Sending Patients: Difference between revisions

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→‎Data Collector Sending Frequency: removed end of shift part which is no longer true w STB sending. Added explanation about not cutting it close with sending.
 
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'''Sending Patients''' is the process of using the [[CCMDB.mdb]] to export the data collected on the [[PDA]] to the [[sent file format|format]] that can be imported into [[TMSX]]. 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]] directory on the [[Regional Server]].
Data collectors "send" the data from [[CCMDB.accdb]] to [[Centralized_data.mdb]] and [[PHI.mdb]].
If you wish to see your data after you send it, 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]].


== 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.'''


==Additional Info Required==
==Data Collector Sending Frequency==
*''''' what happens when you send
{{:Designated sending times}} <!-- edit at [[Designated sending times]] -->
*''''' what to do around sending time
*'''Do not send outside these hours''' unless requested by main office.
== How to send completed files ==
*'''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.
* Make sure [[Regional Server]] is on prior to syncing
*At each send, [[Minimal Data Set]] applies.
* Place PDA in Sync Box
* When [[Sync]] is completed check to make sure you have no errors
* [[Copying files from PDA to regional server]]
* Click on NEW PROGRAMS Enter your site
* Enter password
* Critical Care and Med Database (your site should be up)
* Find Orphans; if you have some, see [[Orphans]]
* Make sure you have no errors in Pre-Send TmpV2 checker
** 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.
* If no changes EDIT patients
* View (little filter) wine glass for completes
* Check all completes with log book records
* Exit close form (little door)
* SEND RECORDS
* ENTER BATCH NUMBER
* INITIALS OK
* '''''close out of Access (at this time, right)'''''
* '''''do you print any stuff at this time? some places do, is there a reason?'''''
* fill in reasons for any discharged patients not sent into the PDA_Status.csv
* Find Microsoft C_3_HSC_CCU_lb_PDA_STATUS.csv EXCEL MBATCH INITIALS PS_PDA_STATUS.CVS
* Go to COLUMN B and C Click and drag to highlight
* 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
* Exit


Please feel free to add or delete the above instructions Gail I need you help SK
== 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.


{{stub}}
== Sending Data ==
[[Category:IT Instructions]]
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.
* 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.mdb]]
 
== 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}}
 
 
[[Category: IT Instructions]]
[[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: