Processes around changing a PatientFollow assignment

Patients are assigned to collectors using the PatientFollow Project. This page explains what needs to happen when an assignment is changed. The collector/laptop that used to collect a number needs to phase out that number, the collector/laptop who gains that number needs to start them, and we need to be sure that Julie will report on them continuously. We need a process where the time frame for the transition is limited.

Since PatientFollow Project assignments are based on the Service Start DtTm (collected as Service tmp entry), the transition is based on of the Service Start/Change dttms.

Process for the collector who will no longer be collecting the chart number ending

• enter all available Dispo DtTms for any profiles
• do a News and Backup and let the collector who will take over the numbers know when done
• delete profiles that don't have a Dispo DtTm for numbers that are moving to the other laptop; you will need to finish the profiles that are discharged by this point
• let the Data Processor know which Pat_IDs you deleted to help them reconcile Orphans in Centralized data.mdb; also let the receiving collector know to help them confirm they are keeping those records.

Process for the collector who will now be collecting the chart number ending

• copy the most recent backup of the "donating" CCMDB_data.mdb (from Regional Server/data, pick the one without a number) to your desktop
• open that file with your usual password
• delete the records you don't need to copy:
  • open the L_Log table
  • sort by LastName and delete all blanks (those are logically deleted profiles)
  • sort by Pat_ID and delete all records that are not moving to the receiving laptop

alternative with query that might be faster but is more technical

create a new query and paste the following into it: SELECT L_Log.Pat_ID, [pat_ID] Mod 100 AS ending, L_Log.Dispo_DtTm FROM L_Log ORDER BY [pat_ID] Mod 100; run that query and delete the profiles that are not in your new number range re-sort the query and also delete the profiles that have a Dispo DtTm before today

• change the Pat_IDs to be their negative counterpart so they will not conflict with records already in CCMDB.accdb or in Centralized data.mdb
  • create and run the following query: UPDATE L_Log SET L_Log.Pat_ID = [Pat_ID]*-1;
• copy-paste the remaining records to your home CCMDB.accdb
  • open your usual CCMDB.accdb
  • expand the navigation panel on the left
  • open the L_Log table
  • select all rows in the donor CCMDB.accdb's L_Log table and copy-paste them to your home one
  • close the two tables
  • open the each table that starts with an "L_" on both laptops and copy-paste their content as well
• check that all records sent by the original collector are now on your laptop
• Send to test that your Pat_IDs don't cause problems.
  • it could be that a number you just set up is already present in CFE. If so, sending will generate an error "At least one of the patients you are sending already exists in the Centralized_data as a complete patient." In that case change the offending Pat_IDs.

Process for CCMDB.mdb to change assignments

The S PatientFollow distribution table needs to be updated to set an ending time for the earlier laptop. A new line needs to be added for the later laptop, with the same start DtTm as the end DtTm for the earlier one.

If more than one or two need changing, this can be confusing if done manually in the table, an easier way is to copy-paste the relevant cells into Excel and use it's propagating function and then paste the result.