Instructions for requesting a batch of data from DSM

This article describes how to generate the requestor file for the DSM Lab Extract. The file is stored on a file share that DSM can access.

How frequently to request

We will request quarterly.

Initially our DSM contact had concerns about workload and wanted a lower frequency, but then he said "Send on the ‘requestor’ file as often as you want to see the output and I will make the time." (as per email from Alun Carter, Monday, February 06, 2017 10:50)

Instruction/steps for requesting data

1. copy files to local, they are large and won't work well on a share.
   • make a new local directory
   • Put the following into the directory
     • Centralized_data.mdb
     • DSM_Labs_Consistency_check.accdb
     • PHI.mdb
     • CCMDB.mdb
2. open DSM Labs Consistency check.accdb
3. pick the SentDtTm field range for which you want to export
   • starting should be the day after the last end date as per #Log below
   • ending date should be at least 28 days ago (see #why SentDtTm field and 28 days)
4. click the "Export requestor file" button
5. follow the wizard, which will export a file to the shared folder and start an email to DSM
6. close Access and delete files you had copied
7. enter at the top of the log below when you requested data, and for what range

why SentDtTm field and 28 days

SentDtTm field was used because if we used the dispoDtTm we would miss patients that were collected late due to vacation or missed record.

28 days was used because the request includes incomplete records and the delay reduces the chances that new and unsettled data is included in the request. For example, a collector may have incomplete PHINS and charts on recent and incomplete patients. By 28 days later even any long-stay patient who is still incomplete should have this data, and it should have been corrected via Pagasa's Centralized data Vetting Process if there were errors initially.

Log

eg copy/paste and fill in the following: 
* ~~~~~ - requested labs for SendDtTm from ... until ...

• has there been a batch after Dec 31, 2016? We see version 2017-04-29 but what are the beginning and end dates?
• Need to clarify the test data and the real data.

• 14:10, 2017 March 14 (CDT) - requested labs for SendDtTm from 2016-09-01 until 2016-12-31
• 16:05, 2016 October 17 (CDT) - requested labs for SendDtTm from 2016-08-01 until 2016-08-31
• 2015-12-?? - Discharge date 2015-04-01 - 2015-04-30