Manitoba Health "Conditioner"

The Manitoba Health (MHSC) "Conditioner" Program

What is it?

• ACCESS program
  • note: this conditioner has nothing to do with hair products okay.....

Where do you find it?

• X:\CCMDB_ADMIN_DATABASE\MB_Health_Records_Cleaning\MB Health Conditioner.mdb

Where do you find a working BACKUP copy?

• • X:\CCMDB_ADMIN_DATABASE\MB_Health_Records_Cleaning\Others_backup_folder\Pagasa_DONT_TOUCH_MB Health Conditioner.mdb
    • in the "Pagasa DONT TOUCH copy" we fixed columns so the last 3 columns are't as wide and therefore page won't print outside margin limits.
    • previous backup copy that works is called "JAN DON'T TOUCH_MB Health Conditioner.mdb"

What does it do?

• automates the process of identifying corrections to key patient identifiers (PHIN, LN, FN, DOB & Gender) from an EXCEL file that is sent every few months to MHSC for crosschecking purposes and is returned with matches that require corrections in our Master ICU/Medicine Master Database.
• highlights corrections that are needed in red.

What files does it read?

• Excel data files that have been sent to and returned from MHSC by courier which is on a (encrypted/password protected) CD.

What is in the Excel files?

• data files that are export from the ICU and Medicine database every 2-3 months
• PHIN, LN, FN, DOB & Gender are included in a EXCEL file
• A Paper Log Records batch number, date send and date recieved from MHSC.
• One sent/received log form for ICU another for Medicine.
• CD's are kept sleeves in this binder with these MHSC send/recieved logs.

Purpose of sending data to MHSC?

• for crosschecking our database patient identifiers against MHSC database
• aligning and correcting our patient ID information with MHSC
• maintaining consistency of key patient identifiers in our database when patient are readmitted.

Where are the Excel Data Files located

• X:\CCMDB_ADMIN_DATABASE\MB_Health_Records_Cleaning\MBHealth

How are EXCEL files labeled?

• sent files are labeled as follows:
  • ICU EXAMPLE: AU.xls (AU.zip)
  • MED EXAMPLE: MedX.xls
• returned files are labeled as follows:
  • ICU EXAMPLE: AUout.xls
  • MED EXAMPLE: MedXout.xls
• paper log file is kept of sent/recieved batch numbers for ICU and Medicine

Who dunit?

• ACCESS Conditioner program developed by Julie. Tina provided a few other enhancements (conditional formatting for color)
• DATE: ACCESS CONDITIONER PROGRAM: 2007?

When did MHSC crosschecking process start?

• DATE: Between September 14 & December 6, 2000
• DATE: January, 2003 study numbers 1-13034 resent to MHSC for a second match. This was are older DOS data that was converted from an old DOS database to and Windows base platform.
• Trish started a system of sending data for cross checking with MHSC. Dr. Carla Chrusch helped facilitate this with MHSC. Julie took over the process and improved it in 2003.

How do you prepare and send a CD to MHSC?

• pagasa?....thanks

Procedure when DATA CD is returned from MHSC

• copy password protected zip file into file folder on X that contains original sent file
• unzip MHSC out.xls file into same folder
• Open out.xls file
• NOTE: AS of OCT 10.08 batch AU or ICU and X for MED: changed of format of "our" DOB column of data from YYYY-M-D to M/D/YYYY format. (see instruction how to do this below). This is a work around for now until Julie sorts out with MHSC if they can revert to previous output format for our DOB column.
• also you must change the header row label MH_2 to MH??????need to check which column.
• Save change
• Exit
• now you can use MHSC CONDITIONER Program which will import and read the output MHSC file correctly.
• file DISK in MHSC crosschecking binder

November,19.08 Program Problem

PROBLEM:

• Conditioner Program is no longer reading the MHSC output EXCEL file correctly, specifically "our" DOB data column.
• October 10.08 - The EXCEL Batch sent to MHSC for crosschecking: included a few more columns of data: admit and discharge. Purpose was to hopefully allow us to obtain Hosp mortality data if available.
• The EXCEL files returned from MHSC (MedXout.xls and ICU, AVout.xls) we noted that in our original DOB column, the format was changed from M/D/YYYY to YYYY-M-D. Because of this, the "Conditioner Program" could not read the file properly and was reporting error every DOB data.

REPAIR SOLUTION:

• Julie will advise the contact person at MHSC about format change on the output file. We want to retain same DOB format for our "original" DOB column of data which is M/D/YYYY. (MH_DOB column is fine as is).
• In the mean time we reformatted our DOB data column back to the M/D/YYYY format and Conditioner Program worked.
• hopefully the next batch we send to MHSC will be returned without this problem.

Instruction: How to Change the DOB format of OUR DOB column- for MHSC output.xls

• This instruction is only for this batch of MHSC output data (ICU_AVout.xls & MedXout.xls)

• The final solution is to have MHSC revert to previous output format for this column. Julie to follow up with MHSC contact.

• how to change "our" sent DOB column format from YYYY-M-D back to M/D/YYYY

1. Open MHSC_out.xls file
2. Select the whole DOB column (this is our DOB column, not the MH_DOB column)
3. Go to DATA menu tab at top of EXCEL screen
4. Select "test to column" from drop down menu
5. Press NEXT at bottom of this window
6. Press NEXT again
7. Top Right of this window you will see COLUMN DATE FORMAT

• • select DATE item on menu
  • from the drop down list beside DATE, select: M/D/Y format
• 8. Press FINISH
• 9. Don't forget to save changes.
• 10. Exit Excel
• 11. MHSC Conditioner Program will now be able to read this Excel file.

TOstryzniuk 20:06, 19 November 2008 (CST)