Sending Patients

Survey Deleting files after sending

Hi-We are working towards the new data repository and need some feedback. Please indicate which process you follow in your area to delete send files. You can choose one or more. There is no right answer. This is will help us determine processes related to new repository system. Thanks!Trish Ostryzniuk 16:38, 2013 April 10 (EDT) Do you:

1. delete files from laptop right after you send each week?
2. delete sent files from your laptop a couple of days after you send?
3. delete your previous weeks sent files from your laptop just before you send new ones on the following week?
4. keep previous weeks send files on your laptop for a couple of weeks or more before you delete them from your laptop?
5. Other method – please specify
   • Example: Trish: #1 & #2

• MaryLou W.- 1
• Louis L.- 2
• Laura K.- 2
• Gail H.- 2
• Lois B.- 1&2
• Joycelynn T.- 2&3 (usually a day before I send)
• Judy K. - 2&3
• Dawna B.- 2&3
• Marie L.- 2&3
• Elaine N.- 3 & Occasionally 2
• Marla P.- 3
• Con M.- 3
• Shirley K.- 3
• Pat Stein-2

• Debbie PN - ? (vacation)
• Joyce P. - ? (vacation)
• Lorri P. - ?

Sending Patients is the process of using the CCMDB.mdb to export the data collected patients that has been final checked to the format that can be imported into TMSX.

Wednesday is the weekly sending day

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 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. PTorres 17:32, 2012 October 30 (EDT)

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.

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 on Send Day:

• run News and Backup so you have a backup with the most possible information & also the lastest ccmdb.program.
• check that all patients whom you want to send are Final Checked in Patient List
• 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)
• reformat and notes for PDA_Status.csv
  • 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. -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? Ttenbergen 17:59, 21 July 2011 (CDT) Template: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 or Trish
  • Template: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... 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? Ttenbergen 17:59, 21 July 2011 (CDT) Template: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.--CMarks 08:05, 29 August 2011 (CDT)
    • added to Requested CCMDB changes for the next version 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.

Paperwork

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.

The following forms are sent:

• TISS
• Green Sheets
• the previous months log sheets are sent with the first envelope of the new month

Deleting Sent Patients

see Delete Sent Patients button

Keeping sent patients for reference

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.

What happens when patients are sent

See the "Sending" module in CCMDB.mdb itself for info on what happens when data is sent.