is the weekly sending day ==
'''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.
The day to send data is Wednesday.
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.


If for some reason you cannot send in on a '''Wednesday''', you '''must''' call Pagasa [[Data Processor]] '''prior to sending''' data on any other day of the week.  
== 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]].


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.
== Related articles ==  
 
{{Related Articles}}
== What happens when patients are sent ==
The data below may not be up-to-date, check the actual ''Sending''' module in the current CCMDB.mdb for the routines used in sending.


[[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]]
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