Centralized data Vetting Process

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Checklist Tracker Sheet

This is still part of the old system as a cross check until we go totally with the new system.


Print a checklist tracker sheet

  • My Documents
  • Open workbook2.xls
  • Change header to sent date (use Thurs date)
  • Print


Check to see that everyone has sent

  • Regional
  • Output
  • check each folder to see who sent, and write the # on the tracker sheet
    • the data collector sends these files
      • there are only complete files in these xls cvs files
    • 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 files sent


To check the incomplete files

  • make a copy of PDA_pending.mdb
  • put the copy on the desktop
  • prompts already a copy...
  • answer Yes
  • open PDA_Pending.mdb
  • check each site and write down the # of incomplete on the tracker sheet
    • when viewing these files the header is not included, so the # is how many files pending
  • close each file you have opened
  • close PDA_Pending.mdb


Then

  • check L_Log
  • check L_PHI
  • check L_LogPhi
  • write these numbers on the tracker sheet



Pull down data

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.


The 'log' will show whether you are in 'push' or 'pull' mode.

  • 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)

At the beginning of the day, it should ALWAYS be in the 'push' mode.

The log is located in

Regional

Output

Logs


Deadline for collectors to send is Thursday at 1pm.

When you 'pull'

centralized.mdb

and phi.mdb

It goes into the desktop centralized_on_c (folder icon)

from the RegionalWRHA (wreath icon)

Pull mode is for the data processor to do edits, etc.

Push mode is for everyone else to see the data

** Before backing up, and going home ALWAYS make sure you are in the 'push' mode


The Basic Steps

1) Pull data - deadline to send is Thurs 1pm

2) See who Sent

this is where the data processor does a quick check for discrepencies in site, location, etc

3) Open Front End

4) Perform 'NDC Queries' to correct and clean data

steps are covered in Check For Problems below

5) Push data back



STEPS TO PULL

When in the Pull mode, data processor can edit, but not perform a Back Up

Can only Back Up while in the Push mode


Go to Centralized_CCMDB

double click on Pull_down_centralized_data.vbs

Prompts 'do you want to ...'

Answer Yes

Srusnak 12:43, 2014 July 30 (CDT)

STEPS TO SEE WHO SENT

Pull -- Pull_down_centralized_data.vbs

Queries

P_Count_Of_Sent (double click)

Home

View

Pivot Table

View

Filter by 'Date Sent'

  • Right Click
  • Field List
  • drag 'sent Dt Time'
  • close dialog box

Home

Design View

Change to 'Wed' date

Home

View

Pivot Table View

  • shows the number of incomplete and sent in 2 separate tables
  • use + (plus symbol) to expand
    • when you expand, it shows the serial number
  • use - (minus symbol) to collapse

Click inside the column and scroll down to do a quick check of the location

When done

click x(in top right) and DO NOT 'save'

It will prompt you 'do you want to save'

say NO

When finished viewing, just close, DO NOT 'save'



OPEN CENTRALIZED DATA FRONT END

Double click to open Centralized_data_front_end.mdb

Reconnect

Open Patient List

on the Left side,

scroll All Access Objects

Tables

L_Log

  • write down the number

L_PHI

  • write down the number

click back to top

Queries

L_Log_PHI

  • write down the number

**ALL 3 must be the same**

Double check these numbers against the tracker sheet, which compares the old to the new combined centralized numbers

The complete numbers come from the xls csv file

The incomplete numbers come from the PDA_pending file

L_Log, L_PHI, and L_Log_PHI are part of the new combined centralized numbers. These get checked after we Pull

Srusnak 13:49, 2014 July 30 (CDT)

OPTION TO VIEW DATA

**You cannot edit any data. The background will be red.**

Go to Regional

Output

Right click on centralized_data.mdb

Copy

Then go to Pagasa's Centralized Manual Copy

Paste


Then go into X

CCMDB

PHI

Right click on phi.mdb

Copy

Then go to Pagasa's Centralized Manual Copy

Paste

Double click on Centralized DataFrontEnd.mdb

Reconnect

Open Patient List

**This only allows the data processor to VIEW these files. The background will be red.**


Srusnak 13:25, 2014 July 30 (CDT)

clean ups

do ONLY once when we import Ed's to centralized.mdb

  • 1use_only_update_3000_transfer_dates_to_null

Make PseudoPHINs

If it is determined that a patient legitimately without PHIN (e.g. out of province) has not been encountered before, generate a PseudoPHIN:

  1. open the patient from the patient list
  2. click the pseudo button to the left of the PHIN field label
  3. the program will look up the highest previous PseudoPHIN and enter that + 1 into the PHIN field


When you are in

NDC_Phin Fake or Blank

sort 'RecStatus' by ZtoA

sort by LastName


Check the 'cat' first to make sure if a single encounter or a multiple encounter

If a multiple encounter, then copy & paste the already assigned Phin


To change the Phin

Go on the 'binoculars' for that patient

delete the erroneous Phin, or the zero

click on the 'pseudo' button, and it will automatically asign a Phin

then it will prompt 'Do you want to ...'

say 'yes'

Srusnak 13:26, 2014 July 17 (CDT)

Check for problems

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"

Perform the Queries in this order:

1. "NDC_orphans"

should always be zero


2. NDC_Chart_9_Digit


3. NDC_Phin Fake or Blank

Home

Advanced

Advanced Filter Sort

LastName

Ascending

Toggle Filter

(This sorts by LastName)

  • before assigning pseudo phin, make sure to check for the highest number in Highest Pseudo Phin
    • what do you do with that info? I thought we assing the pseudophin automatically now... Ttenbergen 09:57, 2014 July 31 (CDT) Template:Discussion

DO NOT assign pseudo Phin if a single, or if 'incomplete'

If they have previous encounters, we can correct that unassigned phin with the phin from the previous encounter

See 'Make Pseudo Phins'

Highest Pseudo Phin 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

Click on the first Phin in the Phin column

Right click

Sort by Largest to Smallest

  • Template: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)

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


4. NDC_Diff_Phin__SameLN_FN_DOB

Home

Advanced

Advanced Filter/Sort

LastName (double click or drag & drop)

Sort by ascending

Home

Toggle Filter


5. NDC_SameChart_Site_Diff_Phin


6. NDC_SamePhin_Diff_LN_FN_DOB_Sex

Home

Advanced

Advanced Filter/sort

Phin (double click or drag & drop)

Sort by ascending

Home

Toggle Filter

7. NDC_SamePHIN_Site_Diff_chart

8. NDC_CLI_AcqDX_but_NoCLI_DateinTMPV2 (see CLI Dx vs Tmp checking)

9. NDC_CLI_No_AcqDX_but_CLI_DateinTMPV2 (see CLI Dx vs Tmp checking)

10. NDC_CLI_unacceptable_date (see CLI Dx vs Tmp checking)

11. NDC_VAP_AcqDX_but_NoVAP_DateinTMPV2 (see VAP Dx vs Tmp checking)

12. NDC_VAP_No_AcqDX_but_VAP_DateinTMPV2 (see VAP Dx vs Tmp checking)

13. NDC_VAP_unacceptable_date (see VAP Dx vs Tmp checking)

14. NDC_unvetted


Once every query has been performed, checked, and cleaned

then perform the first 7 queries once more, to make sure data is all clean and you did not forget any corrections

then Vet All Sent

This changes the record status 'sent' to 'vetted'


For Queries 8-13

we are only monitoring ICU

look for 2014 sent and see if it has to be investigated



still working on this one (have not done this one yet)

NDC_Missing_TransferDate_wPivot


Srusnak 12:01, 2014 July 23 (CDT)

Set record as vetted

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".


VET ALL SENT

When all data is cleaned, the last query is NDC_unvetted

On the 'RecStatus' column

Right click the first one

Sort by Z to A which will sort by Sent, Questioned, Incomplete statuses

Scroll down to the last 'sent' record, to see how many records will be vetted

Then Vet All Sent

Prompts 'are you sure'

answer Yes

prompts 'you are about to run ...'

answer Yes

prompts 'you are about to update ___ rows'

answer Yes

The number in the ___ rows, should be the same as the last 'sent' record from your scroll down

e.g. if your last 'sent' record was 25, then the prompt will say 'you are about to update 25 rows'

Srusnak 12:00, 2014 July 23 (CDT)

Push up data

When all processing is done, run Push_up_centralized_data.vbs to return the data to where collectors can add to it.

Once all data is clean, then we can Vet All Sent (see Set record as vetted)


PUSH DATA STEPS

Go to Centalized_CCMDB

double click Push_up_centralized_data.vbs

prompts 'do you want to ...'

answer Yes

when it is done, it will prompt 'finished'

click 'ok'


Srusnak 13:07, 2014 July 23 (CDT)

Confirm data backups

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)

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!Trish Ostryzniuk 18:54, 2014 April 29 (CDT)


At the end of the day, before backing up and going home,

ALWAYS make sure you are in the push mode


BACK UP PROCEDURE

Data processor can only perform Back Up in the Push mode.

Click on Pagasa's Desktop (folder icon)

CCMIS Batch_Files

1BackUp.bat

press any key to continue

enter

wait for it to do the back up

then it will say

processing complete

press any key to continue

Srusnak 12:45, 2014 July 30 (CDT)

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