Sending Patients

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.

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

Follow this link to see why you don't need to bother with the Edit patient and filter any longer.

On Send Day, when you are ready to send:

• check that all patients whom you want to send are Final Checked in Patient List
• click the Send Records button
• Enter batch number and click "OK" (where do you get which number to enter Ttenbergen 22:01, 4 May 2009 (CDT)) Template:Discussion
  • We keep a record of batches sent. Some record batches sent on a "batch log" sheet. Some print a sheet the Sent Report from ACCESS after sending which lists serial numbers and names of the pts in the sent file. You then write at the top of the sheet the batch number and date sent. This sheet gets filed in a folder.--MWaschuk 10:13, 5 May 2009 (CDT)
    • Are the batch log sheets ever used to look something up again? Ttenbergen 13:17, 6 May 2009 (CDT)
      • I use it as a guide for deleting profiles from the pda, and after that I never look at them again. It is proof of when and if a profile has been sent. If I want to look something up I usually use my log book.BDeVlaming 17:47, 6 May 2009 (CDT)
• Check the initials and click "OK"
• edit PDA_Status.csv
• how much of the following is related to the status.csv, and how much to getting out of Access... could it be pulled apart?
• FORMAT COLUMN AUTOFIT click dates appear discharges not sent will come up false click on G and type reason not sent
• File print record exit save all yes
• Go to: Sent Files to Batch print. What are you printing from here?TOstryzniuk 19:27, 11 March 2009 (CDT)
• Exit

• check that your output data is on the regional server, i.e. the corresponding folder will open automatically. filenames 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.
  • Do not call Pagasa to check for you, if you can see it, it's there
• if the output checked out OK you can Delete FinalChecks

• Several prints are mentioned here. What is done with these print-outs, where are they filed, what are they used for?Ttenbergen 13:22, 11 February 2009 (CST)
• Again - Could someone please comment on what is being printed, and what is done with the print-outs? Thanks, Ttenbergen 22:01, 4 May 2009 (CDT)
  • The print out records the serial number and names of the pt in the sent file. This sheet is then filed in a folder. The batch number and date sent is written at the top of the sheet.--MWaschuk 10:15, 5 May 2009 (CDT)
    • Are the print-outs ever used to look something up again? Ttenbergen 13:17, 6 May 2009 (CDT)
      • I use it as a guide for deleting profiles from the pda, and after that I never look at them again.BDeVlaming 17:51, 6 May 2009 (CDT)
        • Can I assume this is all about the Sent Report? If so, let's move this discussion there. Ttenbergen 10:54, 24 September 2009 (CDT)

• run News and Backup to have a backup of the complete patients you sent
• delete the patients you sent

Paperwork

Paperwork is sent through the interhospital mail (MCL) and arrive with 1 to 2 days after electronically sending in the CSV files

The following forms are sent:

• TISS
• Green Sheets
• the previous months log sheets are sent with the first envelope of the new month
• Manually collected data forms
  • What are these other forms? If there are more, list them, otherwise please take out this last point about manually collected data forms Template:Discussion

Historical:Filtering for complete patients

Historically the following used to be part of the send process:

• Click "Edit Patients"
• Click on the filter button (looks like a funnel/filter/wine glass) to review only profiles marked complete

This was required because data in ccmdb.mdb would get wiped out at each sync, so you would only want to fix those patients you were sending right now. To make it easy to identify these, there was a filter that would show only patients who had the record field set to "complete". This filter used to be triggered using the filter button on the Patient Viewer form. Note that this button does not filter for Final Checked patients, it filters for patients who are set to complete.

Wednesday is the weekly sending day

The day to send data is Wednesday.

If for some reason you cannot send in on a Wednesday, you must call Pagasa Data Processor prior to sending data on any other day of the week.

We are continuously working with these files on the Regional Server. In order not to lose any of the data files, the Data Processor must make sure that we close out of these files before you send in data on any other day of the week.

What happens when patients are sent

The data below may not be up-to-date, check the actual Sending' module in the current CCMDB.mdb for the routines used in sending.

CCMDB.mdb does the following things in this order when sending:

1. a check is run to see if the Regional Server is accessible
2. ensure that the location and program are consistent, i.e. a CC location must end in "CU"
3. Tmp_Checker makes sure that entries in L_TmpV2 are acceptable
4. the output file for import into TMSX/MedTMS is generated
5. generate Hosp_ward_pending.xls
6. data is dumped into PDA_Pending.mdb
7. PDA Status.csv is generated, and excel is opened to edit it to explain why discharged patients are not sent
8. Output Databases
   1. open DBs
   2. data dumped to Greensheets.mdb
   3. data dumped to TASKS.mdb
   4. data dumped to TmpV2_1.mdb
   5. close DBs
9. the Sent Report is displayed
10. File explorer is opened to Regional Server\Output\<Hosp>_<Ward> to confirm files were sent