Sending Patients

Data collectors "send" the data from CCMDB.mdb to Centralized_data.mdb and PHI.mdb.

Email Notification to suspend sending

At times, there are unexpected issues with the main database. Main office notifies staff by email to suspend sending operations and will send an updated email when the problem is resolved. It is important that Collectors check their email at the beginning of each shift AND before sending.

Data Collector Sending Frequency

Because the Data Processor needs dedicated access to Centralized_data.mdb the time during which collectors are able to send is limited as follows:

• when working from hospital site: Monday to Friday 14:30-18:00
• when working from home: Monday to Friday 07:00-09:00

• Do not send outside these hours unless requested by main office.
• Staff to send at the end of each and every shift before they leave. Minimal Data Set applies.

Ongoing preparation during collection

Whenever you complete collection for a patient, set the RecordStatus field to "complete". This runs some routines to check the data and marks the patient for export during the next send.

At any point during collection you might want to run the Pre-send Checker to find errors in your data. This will check on some of the data that we send for patients even if they are not final checked. If you run this occasionally during your collections then your chances of running into errors when you are ready to send become less.

Sending Data

To send:

• run News and Backup so you have a backup with the most possible information & also the latest CCMDB.mdb
  • NOTE: News and backup does not update the master database. Only the action of sending does.
• check that all patients whom you want to send have the RecordStatus field set to "complete" in the Patient List
• click the Send Records button
• click "OK" and put in your initials (see that article on information to default the initials to your own)
• if the output checked out OK you can now delete sent patients (who now have "sent" in their Record field) by pressing the Delete Sent Patients button. The program tells you how many rows are being deleted.
• run News and Backup once again to create a backup of the patients files now remaining in your data/ccmdb.mdb.

Paperwork

Paperwork is sent through the interhospital mail (MCL) and will arrive with 1 to 2 days after electronically sending data.

The following forms are sent:

• TISS (Sending TISS forms)
• the previous month's Data collection log forms are sent with the first envelope of the new month
  • The data collection log form is entirely for the convenience of the collector. Please dispose of it in confidential waste when you no longer need it. (The sheet used to be sent to the main office, but this is no longer required (June 8.16))

Deleting Sent Patients

see Delete Sent Patients button

Keeping sent patients for reference

If you need to keep sent patients on your laptop for reference, you can do so and will still be able to send new "complete" patients. For PHIA reasons you should not keep excessive patient records, though, we should really only have the current working set on the laptops.

What happens when patients are sent

See the "Sending" module in CCMDB.mdb itself for info on what happens when data is sent. As of 17:18, 2015 April 30 (CDT) the order of steps inside the process is as follows. Listed here to help in troubleshooting.

• check for previously completed (ie no longer incomplete) records, quit if any found
• send centralized_data.mdb
  • update, then append Log
  • delete then update como, dxs, (if cc: lab, pharm), tmp
  • append new como, dxs, (if cc: lab, pharm), tmp
• send phi xls
• set record_status fields to sent in l_log local
• set record status fields to sent in centralized

Checks hat people are sending inside the Designated sending times

CFE query Sending_at_wrong_time will show who sends out of the Designated sending times.