Transfer Tracker.mdb

Transfer_Tracker.mdb is a repository of patients currently under collection on our wards or discharged from collected ward within the last 7 weeks. The amount of time for which data is retained is limited since this is patient information and we can't keep it indefinitely without a good reason.

It is used by data collectors in the Regional to cross check transfer locations, discharge dates/times of clients between hospitals in the city.

It gets its content from the backup files.

Transfer tracker now has a column indicating whether the patient had VAP in their TMP data at the location.

You can find the transfer tracker.mdb at

Regional Server\Output\Transfer_Tracker.mdb

Suggestions for added items to transfer tracker and how it who help

• I know there is a column for tmp VAP "yes" or "blank", but it might be helpful to have the dx, limit to top 4 admit and complications? for pneumonia....pathogen if possible? although this should be on the EPR. This would make it easier for other collectors when coding future pneumonias ie. another VAP vs HAP Lisa Kaita 09:25, 2015 May 1 (CDT)
  • If we got rid of the VAP column and instead added text listing any pneumonias with pathogens, would that do the trick? Ttenbergen 13:05, 2015 June 25 (CDT)

How data gets into Transfer Tracker

• Data is automatically updated from the laptop backup files on the Regional Server. This is done each night at 03:30 hrs.
  • This auto-update is done by a scheduled task running on scanner PC in main office - the scheduled task must be run between 1 AM and 5 AM or the VBA must be adjusted.
• You can also update transfer tracker.mdb manually to the most current data including today by pressing the update button and the top of the screen when you open this mdb. When you open the program, it displays the data that was in the most recent data backup from the last time someone has clicked the "update" button it, and the date of that update in the top left corner.

Scheduled Task

Is located in Main office on the SCANNER PC as of: March 12, 2015.

Patient records missing from Transfer Tracker

• for various reasons, staff are not always doing news and backup onto the network BEFORE sending or after adding new profiles before they go home at the end of a shift. If new profiles are entered, completed, sent and deleted BEFORE a news and backup is done, then these profiles will not show up in transfer tracker. If new profiles are entering during the shift and you don' t do news and backup BEFOREyou go home, then the information needed by other staff via transfer tracker is not avaiable. Transfer tracker draws from backups that are done on network. Staff backup practice is not consistent, therefore transfer tracker is not always useful. Tina may have some thoughts on process change. Trish Ostryzniuk 12:40, 2015 February 6 (CST)

Purging data from Transfer Tracker

Tina has a manual task scheduled to clean this out every 2 months or so.

Steps:

1. run query query_used_to_generate_addis'
2. rename tables
   • addis -> addis_old
   • addis1 -> addis
3. run query duplicate_cleaner
4. delete all that do not have a discharge date since those should re-import with next update

(This could be made easier, just have not had time Ttenbergen 13:14, 2015 June 25 (CDT))

Are collectors using the transfer tracker?

• We have had discussions about putting additional items in transfer tracker. ALL collectors, please indicate below if you use it or not. We don't want to spend time enhancing it if not use. Or, if enhancements added would it be used more?

Use it

• I do use the transfer tracker to ensure that the patients that are transferred back and forth around the city have times that make sense. Even though I can obtain a time from EPR now, the EPR time is only as good as the clerk that enters the time. The transfer tracker gives me what the data collector is entering which I find helpful.--LKolesar 14:55, 2015 April 30 (CDT)
• It is useful for patients from other hospitals in the city but can be also used for checking move times in your own hospital, especially if the data collector is not working that particular day.--CMarks 16:10, 2015 April 30 (CDT)
• May 4th, I use it occasionally. Judy Kublick
• May 4th , --PStein 08:41, 2015 May 4 (CDT)
• Use it regularly to coordinate times due to amount of transfers between tiertary and community sites--Lpruden2 09:43, 2015 May 4 (CDT)
• I use the TT mainly for ICU,to correlate times,rarely for medicine Lisa Kaita 09:25, 2015 May 1 (CDT)

Design decisions / Implementation log

automatic deleting of records without discharge dates

• not working right now for records without discharge dates Ttenbergen 10:44, 2013 September 16 (CDT)
• made query duplicateCleaner to clean it out, cleaned out, redeployed on server - Ttenbergen 11:06, 2013 September 16 (CDT)
• would be good to fix the query that imports to not add the duplicates. Might go away with centralized data so leaving for now. For now will just clean out occasionally Ttenbergen 11:21, 2013 September 16 (CDT)

self-updating directory listing

• 2012-09-27 changed update code to run for directories in .../data, not a hard coded list

adding admit date and time

Added admit-from and admit date to the tool. -- Ttenbergen 11:10, 2012 September 20 (CDT)

reducing amount of data retained

• Can we get away with retaining less than 7 weeks of discharges? Ttenbergen 10:03, 2012 September 10 (CDT)
  • discussed this at Team Meeting September 19, 2012; due to long vacations times without backup collectors need this amount of data to be able to catch up when they return. Will keep as is.-- Ttenbergen 11:07, 2012 September 20 (CDT)

added not-yet-discharged patients and increased timeframe of available patients to 7 weeks

16:06, 8 December 2011 (CST)

• listed patients who have not yet been discharged
• increased list of patients available to delete pts with discharge dates more than 7 weeks old to better accommodate vacations

change log

2015-04-30

• confirmed that import script checks all directories in data directory except master and test_*, instead of explicit list Ttenbergen 09:56, 2015 April 30 (CDT)