TISS28 Form Scanning

The purpose of this article is to outline the process of scanning TISS28 paper forms, verifying the data in Teleform and committing the data to the TISS28 MS Access database.

These instructions are applicable to the following:

• Teleform version 10.9 installed in a PC running Windows 7
• Scanning to a network share from a multifunction printer/scanner

For additional information see this article: Teleform

Preparation of forms

• page numbers don't fuss, does not matter what page number is on the form. Use 001

Teleform ScanStation

On the Scanner PC:

1. Double-click on the Teleform Reader shortcut on the desktop (eyeglasses icon)

Scanning forms

For general, non-TISS scanning instructions, see Scanning to network.

Use the following settings to get the best result in the next step, verifying:

1. After you click "Scan to Network" a second time
2. click "change..."
   • under "sides(duplex)" choose "2 sided"
   • under "Scan As" choose TIFF
   • under "Advanced options" Click Darkness-then click the right arrow to increase the darkness to second-darkest

Feel free to tweak these; if you find a more reliable setting please document here.

We have had repeated problems with the scanner, see Main office scanning problems.

Verifying

Getting Ready

1. If not already open, double-click on the Teleform Verifier shortcut on the desktop (red checkmark on keypad icon)
2. wait for the last line to say "ready for correction" (starts as "evaluating")
3. last line may be highlighted; double click on the last line

Correcting forms

• will show error , how to correct
• can see error where highlited blue
• check each line that is "xed" out. click on the data point in the form and enter the correct value below

Finishing off a batch

• When you are done correcting all lines, the program returns you to the teleform verifier

• check if column Scan column and eval column have the same number in them
  • only if different, right-click line, discard, and start that batch over.
• Right-click the batch and click "Commit"; say "Yes".
• Info only: When you click commit the batch sits in \\hsc1msfp0001.ad.wrha.mb.ca\intmed_cCMDB_ScanFolder(W:)

Importing TISS

1. Open the TISS 28 Database (Access icon), Enter password
2. Click "Import TISS Data", click "OK" for success message
3. A table will show up -qryConfirmImport
4. program will ask "you are about to run...", click yes
5. program will ask "you are about to update...", click yes
6. Verify that you have a line with correct D_ID for each form
   • if there is an error, then: <what?> Template:Discussion

Scan batch number recording & temporary form stacking

• After you import a group of tiss, put the batch number only on the first form then stack it on top of the right-most pile, rotating it 90 degrees from the previous batch
  • make a new pile if the pile gets too high, >~2in

Disposing of the tiss forms

• We keep about 3 months / 3 stacks of TISS forms
• confidential waste#HSC the oldest (right-most) pile when ready

Error checking

When all forms/batches for "this round" have been scanned (possibly less often, we'll catch in the end), run each of the TISS_Error_* queries

• If query is empty, run next; else:

TISS_Errors_duplicate_Items

If any records are listed,

1. delete in L_TISS_Form
2. ndelete in L_TIIS_Item
3. re-scan

Could fix these one by one, but usually it's quickest to just re-scan.

TISS_Errors_missing_days

If any records are listed:

• compare the Arrive and Dispo dates to dates covered;
  • consider if the record is currently relevant, if not, could ignore
    • between reports, only do HSC ICUs because of CRRT
    • we may only looking until e.g. end of last month
  • look up the patient in EPR to confirm adm and dis date, correct in CFE if different than EPR
  • otherwise, TISS is wrong (usually missing or extra day); usually it's the first or last day that is missing, sometimes one in middle
    • get copy of info for pt from CFE
    • scan TISS form and blank out the addressograph
    • email collector with the question
    • no log of these questions is kept
• when collector provides info for missing day, add data in L_TISS_Item table

TISS_Errors_NrTISSDays_NE_LOS

• if LOS lower than TISS_Day_Count, there is a missing TISS form, likely; this would probably have shown up and been questioned for query TISS_Errors_missing_days.
• if LOS higher than TISS_Day_Count
  • such as
    • form may not have arrived and been scanned yet
    • form may have been scanned with wrong serial or unit (either form wrong, or not wrong in verifier)
  • review images of TISS forms
    • copy D_ID
    • open "lookup image" form and paste into and click image button
  • review dates in EPR, possibly
  • consider if collector is away
• If query has records, that might be OK as well, especially for TISS_Errors_NrTissDays, some are just not here yet

(info only: TISS_Errors_NrTissDays usually has errors...)

additional thoughts...

Template:Discussion Tina needs to integrate this into documentation somewhere: The reason the checks are done in TISS rather than CFE, even though CFE is used to look up and email, is to reduce push-pull cycles. Also because always in the morning during send window. Need to think about this further. Ttenbergen 11:33, 2017 June 20 (CDT)

Cross-checking patient data in EPR

• That is not unique to TISS, right? If so we should break it out and link to it as appropriate, also from the other checks where it is relevant. Ttenbergen 17:13, 2017 January 26 (CST)
  • Yes tiss is not unique, For Tiss I used EPR by checking dates. (Pagasa 2017-02-07)
    • So are there specific checks you run that require cross-checking something with EPR? Or are these your regular Centralized data Vetting Process checks? What is it that flags a patient for review in EPR? Ttenbergen 19:40, 2017 February 7 (CST)

To navigate in EPR get the chart number or you can search by name also.

• Click File then Find Patient then enter the chart number on the ID and the site location on the IDlocation then Search.
• Note for Stb you have to add "0" then the chart number then Search, for other sites you dont need to do that.
• Once you get patient name highlighted it then click Shows visits.
• Click the date you want to see the admission then click "OK".
• Then click to Registration then Visit Location then Location History will pop up the admission of the patient.
• It appear that: Sometimes TISS form is printed out other times not. Sometimes a for is filled out for missing day and scanned in, other times not and extra day manually added to TISS28 Data.mdb.

background info

Start Date

January 1, 2013

• TISS28 data for the entire LOS is scanned and stored in new repository TISS28_Data.mdb. This form has 7 days per page.

Electronic Images

The scanned images are stored on the following network share:

• \\hsc1msfp0001\med_ccmed\TISS28\ExportData\Images

This share has a sub-folder for each batch that has been processed. Currently there are two types of batch numbers. Any folder in this directory with the suffix: "_old" is pre-Windows7. The Windows 7 upgrade involved upgrading Teleform. The Teleform upgrade caused a reset to the sequence of batch numbers. All code in the TISS28 DB has been updated and is fully operational for this change. All batches going forward are simply numeric.

Locating Images

There are two methods that can be used to locate an image. Simply by serial number - this is the serial number entered on the form at the hospital. There are duplicate serial numbers and this method will return all potential matches but will show the following information:

• Site
• Unit
• Serial
• Batch No
• First Date
• Image File - with the option to open and view the file (click the button next to this field on the form)

An alternate method is to search based on a combination of: Site + Unit + Serial

This method reports the same data outlined above.

Backups of the Forms

The forms are backed up from the scanner PC to X:\TISS28\ExportData\Images

Supplementary Information

• see TISS error instruction at...

Other things to resolve with data processing

• site STB ICMS & STB ICCS - will want a PROGRAM & not a data collector to correct the location name on form for STB
• if STB_ICMS convert to STB_MICU
• if STB_ICCS convert to STB_CICU

Template:Discussion Is this an outstanding problem after the last round of TISS fixes? If so, please add to Change Priorities. If no longer a problem, please delete the whole section w heading. Ttenbergen 20:31, 2017 May 7 (CDT)