Sending Patients

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 format that can be imported into TMSX.

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

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.

To send:

• run News and Backup so you have a backup with the most possible information & also the latest CCMDB.mdb
• 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
• 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.

INFORMATION PERTINENT TO NEW A4 LAPTOP

• 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.--CMarks 13:44, 2014 January 8 (CST)
  • Con, if this is still an issue, please let me know. If not, please delete this section. Ttenbergen 14:07, 2014 August 18 (CDT)

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

Sending TISS sheets for patients still in the ICU

• 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.
• 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. --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) Template:Discussion
  • The 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.--LKolesar 16:03, 2013 April 25 (EDT)

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.

see also

Survey about deleting files after sending