Orphans in Centralized data.mdb

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An orphan in Centralized_data.mdb is a record where

Orphans can be found by query "PL_1orphans" in Centralized_data_front_end.mdb.

Orphans can happen if a collector enters a patient, sends once while the patient is incomplete, and then deletes the patient or assigns a new location (since that is used to generate D_ID).

Orphan definition

For wards/units with only one laptop per:

  • the record doesn't have the same SentDtTm as the newest SentDtTm for that location.

For wards/units with more than one laptop per:

  • SentDtTm is older than 10 days
  • ward/units with more than one collector (see Serial number for most up to date information on shared collection)
    • STB_5B and HSC_H4H and HSC_IICU

What to do with orphans

location used accidentally by another laptop

If another laptop (eg hsc a4) accidentally sends a patient with a different location (eg hsc h4) then the latest sentDtTm fir hsc h4 becomes that of hsc a4. If a4 sent after h4, then all of h4's most recently sent incomplete records will appear as orphans, because a later sentDtTm than theirs is found. So: if you find a lot of orphans for a site (eg >10, maybe fewer on low volume unit) then likely nothing is wrong with the orphans, but something is wrong with a different record. Fix:

  1. check the max_sentdttm listed for the group of false-positive orphans
  2. sort L_Log by sendDtTm
  3. find the max sendDtTM; chances are it will refer to only one laptop's sent records
  4. review the location fields; one will be the same as the batch of false-positive orphans
  5. change the location to fix the issue in the short run. If the patient is incomplete also notify the collector to change the record for the next send, or the problem will happen again.

changed location

If there is a second record for the same patient (see eg names) with the same Pat_ID and different location, then the location was likely changed. Orphan can be deleted since the new record will take its place.

deleted patient

If there is not a second record for the same patient the patient was likely deleted. This might be correct and intended, or accidental. The data processor should follow up with the data collector to find out what happened. If the record was correctly deleted, delete the orphan. If the record should not have been deleted the processor could send the info in the record to the collector to facilitate re-entry on the laptop.

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