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| *'''need to make sure all in [[Data Appending Process]] is addressed.'''
| | "Vetting" is our name for the initial quality control our data goes through after [[Data collector]]s finish [[sending]] it. It is one of the main responsibilities of the [[Data Processor]]. |
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| == Checklist Tracker Sheet == | | == Instructions == |
| This is still part of the old system as a cross check until we go totally with the new system.
| | * [["Pull" Centralized data.mdb]] |
| | * Double click to open ''Centralized_data_front_end.mdb'' |
| | * [[Reconnect CFE and initial error checks]] |
| | * [[Pre-linking checks]] (PL checks) |
| | * [[Populate linking_pairs]] |
| | * [[Correcting suspect links]] |
| | * [[Quality Assurance queries in CFE]] - NDC Queries |
| | ** as part of any of those, there might be [[Questioning data back to collectors]] |
| | * [["Vet all sent" button]] |
| | * [[Generate Person IDs]] |
| | * [["Push" Centralized data.mdb]] to return data to [[Regional Server]] so [[Data collector]]s can [[send]] |
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| ===Print a ''checklist tracker sheet''=== | | == Related articles == |
| *My Documents
| | {{Related Articles}} |
| *Open ''workbook2.xls''
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| *Change header to sent date (use Wed date)
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| **click Insert
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| **Header & Footer
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| **Change the date
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| **File
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| **Print
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| ===Check to see that everyone has sent===
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| *RegionalWRHA (wreath icon)
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| *Output (folder)
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| *check each folder to see who sent, and write the # on the tracker sheet
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| **the data collector sends these files
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| ***there are only ''complete'' files in these xls cvs files
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| **when viewing these in the xls file, the header is included as Line 1, so the actual # of files sent will be one less, e.g. if it says 11, then there were 10 complete files sent
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| ===To check the ''incomplete'' files===
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| *make a copy of ''[[PDA Pending.mdb]]''
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| ***we have stopped sending to pda pending, what if anything is being used now? Ttenbergen 20:41, 2014 September 29 (CDT) {{discussion}}
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| **Regional
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| **Output
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| **right click PDA_pending.mdb
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| **Copy
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| *Paste the copy on the desktop
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| *prompts ''already a copy...''
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| *answer Yes
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| *open PDA_Pending.mdb
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| *check each site and write down the # of ''incomplete'' on the tracker sheet
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| **when viewing these files the header is not included, so the # is how many files pending
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| ***at the bottom it says ''Record __ of __''
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| *close each file you have opened
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| *close PDA_Pending.mdb
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| ===Then ===
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| *check L_Log
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| *check L_PHI
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| *check L_LogPhi
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| *write these numbers on the tracker sheet
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| ** are we really checking all three? If we checked just L_Log_PHI and it's correct, could the others possibly be wrong? Ttenbergen 20:44, 2014 September 29 (CDT) {{discussion}}
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| These files are found under the heading [[#Open Centralized Data Front End]] below
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| [[User:Srusnak|Srusnak]] 13:50, 2014 July 31 (CDT)
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| == Pull down data ==
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| Before processing run [[Pull_down_centralized_data.vbs]] to do backups and move data from the regional server for local processing. This also prevents collectors from sending while data is being processed.
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| The 'log' will show whether you are in 'push' or 'pull' mode.
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| * where would one find this log, pls tell a little more about it so someone first reading this would understand. Ttenbergen 10:02, 2014 July 24 (CDT)
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| At the beginning of the day, it should '''ALWAYS''' be in the 'push' mode.
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| The log is located in
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| RegionalWRHA (wreath icon)
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| Output (folder)
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| Logs (folder)
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| Deadline for collectors to send is Thursday at 1pm.
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| When you 'pull'
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| ''centralized.mdb''
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| and ''phi.mdb''
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| It goes into the desktop ''centralized_on_c'' (folder icon)
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| from the ''RegionalWRHA'' (wreath icon)
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| Pull mode is for the data processor to do edits, etc.
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| Push mode is for everyone else to see the data
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| '''**''' Before backing up, and going home '''ALWAYS''' make sure you are in the 'push' mode
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| ===The Basic Steps===
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| 1) Pull data - deadline to send is Thurs 1pm
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| 2) See who Sent
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| this is where the data processor does a quick check for discrepencies in site, location, etc
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| 3) Open Front End
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| 4) Perform 'NDC Queries' to correct and clean data
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| steps are covered in '''Check For Problems''' below
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| 5) Push data back
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| ===STEPS TO PULL===
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| When in the ''Pull'' mode, data processor can edit, but not perform a ''Back Up''
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| Can only Back Up while in the ''Push'' mode
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| Go to ''Centralized_CCMDB'' (folder shortcut icon)
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| double click on ''Pull_down_centralized_data.vbs''
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| Prompts ''do you want to ...''
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| Answer Yes
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| Wait for the program to ''pull'' which takes approx. 5 minutes
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| Prompts ''finished processing pull script''
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| click OK
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| [[User:Srusnak|Srusnak]] 13:57, 2014 July 31 (CDT)
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| ===STEPS TO SEE WHO SENT===
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| Pull -- ''Pull_down_centralized_data.vbs''
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| Queries
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| P_Count_Of_Sent (double click)
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| Home
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| View
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| Pivot Table
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| View
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| Filter by 'Date Sent'
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| *Right Click
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| *Field List
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| *drag 'sent Dt Time'
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| *close dialog box
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| Home
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| Design View
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| Change to 'Wed' date
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| Home
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| View
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| Pivot Table View
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| *shows the number of ''incomplete'' and ''sent'' in 2 separate tables
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| *use + (plus symbol) to expand
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| **when you expand, it shows the serial number
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| *use - (minus symbol) to collapse
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| Click inside the column and scroll down to do a quick check of the location
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| When done
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| click '''x'''(in top right) and '''DO NOT''' 'save'
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| It will prompt you 'do you want to save'
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| say NO
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| '''When finished viewing, just close, DO NOT 'save''''
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| ===OPEN CENTRALIZED DATA FRONT END===
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| Double click to open ''Centralized_data_front_end.mdb''
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| Reconnect
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| Open Patient List
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| on the Left side,
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| scroll All Access Objects
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| Tables
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| L_Log
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| *write down the number
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| L_PHI
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| *write down the number
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| click ''back to top''
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| Queries
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| L_Log_PHI
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| *write down the number
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| '''**ALL 3 must be the same**'''
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| Double check these numbers against the tracker sheet, which compares the old to the new combined centralized numbers
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| The ''complete'' numbers come from the xls csv file
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| The ''incomplete'' numbers come from the PDA_pending file
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| L_Log, L_PHI, and L_Log_PHI are part of the new combined centralized numbers. These get checked after we ''Pull''
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| [[User:Srusnak|Srusnak]] 13:49, 2014 July 30 (CDT)
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| ===OPTION TO VIEW DATA===
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| '''**You cannot edit any data. The background will be red.**
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| '''
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| Go to ''Regional''
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| Output
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| Right click on ''centralized_data.mdb''
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| Copy
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| Then go to ''Pagasa's Centralized Manual Copy''
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| Paste
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| Then go into '''X'''
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| CCMDB
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| PHI
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| Right click on ''phi.mdb''
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| Copy
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| Then go to ''Pagasa's Centralized Manual Copy''
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| Paste
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| Double click on ''Centralized DataFrontEnd.mdb''
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| Reconnect
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| Open Patient List
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| '''**This only allows the data processor to VIEW these files. The background will be red.**
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| '''
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| [[User:Srusnak|Srusnak]] 13:52, 2014 July 31 (CDT)
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| ==clean ups==
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| === do ONLY once when we import Ed's to centralized.mdb ===
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| * ''1use_only_update_3000_transfer_dates_to_null''
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| == Make PseudoPHINs ==
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| If it is determined that a patient legitimately without PHIN (e.g. out of province) has not been encountered before, generate a [[PseudoPHIN]]:
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| # open the patient from the patient list
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| # click the '''pseudo''' button to the left of the PHIN field label
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| # the program will look up the highest previous PseudoPHIN and enter that + 1 into the PHIN field
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| When you are in
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| NDC_Phin Fake or Blank
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| sort 'RecStatus' by ZtoA
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| sort by LastName
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| Check the 'cat' first to make sure if a single encounter or a multiple encounter
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| If a multiple encounter, then copy & paste the already assigned Phin
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| To change the Phin
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| Go on the 'binoculars' for that patient
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| delete the erroneous Phin, or the zero
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| click on the 'pseudo' button, and it will automatically asign a Phin
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| then it will prompt 'Do you want to ...'
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| say 'yes'
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| [[User:Srusnak|Srusnak]] 13:26, 2014 July 17 (CDT)
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| == Check for problems ==
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| Use [[Centralized data front end.mdb]] "NDC" (''New Data Check'') queries and fix data as needed; if a patient shows up in one of the queries fix if possible; if question to collector is required, set '''[[Record Status field]] to "questioned"'''
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| Perform the Queries in this order:
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| 1. [[Orphans in Centralized data.mdb| "NDC_orphans"]]
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| should always be zero
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| 2. NDC_Chart_9_Digit
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| 3. NDC_Phin Fake or Blank
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| Home
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| Advanced
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| Advanced Filter Sort
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| LastName
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| Ascending
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| Toggle Filter
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| (This sorts by LastName)
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| *''' before assigning pseudo phin, make sure to check for the highest number in ''Highest Pseudo Phin'''''
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| ** what do you do with that info? I thought we assing the pseudophin automatically now... Ttenbergen 09:57, 2014 July 31 (CDT) {{discussion}}
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| '''DO NOT''' assign pseudo Phin if a single, or if 'incomplete'
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| If they have previous encounters, we can correct that unassigned phin with the phin from the previous encounter
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| '''See''' 'Make Pseudo Phins'
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| '''Highest Pseudo Phin'''
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| When you are in NDC_Highest_Pseudo_Phin, you just want to do a quick check to make sure your assigned pseudo phin will be the correct one
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| Click on the first Phin in the Phin column
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| Right click
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| Sort by ''Largest to Smallest''
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| * {{discussion}} have we ever had the automatic process not assign the right next pseudophin? If not this may not be a required check. If we do want to keep doing this then let's fix the NDC query to not have to sort. Ttenbergen 09:59, 2014 July 31 (CDT)
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| Then when you assign a pseudo phin, you will see that the next assigned phin will be the next one after that highest one, e.g. highest psuedo phin is 7432, then the next assigned pseudo phin will be 7433
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| 4. NDC_Diff_Phin__SameLN_FN_DOB
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| Home
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| Advanced
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| Advanced Filter/Sort
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| LastName (double click or drag & drop)
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| Sort by ''ascending''
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| Home
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| Toggle Filter
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| 5. NDC_SameChart_Site_Diff_Phin
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| 6. NDC_SamePhin_Diff_LN_FN_DOB_Sex
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| Home
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| Advanced
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| Advanced Filter/sort
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| Phin (double click or drag & drop)
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| Sort by ''ascending''
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| Home
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| Toggle Filter
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| 7. NDC_SamePHIN_Site_Diff_chart
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| 8. NDC_CLI_AcqDX_but_NoCLI_DateinTMPV2 (see [[CLI Dx vs Tmp checking]])
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| 9. NDC_CLI_No_AcqDX_but_CLI_DateinTMPV2 (see [[CLI Dx vs Tmp checking]])
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| 10. NDC_CLI_unacceptable_date (see [[CLI Dx vs Tmp checking]])
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| 11. NDC_VAP_AcqDX_but_NoVAP_DateinTMPV2 (see [[VAP Dx vs Tmp checking]])
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| 12. NDC_VAP_No_AcqDX_but_VAP_DateinTMPV2 (see [[VAP Dx vs Tmp checking]])
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| 13. NDC_VAP_unacceptable_date (see [[VAP Dx vs Tmp checking]])
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| 14. NDC_unvetted
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| Once every query has been performed, checked, and cleaned
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| then perform the first 7 queries once more, to make sure data is all clean and you did not forget any corrections
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| then ''Vet All Sent''
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| This changes the record status 'sent' to 'vetted'
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| For Queries 8-13
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| we are only monitoring ICU
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| look for 2014 ''sent'' and see if it has to be investigated
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| '''still working on this one''' (have not done this one yet)
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| [[Transfer_Ready_date_and_time #NDC_Missing_TransferDate_w_pivot|NDC_Missing_TransferDate_wPivot]]
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| [[User:Srusnak|Srusnak]] 12:01, 2014 July 23 (CDT)
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| == Set record as vetted ==
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| At this point all records with problems will have had the [[Record Status field]] set to "questioned" so the remaining ones that are set to "sent" are clean and can be set to "vetted". Press the "vet all sent" button. This will change all records currently set to "sent" to "vetted".
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| ===VET ALL SENT===
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| When all data is cleaned, the last query is ''NDC_unvetted''
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| On the 'RecStatus' column
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| Right click the first one
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| Sort by Z to A which will sort by Sent, Questioned, Incomplete statuses
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| Scroll down to the last 'sent' record, to see how many records will be vetted
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| Then ''Vet All Sent''
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| Prompts 'are you sure'
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| answer Yes
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| prompts 'you are about to run ...'
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| answer Yes
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| prompts 'you are about to update ___ rows'
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| answer Yes
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| The number in the ''___ rows'', should be the same as the last 'sent' record from your scroll down
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| e.g. if your last 'sent' record was 25, then the prompt will say 'you are about to update 25 rows'
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| [[User:Srusnak|Srusnak]] 12:00, 2014 July 23 (CDT)
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| == Push up data ==
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| When all processing is done, run [[Push_up_centralized_data.vbs]] to return the data to where collectors can add to it.
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| Once all data is clean, then we can ''Vet All Sent'' (see '''Set record as vetted''')
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| ===PUSH DATA STEPS===
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| Go to ''Centalized_CCMDB''
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| double click ''Push_up_centralized_data.vbs''
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| prompts 'do you want to ...'
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| answer Yes
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| when it is done, it will prompt 'finished'
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| click 'ok'
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| [[User:Srusnak|Srusnak]] 13:07, 2014 July 23 (CDT)
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| == Confirm data backups ==
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| Until we are comfortable with the process working, check that the backups for centralized are being created as they should be b [[Pull down centralized data.vbs]] and [[Push up centralized data.vbs]]. Once we are confident I would recommend a monthly Outlook task to check, with the link to the directory included. Ttenbergen 16:43, 2014 April 30 (CDT)
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| As per Trish, moved from [[1Backup.bat]], the [[Data Processor]] must regularly (at least once per week) check if backup went to location expected or not. In the past main office has experienced backup batch files that for some reason stopped working. Because no one did regular checks we had long period with with no backup![[User:TOstryzniuk|Trish Ostryzniuk]] 18:54, 2014 April 29 (CDT)
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| [[Category:2013 data upgrades]]
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| [[Category:Data Processing]] | | [[Category:Data Processing]] |
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| At the end of the day, before backing up and going home,
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| '''ALWAYS''' make sure you are in the ''push'' mode
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| ===BACK UP PROCEDURE===
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| Data processor can only perform ''Back Up'' in the ''Push'' mode.
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| Click on ''Pagasa's Desktop'' (folder icon)
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| ''CCMIS Batch_Files''
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| ''1BackUp.bat''
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| press ''any key to continue''
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| enter
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| wait for it to do the back up
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| then it will say
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| ''processing complete''
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| press any key to continue
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| [[User:Srusnak|Srusnak]] 12:45, 2014 July 30 (CDT)
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