Tiss76 Form Scanning

• This section needs to be broken into section.TOstryzniuk
  • See CC_TISS_FROM_JANICE.bat

The TISS Forms are processed by the Data Processor.

The process includes

• mailing to the Main Office
• scanning of the forms
• processing the scan via Teleform
• importing the data into TMSX or MedTMS via TScanReader.exe.
• iTISS fom MedTMS, stopped December 31.2006.

TISS Form Processing Steps

The TISS forms arrive through the hospital mail within 2 days after data collector submits the electronic portion of patient data via the regional server (which is every Wednesday).

• TISS forms arrive grouped by their BATCH SENT number and in order of serial number from lowest to highest in the batch sent.

TISS form Management PRE SCANNING

• TISS Forms "batches" arrive via mail once a week on either Thursday or Friday. All TISS forms are in the office by Monday.PTorres 09:31, 7 November 2008 (CST)

NOTE: (The appending of data from the Regional Server to Master Database Program (ICU or MED) occurs every Thursday).

• The TISS forms "sent batches" are already sorted in site serial number order. When mail envelopes opened, the TISS batches then organized by the BATCH APPEND(import)NUMBER. (refer to the Batch Append (import) Log book to obtain this number).
• Using the REGISTRY LOG PRINTOUT from ICU, the database study number is recorded on the front and back of each TISS form.
  • When recording the study number on the TISS form, crosschecking is also done against the REGISTRY LOG PRINTOUT.
• Items checked on TISS against Registry Log Printout:
  • serial number
    • If the serial number or the dates is incorrect I phoned or email the data collector right away and put a sticky on the TISS form and specify the problem so I won't forget.
  • quick look on the name of the patient
  • dots, if properly filled in
  • 2 hour rule dates on the form and in the columns
    • RE: 2 hour rule if it is a valid 2 hour rule, then the TISS form should be marked check "Yes". I document on the Registry Log Printout that 2 hour rule is applicable for that patient.
  • Checking the date it should be matched if the LOS is 5 days then the TISS should be marked for 5 days except if there is NO TREATMENT then the TISS "No Treatment" bubble should be filled in.
• TISS forms ready for scanning
• I can put from 20 or 30 TISS form on the Scanner at one time.

PTorres 10:15, 7 November 2008 (CST)

TELEFORM SCANNING PROGRAM

Verity Teleform version 8.2??

Steps required to Navigating through Teleform Programs.

• Go to Teleform Reader -double click
• Go to Scan
• Launch Scan Station
• V6tISS(this is the most current TISS form for ICU which is V6TISS34 - tf34123----??)

• • NOTE: to find the actual TISS form in which was designed in Teleform, you must launch the Teleform Form Designer Program

• Select FILE
• Select NEW BATCH
• Click START
• Scanner will start scanning in the TISS forms.
• Check if all showing NEEDS REVIEW.
• Scroll upside down? and then enter twice and you start verifying.
• After all the TISS forms are scanned in click ACCEPT.
• Teleform will start evaluating the TISS form you scanned in.
• Once it finished you will see, at the bottom of the window, that the program is now IDLE.
• You can start verifying the TISS.
  • What does Verifying do?......
• To Verify
• Go to Teleform Verifier double click
• Go to the batch number you are going to verify.
• Start Verifying and fixed whatever you see that need to be fixed Example: dates, dots and names.
• Go to Batch Option.
• After you finished verifying the TISS click COMMIT and YES.
  • COMMITTING processes and exports the TISS from Teleform to:
    • C:/Tfrm6/Exp/tftiss.ps (for ICU TISS).
    • C:/Tfrm6/Exp/MedTest5.ps (for Medicine iTISS)(stopped collecting December 16, 2006 @ 0001 hrs)

TScanReader.exe

• This program takes the TISS output data from Teleform, reads and uploads it into the ICU or Medicine database.
• TScanStudy.exe for Medicine

TISS Upload Procedure

• To upload TISS into Master Database TMSXon you desktop go to the SHORTCUT -'ICU TScanReader.exe' - double click.
• Click START
• when completed click EXIT.
• Log into TMSX and check if all TISS was uploaded correctly into TISS.dat.
• Now you are ready to scanned the next batch.
• FILE the TISS forms which are all in batch & study number order by putting them in a pre labelled filing folder.
• TISS forms are filed in consecutive study number order in the rolling files in the office.

PTorres 09:52, 10 November 2008 (CST)

THE SCANNING OF TISS FORMS

• 30-40 TISS forms on Scanner document feed.
• After scanning tiss I verified it right away and appended it on Ed's database using TScan reader.exe
• file the tiss forms.

PTorres 08:49, 31 July 2008 (CDT) TOstryzniuk 20:18, 5 November 2008 (CST)

Troubleshooting Teleform

1.if TScanReader is not able to upload the tftiss.ps into the ICU database and you get the following error message: file may be out of alignment....? then proceed with the following steps to resolve.

• a. Login to ICU database TMSX and see which TISS forms were uploaded successfully into TISS.dat file from the batch that was scanned in.
• b. go to: C:/Tfrm6/exp and look for tftiss.ps. Delete this file.
• c. go to C:/Critfrm6 and look for TScanX.dat. Delete this file too.
• d. If none of the forms were uploaded successfully into database then rescan your whole batch.
• if only some of the forms were uploaded then rescan only those TISS forms from the batch that were not uploaded into the database successfully.
  • Dec 10.08- Noted that Teleform is picking up extra data at the beginning of most serial number slots on the back page of most TISS forms. This shows up as a number "1" in front of each serial number.
  • If this additional character is missed and not deleted from the slot in Teleform Verifier it will be included in the committed (exported) ttiss.ps file for that form. TScanReader is unable to read that form correctly into database because the serial number on the front and back page of the form doesn't match and reports a possible misalignment. Any forms after that this forms are also not read into database.
  • On the scanned image, there is a long line through the image. This started about June 2008 from what I can see. The line down is there because the scanner has not been cleaned for sometime.
  • The data processormust clean the scanner once a month in order to avoid this type of dirt build up which is now showing up on forms.

TOstryzniuk 14:21, 11 December 2008 (CST)

Discussion

• Where are the TISS forms filed? Are they filed by batch? If so, is there a central reference for which batch corresponds to which patients? Ttenbergen 11:00, 21 October 2008 (CDT)
• You say you check one-by-one the TISS on the database. Does Ed's importer allow double-TISSes per patient? Is there no tool to check for missing or multiple TISSes? This might be something to consider. How long does this cross-check take? Ttenbergen 11:00, 21 October 2008 (CDT)
• Yes they can use pencil to mark the tiss but sometimes the scanners stop me and ask if that is marked or not and also if the pencil is not clear enough scanner wont pick it up. Pagasa

• • QUESTION:
• Pagasa--do the data collectors organize their TISS form in some type of order before they send in?
• Yes they already arranged by serial number and I appended also in that order.

PTorres 09:16, 7 November 2008 (CST)

Discussion

• Need more content here, could Pagasa fill this in when she goes through the steps next?Ttenbergen 15:33, 29 July 2008 (CDT)
• Moved the comments about "black blobbing" to the relevant section of TISS - General Information Ttenbergen 11:00, 21 October 2008 (CDT)