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. See Instructions for importing a batch of DSM Data for the related import process.

How frequently to request

We will request quarterly, or as needed, keeping in mind that we don't want to generate too much workload.

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
     • make sure you have data where the NDC's have been completed. You should copy PREVIOUS days backup of both the centralized and PHIA data files.
       • Centralized_data.mdb -the last one has been fully checked for links
       • PHI.mdb
     • DSM_Labs_Consistency_check.accdb
     • DSM Labs data.accdb
2. open DSM Labs Consistency check.accdb
3. click the "Export requestor file" button
4. If you get the error message 58- there is already file in the folder that you need to delete.
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
8. check the number requestors.xls if the same as the number you requested by using the send date time.

missing dispo dates

if at import time a dispo dttm is still missing it will be replaced with Now().

Dependencies

The request process asks for all, and the import process de-duplicates, so there should be no gaps or overlaps.

Requesting Lab DSM

• Need to send monthly or quarterly
• A complete (combined) file in addition to split files given - start date Oct 14, 2020 batch request.
• After importing the split files to DSM_Lab_accdb, the split files are deleted saving only the combined file .

Log

Put newest entry at the top

Request Date	No_Records	Unmatched D_ID with DSM dump	SendDtTm range start	SendDtTm range end	Date Imported to Database	Comments
2024 Mar 11	1300		2024 Feb 09	2024 Mar 11
2024 Feb 09	1581	49 (3.09%)	2024 Jan 09	2024 Feb 09	2024 Feb 27	All Vetted
2024 Jan 09	1906	54 (2.83% )	2023 Nov 28	2024 Jan 09	2024 Jan 22	All Vetted
2023 Nov 28	1422	40 (2.81%)	2023 Oct 25	2023 Nov 28	2023 Dec 6	All Vetted
2023 Oct 25	1598	47 (2.94%)	2023 Sep 22	2023 Oct 25	2023 10 30	Vetted = 1573, Inc = 25. The Incompletes have dispo date before or on Sept 30,2023 to be included in the July to Sept quarter report.
2023 Sep 22	1341	40 (2.98%)	2023 Aug 22	2023 Sep 22	2023 Oct 10	All Vetted
2023 Aug 22	1729	50 (2.89%)	2023 Jul 12	2023 Aug 22	2023 Aug 28	Contain Vetted =1713, Inc = 16. The Incompletes have dispo date before or on June 30,2023 to be included in the April to June quarter report. The new DSM_Labs_data starts on this batch.
2023-Jul 12	1532	34 (2%)	2023 Jun 07	2023 Jul 12	2023 Jul 26	All Vetted. Tina split the DSM_Labs_data and relabeled it as DSM_LABS-data-pre_2023-08-27. This batch is the last entry to pre-2023-08-27.
2023 Jun 07	1961	88 (4.49%)	2023 Apr 25	2023 Jun 07	2023 Jun 12	All Vetted
2023 May 12	795	94 (11%)			2023 May 15	from batch 4/25/2023 - Resent 795 found unmatched and no Lab or Blanks. .
2023 Apr 25	2495	799 (32%)	2023 Mar 1	2023 Apr 25	2023 May 10	All Vetted
2023 Mar 01	2634	126 (4.78%)	2023- Jan 10	2023 Mar 1	2023 Apr 25	All Vetted
2023 Jan 10	2122	103 (4.85%)	2022 Nov 23	2023 Jan 10	2023 Feb 2	All Vetted
2022 Nov 23	2591	107 (4.12%)	2022 Oct 5	2022 Nov 23	2022 Dec 5	All Vetted
2022 Oct 5	1537	65 (4.22%)	2022 Aug 31	2022 Oct 05	2022 Nov 11	All Vetted
2022 Aug 31	4176	181 (4.33%)	2022 Jun 01	2022 Aug 31	2022 Sept 15	All Vetted Import 247783
2022 Jun 01	7337	354 (4.82%)	2021 Dec 31	2022 Jun 01	2022 Jun 10	Sent Vetted only. PT Import - 2975 Blanks (41%). REDO: New Import 384033 - New import date 2022 Sep 14 Old Import 191606 entries.
2022 Jan 03	3970	70 (1.8%)	2021 Oct 13	2021 Dec 31	2022 Jun 10	PT Sent only Vetted profiles. (JM using SAS - 95 have matched D_ID but no corresponding Lab dates.) PT import - Blanks 2522 (63%). REDO: New Import 187808 - New import date 2022 Sep 13 Old Import 20041 entries.
2021 Oct 13	3984	64 (1.6%)	2021 July 20	2021 Oct 13	2022 Jun 09	PT Sent only Vetted profiles. (JM using SAS - 6 D_IDs at requestor were re-labeled to match the L_LOG; 104 have matched D_ID but no corresponding Lab Dates.) PT import - Blanks 1275 (32%). REDO: New Import 95765 - New import date 2022 Sep 13 Old Import 108800 entries.
2021 July 20	8015	223 (2.78%)	2021 Apr 15	2021 July 20	2021 Aug 12	Included Incomplete = 3164 and Vetted = 4851 REDO: New Import 264054 - New import date 2022 Sep 09 Old Import 135903 entries.
2021 Apr 15	6289	369 (5.86%)	2021 Jan 19	2021 Apr 15	2021-June 09	Included Incomplete=3163 and Vetted=3126. REDO: New Import 212257 - New import date 2022 Sep 08 Old Import 70310 entries.
2021 Jan 19	4167	118 ( 2.83% )	2020-Nov-27	2021-Jan-19	2021-Jan-27	Included Incomplete=2076 and Vetted=2091. The following 5 Incompletes (H3_HSC_H4-19723, H3_HSC_H4-19777,H3_HSC_H4-19790, G8_GRA_N3-19794,G8_GRA_N3-19968) are not included on this sent because of D_ID changes. REDO: New Import 196891 - New Import Date 2022 Sep 08 Old Import 47357 entries.
2020 Dec 03	2580	170 (6.58%)	2020 Sep 30	2020 Nov 27	2021 Jan 27	Started the New DSM access program to this batch on wards. REDO: New Import 99550 - New Import Date: 2022 Sep 08 Old Import resulted to 55544 entries.
2020 Oct 14	1836	34 (1.8%)	2020-Aug-31	2020-Sep-30	2020-Oct-29	JM did this Oct2020: unmatched 34 (1.8%)
2020 Aug 31	3589	237 (6.6%)	2020-Jul-15	2020-Aug-31	2020-Sep-30	JM re-do Oct2020: unmatched 237 (6.6%)
2020 Jul 15	6848	1345 (19%)	2020-Apr-21	2020-Jul-15	2020-Aug-14	Added 793(12%) unmatched from batch 21April2020 making the total=6848; 1189 out 6848 are incomplete (398 with no dispo date and 791 with dispo date); JM re-do Oct2020: unmatched 681 (9.9%)
2020 Apr 21	6269	766 (12%)	2020-Jan-27	2020-Apr-21	2020-May15	JM re-do Oct2020: unmatched 393 (6.3%)
2020 Jan 27	5567	413 (7%)	2019-Nov-20	2020-Jan-27	2020-Feb-10	JM re-do Oct2020: unmatched 516 (9.3%)
2019 Nov 21	7350	417 (5%)	2019-Jul-31	2019-Nov-20	2019-Dec-18	JM re-do Oct2020: unmatched 557 (7.6%)
2019 Jul 31	5738	146 (2.5%)	2019-May-13	2019-Jul-31 am	2019-Oct-24	JM re-do Oct2020: unmatched 410 (7.8%)
2019 May 13	3583	491 (13%)	2019-Mar-27	2019-May-13 am	2019-May-29	JM re-do Oct2020: unmatched 239 (6.7%)
2019 Mar 28	4198	249 (6%)	2019-Jan-23	2019-Mar-27 am	2019-Apr-10	JM re-do Oct2020: unmatched 320 (7.6%)
2019 Jan 23	4521	1st- 1220 (27%), 2nd- 334 (7%)	2018-Oct-31	2019-Jan-23 am	1st- 2019-Mar-9; 2nd- 2019-Jun-14	1612 records of HSC have no lab data and re-send June 6, 2019; JM re-do Oct2020: unmatched 330 (7.8%)
2018 Oct 31	5873	508 (9%)	2018-Jul-11	2018-Oct-31 am	2019-Mar-9
2018 Jul 11	1716	106 (6%)	2018-Jun-19	2018-Jul-11 am	2019-Mar-9
2018 Jun 19	4212	378 (9%)	2018-Apr-05	2018-Jun-19 am	2019-Mar-10
2018 Apr 5	4532	359 (8%)	2018-Jan-25	2018-Apr-05 am	2018-May-18
2018 Jan 25	5710	448 (8%)	2017-Oct-26	2018-Jan-25 am	2018-Apr-9
2017 Oct 26	16590	1246 (8%)	2016-Dec-31	2017-Oct-26 am	2018-Apr-9
2017-Mar-14	6078	559 (9%)	2016-Aug-30	2016-Dec-31 am	2017-Apr-12 ?

Early requests that followed a different pattern:

• 16:05, 2016 October 17 (CDT) || 2016-08-01 (but use 1980-01-01 for import because first one) until 2016-08-30
• 2015-12-?? - Discharge date 2015-04-01 - 2015-04-30