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Sending Patients: Difference between revisions

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{{Discussion}}
Data collectors "send" the data from [[CCMDB.accdb]] to [[Centralized_data.accdb]] and [[PHI.mdb]].
'''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]].
 
== 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.
 
{{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)
}}


== Ongoing preparation during collection ==
== Ongoing preparation during collection ==
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== Sending Data ==
== Sending Data ==
The day to send data is '''''Wednesday'''''. If for some reason you cannot send data on Wednesday, you may send on Tuesday but you must call [[Data Processor|Pagasa]] prior to sending data. You cannot send on Monday, Thursday, or Friday because the main office staff are using the Regional Server on these days to process the data.
To send:  
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]]
* 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 sent 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 [[initials]] (see that article on information to default the initials to your own)
* reformat and notes for PDA_Status.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]].
** click Format, Column, Autofit, click, 
** discharges not sent will come up false
** click on G and type '''reason not sent'''
***  We are not gathering this information simply to hound collectors.  This important information is for the [[Statistician]].  She uses it to determine if she can release stats for regular reports and special projects. By knowing what is still out there and not sent in yet, she can make these type of decisions and also advise those requesting, exactly what the status of the files are. Decisions are made about analysis based on this important piece of data that we require each week. -[[User:TOstryzniuk|TOstryzniuk]] 22:44, 21 January 2010 (CST)
**** To do that we would only need to know '''''that''''', not why. Why do we need to know reasons? [[User:Ttenbergen|Ttenbergen]] 17:59, 21 July 2011 (CDT)  {{discussion}}
** exit and say yes to save all
*Optional choice for to 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 your output data immediately after sending to make sure it is on the regional server, i.e. the corresponding folder will open automatically. file names in the output folder are automatically generated by Access following the [[sent files naming conventions]]; if the file is not there, contact [[Tina Tenbergen | Tina]] or [[Trish Ostryzniuk | Trish]]
**{{discussion}} How ''often'' does a file not get across properly? Is this worth checking each time? If so, I should change the send function in CCMDB.mdb so the file gets opened automatically... But: if this is '''rare''' we should not clutter the process. I think this question will require input from Trish... [[User:Ttenbergen|Ttenbergen]] 11:26, 15 October 2010 (CDT)
*** How often does a file not get sent without an error being created in CCMDB.mdb? If this is common, I'll need to find out why. If it's rare, then is the "check" step necessary? [[User:Ttenbergen|Ttenbergen]] 17:59, 21 July 2011 (CDT) {{discussion}}
* do not call Pagasa to check for you, if you can see it, it's there
* if the output checked out OK you can 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.
**Tina, the program used to tell us how many rows were being deleted but that has not been the case for a long time. It would be nice to know the actual because it provides us with a quick & easy check to verify number of files deleted and it is an easy cross reference at the same time.--[[User:CMarks|CMarks]] 08:05, 29 August 2011 (CDT)
*** added to [[Requested CCMDB changes for the next version]] [[User:Ttenbergen|Ttenbergen]] 08:53, 29 August 2011 (CDT)
* run [[News and Backup]] once again to create a backup of the patients files now remaining in your data/ccmdb.mdb.


'''INFORMATION PERTINENT TO NEW A4 LAPTOP'''
== Deleting Sent Patients ==
*When the "send" button is pressed, a "security violation" message shows up. Press "open". A new message saying "security violation" will show, again press "open". This will happen many times (5 - 6 times). Just keep opening the file message until no more messages show up. Once they are all open, your data will download. This will eventually not be required once all quirks are found and worked out.--[[User:CMarks|CMarks]] 13:44, 2014 January 8 (CST)
* 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 to the [[Regional Server]].
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.
The following forms are sent:
* check for previously completed (ie no longer incomplete) records, quit if any found
* TISS
* send [[centralized_data.mdb]]
* Green Sheets
** update, then append
* the previous months log sheets are sent with the first envelope of the new month
** 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]]


===Sending TISS sheets for patients still in the ICU===
== Error messages during sending ==
*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. 
Occasionally you will get an error during sending and Access will start an email message for you to send to the office.  
*If you have a patient that is in your ICU for more than 14 days, please send the oldest completed TISS forms in advance in your weekly package. You can keep the current sheet and the sheet just previous to that one.  Only send the other sheets if they are completed and you are done with checking them. 
*The reason for this is so that Pagasa can scan these forms and keep up to date with reporting these 2300 counts. 
*When you send a completed sheet on a patient prior to the patient's discharge from your unit, please keep track of this.  This can be done by writing the tiss serial # on your [[Sent Report]] list for the day you send, or you can write this information in the pt profile laptop note section.  --[[User:LKolesar|LKolesar]] 11:42, 2013 April 24 (EDT)
** which send log list is this? Are all sites using this consistently? Last thing we want is people moving back to paper... Ttenbergen 13:02, 2013 April 24 (EDT) {{discussion}}
**The [[Sent Report | send log]] is the patient list that is generated by CCMDB after sending. If data collectors do not print this sheet, then use the note section of the patient profile on the laptop to record when tiss sheets are sent to Pagasa early.--[[User:LKolesar|LKolesar]] 16:03, 2013 April 25 (EDT)


== Deleting Sent 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.'''
see [[Delete Sent Patients button]]


== Keeping sent patients for reference ==
'''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.
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.  
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.


== What happens when patients are sent ==
== Checks that people are sending inside the [[Designated sending times]] ==
See the "Sending" module in [[CCMDB.mdb]] itself for info on what happens when data is sent.  
[[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]]
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