TISS28 Form Scanning: Difference between revisions

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Legacy process 2020-Dec-7  (a few forms still coming and scanned Feb 2021 in from Dec 2020 backlog)
The purpose of this article is to outline the process of scanning TISS28 paper forms, verifying the data in Teleform and committing the data to the [[TISS28_Data.mdb | TISS28 MS Access database]].
The purpose of this article is to outline the process of scanning TISS28 paper forms, verifying the data in Teleform and committing the data to the [[TISS28_Data.mdb | TISS28 MS Access database]].


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For additional information see this article:  [[Teleform]]
For additional information see this article:  [[Teleform]]


=== Preparation ===
== Preparation ==
==== Get files to PC ====
=== Get files to PC ===
* Follow the process in [["Copying" Centralized data.mdb]] to get the files used by this process to the [[Frozen]] folder on the [[Data Processor]]s desktop
*a. Follow the process in [["Copying" Centralized data.mdb]] to copy files used by this process into the [[Frozen]] folder on the [[Data Processor]]s desktop
* click the "'''Reconnect .MDBs'''" button <!-- this is NOT [[Reconnect CFE and initial error checks]], the cross checks involved with that don't apply here. -->
*b. Open [[TISS28.accdb]] (use shortcut on processors desktop)
**click the "'''Reconnect .MDBs'''" button <!-- this is NOT [[Reconnect CFE and initial error checks]], the cross checks involved with that don't apply here. -->


==== forms ====
=== Teleform scan station prep ===
On scanner PC:
*a. Double-click on the '''Teleform Reader''' shortcut on the desktop (eyeglasses icon)
*b. double click to open '''Teleform Verifier'''
 
'''Ready to scan forms'''
 
=== forms ===
''' There used to be preparation of forms, but there no longer is.''' I.e leave the page numbers alone, or use 001.
''' There used to be preparation of forms, but there no longer is.''' I.e leave the page numbers alone, or use 001.


=== Teleform ScanStation ===
== Scanning forms ==
On the Scanner PC:
# Double-click on the '''Teleform Reader''' shortcut on the desktop (eyeglasses icon)
 
=== Scanning forms ===
For general scanning instructions including for TISS28, see [[Scanning_to_network#Instructions]].
For general scanning instructions including for TISS28, see [[Scanning_to_network#Instructions]].


''We have had repeated problems with the scanner, see [[Main office scanning problems]].''
''We have had repeated problems with the scanner, see [[Main office scanning problems]].''


=== Verifying ===
== Verifying ==
==== Correcting forms ====
=== Correcting forms ===
* wait for the last line to say "ready for correction" (starts as "evaluating") <!-- it always gets to this "OK" -->
* wait for the last line to say "ready for correction" (starts as "evaluating") <!-- it always gets to this "OK" -->
* last line may be highlighted; double click on the last line
* last line may be highlighted; double click on the last line
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* can see error where highlited blue
* can see error where highlited blue
* check each line that is "xed" out. click on the data point in the form and enter the correct value below
* check each line that is "xed" out. click on the data point in the form and enter the correct value below
* When you are done correcting all lines, the program returns you to the Teleform Verifier
* click OK when asked "Saved corrections to results file?"
* when you are done correcting all lines, the program returns you to the Teleform Verifier


==== Finishing off a batch ====
=== Finishing off / Committing a batch ===
* check if column Scan column and eval column have the same number in them
* check if column Scan column and eval column have the same number in them
** '''only if different''', right-click line, discard, and start that batch over.  
** '''only if different''', right-click line, discard, and start that batch over.  
* Right-click the batch and click "Commit"; say "Yes".
* Right-click the batch and click "Commit"; say "Yes".


Info only: When you click commit the batch sits in [[X:\]]TISS28\ExportData
Info only:  
* When you click commit the batch sits in [[X:\]]TISS28\ExportData
* See [[TISS28 form images]] for how these images are dealt with after processing


===Importing TISS===
==Importing batch into [[TISS28.accdb]]==
# Open the '''[[TISS28.mdb]]''' (Access icon), Enter password  (a list of main office passwords are stored in an Excel file on "M")
# if you have not done so before you started toscan started, open the '''[[TISS28.accdb]]''' (Access icon), Enter password  (a list of main office passwords are stored in an Excel file on "M")
# click re-connect button
# click "Re-connect.MDBs" button one time only at the beginning
# Click "Import TISS Data", click "OK" for success message (takes <1 minute)
# Click "Import TISS Data", click "OK" for success message (takes <1 minute)
#* when done, program says "Successfully imported data from <THE NUMBER> TISS forms." (this number is pretty much never wrong)
#* when done, program says "Successfully imported data from <THE NUMBER> TISS forms." (this number is pretty much never wrong)
# A table will show up -qryConfirmImport  
#* There might be an error titled "Form already exists" with content "a scanned form has a D_ID and first date that already exists in L_TISS Form.  Click OK to see query. You might be able to edit the TISS_export table to resolve the issue(e.g. delete the offending line).  Click OK to re-check or cancel and stop import."; if so see [[Deleting a duplicate record from the TISS pre-import file]]
# A table will show up - "qryConfirmImport"
# Verify that you have a line with correct D_ID for each form
# Verify that you have a line with correct D_ID for each form
# Close the '''[[TISS28.accdb]]''' when you have completed all the forms


===Scan batch number recording & temporary form stacking===
===Scan batch number recording & temporary form stacking===
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====Disposing of the TISS forms====
====Disposing of the TISS forms====
* We keep about 3 months / 3 stacks of TISS forms  
* We keep about 3 months / 3 stacks of TISS forms  
* [[confidential waste#HSC]] the oldest (right-most) pile when ready
* [[Confidential waste disposal#HSC]] the oldest (right-most) pile when ready


== Error checking ==
== Error checking ==
{{DT | Need to break these into their own pages so they list properly }}
The [[Data processor]] usually scans all forms that are currently waiting for scanning before processing the error checking queries because it is faster that way. However, this may require keeping track of progress between scanning sessions, so for anyone covering it might be better to process the queries before the end of each shift.
 
===error, eg "wrong location" ===
* if there is an error, like wrong location then
*# delete the form (see [[#Deleting a scanned, verified and imported TISS form]])
*# re-process the form step [[#Scanning forms]]


See [[TISS28 Data Integrity Checks]] for a list of the scans and how to deal with them...


== TISS error queries located in TISS_Program - there are 5 ==
When all forms/batches for "this round" have been scanned (possibly less often, we'll catch in the end), run each of the TISS_Error_* queries.   
When all forms/batches for "this round" have been scanned (possibly less often, we'll catch in the end), run each of the TISS_Error_* queries.   
{{Discuss | who = Tina | question =
*Put the queries in a drop down list or accessible through a button in TISS.mdb, similar to way queries are set up in CFE. [[User:TOstryzniuk|Trish Ostryzniuk]] 11:21, 2019 February 7 (CST)}}


* In the following, if there is data for an extra TISS day that is identical to previous, just delete it; if the "offending" TISS day is different from surrounding, then confirm with collector
* If query is empty, run next; else:
* If query is empty, run next; else:
 
<!-- see [[Template:Data Integrity Check]] for how to get things on this list. -->
=== TISS_Errors_D_ID_not_in_CFE ===
{{#ask: [[DICApp::TISS28.accdb]]
Could have to do with
|?DICStatus = Status
* not yet in CFE, because we use outdated version during scanning, if so, leave for now
|?Modification date
* wrong unit was scanned on TISS, in which case, correct the D_IDs in tables L_TISS_Form and L_TISS_Item
|limit=10000
 
|format=broadtable
=== TISS_Errors_duplicate_Items due to duplicate form scanned in ===
|link=all
If any records are listed, delete the form (see [[#How to resolve and delete a duplicate Tiss form during import]]) and then re-scan.
|class=sortable wikitable smwtable
Could fix these one by one, but usually it's quickest to just re-scan.
|default= '''No {{PAGENAME}} found'''
 
}}
=== TISS_Errors_missing_days ===
If any records are listed:  
* compare the Arrive and Dispo dates to dates covered;
** consider if the record is currently relevant, if not, could ignore
*** between reports, only do HSC ICUs because of CRRT
*** we may only looking until e.g. end of last month
** look up the patient in EPR to confirm adm and dis date, correct in [[CFE]] if different than EPR
** otherwise, TISS is wrong (usually missing or extra day); usually it's the first or last day that is missing, sometimes one in middle
*** get copy of info for pt from CFE
*** scan TISS form and blank out the addressograph
*** email collector with the question
*** no log of these questions is kept
* when collector provides info for missing day, add data in L_TISS_Item table
 
=== [[Query TISS Errors NrTISSDays NE LOS]] ===
* if LOS '''lower than''' TISS_Day_Count, there is a missing TISS form, likely; this would probably have shown up and been questioned for query TISS_Errors_missing_days.
* if LOS '''higher than''' TISS_Day_Count
** such as
*** form may not have arrived and been scanned yet
*** form may have been scanned with wrong serial or unit (either form wrong, or not wrong in verifier)
** review images of TISS forms
*** copy D_ID
*** open "lookup image" form and paste into and click image button
** review dates in EPR, possibly
** consider if collector is away, forms may just not be here yet
 
=== [[TISS Errors TISS date out of admission]] ===
This one doesn't require checking with collectors.
 
If there is an extra day, review image, check EPR to make sure CFE is right.
 
If the TISS day '''''really''''' is extra, delete records in L_TISS_Item.


==== Why are these checks not done in CFE where the data would be easy to edit?  ====
==== Why are these checks not done in CFE where the data would be easy to edit?  ====
The reason the checks are done in TISS rather than CFE, even though a frozen version of CFE is used to look up and email, is to reduce push-pull cycles. Could not pull current version of CFE to make changes because TISS Scanning is always done while collectors are [[Sending Patients]].
The reason the checks are done in TISS rather than CFE, even though a frozen version of CFE is used to look up and email, is to reduce push-pull cycles. Could not pull current version of CFE to make changes because TISS Scanning is always done while collectors are [[Sending Patients]].
*Cannot scan tiss if CFE is in pull. I do scanning when CFE is in push and do the checking at the same time.
*Cannot scan tiss if CFE is in pull. I do scanning when CFE is in push and do the checking at the same time.
If a frozen version is kept available during TISS scanning anyways then there is no reason to not do these checks in CFE, is there? Or rather, collectors sending would not be the reason. Pagasa, let's talk about this. Maybe we can make this more convenient for you. Or write down the actual reason why it can't be done. Ttenbergen 00:34, 2017 November 12 (CST)


== Cross-checking patient data in EPR ==
== background info ==
* [[Finding a patient in EPR | find the patient in EPR]]
** I checked in EPR for the dates extra or missing tiss.


* So are there specific checks you run that require cross-checking something with EPR? Or are these your regular [[Centralized data Vetting Process]] checks? What is it that flags a patient for review in EPR? Ttenbergen 19:40, 2017 February 7 (CST)
* It appear that: Sometimes TISS form is printed out other times not.  Sometimes a for is filled out for missing day and scanned in, other times not and extra day manually added to [[TISS28 Data.mdb]].
===Backups of the Forms===
The forms are backed up from the scanner PC to [[X:\]]TISS28\ExportData\Images
== How to Resolve and or Delete Scanned TISS forms ==
* see [[TISS error instruction at...]]
===Deleting a scanned, verified, TISS form that was NOT committed OR imported into the [[TISS28 Data.mdb]]  ===
*in Verifyer, select batch you want to delete, right click, click on discard
=== Deleting a scanned, verified and committed but not IMPORTED TISS form into the [[TISS28 Data.mdb]] ===
*See: [[#How_to_resolve_and_delete_a_Tiss_form_if_duplicate_or_error_with_the_D_ID_when_there_is_an_error_message_during_import_into_TISS28_Data.mdb]]
=== Deleting a scanned, verified TISS form which has been imported into [[TISS28 Data.mdb]]  ===
{{Discuss | who=Pagasa | question = says deleting in title but I think you are actually doing something else... }}
==== Even quicker way====
* open query "D_ID_fixer_Form"
* edit the "criteria" to the wrong value
* edit the "Update to" to the correct value
* run the query by clicking the "!" Run button
* do the same with the "D_ID_fixer_Form" query
====Quick way====
*open [[L TISS Form table | L_Tiss-form ]]
*do a Ctrl H
*enter the wrong DI_D into "Find what" line
*copy and past wrong DI_D into the "replace with" field and CORRECT it
*hit the "replace all'' button
*do the same in the [[L TISS Item table | L_Tiss-Item]]
====Long way====
* If the error is a '''wrong location, serial or date mismatch''' on the TISS form, delete the TISS from the [[TISS28 Data.mdb]].
** go to:  '''[[L TISS Form table | L_Tiss-form ]]'''. Double click to open.
***Go to the [[D ID field | D_ID column]], RIGHT click, text filter, enter the D_ID you are looking for (e.g. HSC_SICa_1607) . Press OK. 
***make sure you know the scanned '''batch number,'''
***delete the row (or rows if more than one form in the batch has the same wrong site, loc, serial). To delete, highlight the row (rows), right click, delete. A window pop up that ''says you are about to delete one record'', '''press YES'''. 
***IMPORTANT:  After you press YES, you will get another window that asks:  ''Do you want to save changes to the design of the table [[L TISS Form table | L_Tiss-form]]?''  '''Press NO'''.
**Now go to:  '''[[L TISS Item table | L_Tiss-Item]],''' Double click to open.
***Go to the [[D ID field | D_ID column]], RIGHT click, text filter, enter the D_ID you are looking for (e.g. HSC_SICa_1607) . Press OK.
***delete the rows. To delete, highlight the row (rows), right click, delete. A window pop up that ''says you are about to delete e.g. 10 records'', '''press YES'''.
***IMPORTANT:  After you press YES, you will get another window that asks:  ''Do you want to save changes to the design of the table [[L TISS Form table | L_Tiss-form]]?''  '''Press NO'''.
***you are now ready to RESCAN the form, with a NEW Batch number.
=== How to resolve and delete a duplicate TISS form or has an error with D_ID when an error message appears during import into [[TISS28 Data.mdb]] ===
*When you try to Import TISS after scanning you will get an error message window: Form already exists that says:
**''a scanned form has a D_ID and first date that already exists in L_TISS Form.  Click OK to see query. You might be able to edit the TISS_export table to resolve the issue(e.g. delete the offending line).  Click OK to re-check or cancel and stop import.''
**you will see a Excel sheet come up which displays the offender: (qry_ExportCheck_form_already_exists_in_L_TISS_Form). 
{{Discuss | who=Pagasa | question = do you press OK or do you press CANCEL at this point? [[User:TOstryzniuk|Trish Ostryzniuk]] 18:10, 2018 April 3 (CDT) }}
*  go to Tiss28 folder in X/drive
** Open ExportData folder and you will see TISS28 PROD2012-12-11.csv (excel file).
** Open csv file and highlight the row or rows that you want to delete. 
** RIGHT click to DELETE and then SAVE it.
** A message window will show up:  TISS28 PROD2012-12-11.csv already exists.  Do you want to replace it?
** Click '''YES'''. 
** Another message window will show up:  TISS28 PROD2012-12-11.csv not compatible with csv, do you want save the workbook in this format?
** Click '''YES''' again.
** go to TISS28 Database and click the "Import TISS Data".
=== How to delete an "Item" from Tiss.mdb ===
* Log in to program into Tiss program.mdb
* Go to L_TISS_Item table, double click to open table
* Right click on the D_ID column
**Select Text Filters and click on Equals. Custom filter text box will appear.
**Enter the D_ID and click ok. This will filter to all the Tiss data for this D_ID.
* Select the row you want to delete and right click and select delete record.
**You have a text box stating that your about to record one record.  Click Yes.
* Close out of the L_TISS_Item table.
== background info ==
===Start Date===
===Start Date===
'''2013-Jan-01'''
'''2013-Jan-01'''
*TISS28 data for the '''entire LOS''' is scanned and stored in new repository [[TISS28_Data.mdb]]. This form has 7 days per page.
*TISS28 data for the '''entire LOS''' is scanned and stored in new repository [[TISS28_Data.mdb]]. This form has 7 days per page.
 
===Stop Date===
===Electronic Images===
'''2020-Dec-7'''   
The scanned images are stored on the following network share:
*See: [[Change to collect TISS data in CCI Picklist]]
*\\hsc1msfp0001\med_ccmed\TISS28\ExportData\Images (X)
This share has a sub-folder for each batch that has been processed.  Currently there are two types of batch numbers:
*a) e.g. 00002421_old  (numeric with txt)
*b) e.g. 00001222 (numeric)
**Any folders with the suffix:  "_old" is pre-Windows7.  The Windows 7 upgrade involved upgrading Teleform.  The Teleform upgrade caused a ''reset'' of the sequence of batch numbers.  All code in the TISS28 DB has been updated and is fully operational for this change.  All batches going forward are only numeric.
==== finding images ====
If you cannot link to scannned tiss image via tiss28.mdb then you will need to find image manually.  in TISS28.mdb go to L_TISS_FORM to find the batch number of the D_ID.
*2018-Dec-5:  Computer was changed and new computer now Windows 10.  Teleform migrated to new computer and caused a "reset" of the sequence of batch numbers to one.
***Jan 17, 2019 onward, able to link from tiss28.mbd to the scanned image folder on X . (batch 173 onward)
***Dec 5, 2018 to Jan 16, 2019: not able to link from tiss28.mdb to scanned image folder.  Must go to manually to the image folder on X. (Batch 1-172).
***Apr 13, 2017 to Dec 4, 2018: able to link from tiss28.mdb to scanned image folder on X. (batch 2999-5891).
***? to Apr 11, 2017" not able to link from tiss28.mbd to the scanned image folder on X. (batch 200-2998)
***2013-2015: not able to link form tiss28.mbd to the scanned image folder on X. (not details for dates because some of the 2015 scanned files somehow are mixed into the 2019 scanned batches)
 
===Locating Images===
There are two methods that can be used to locate an image.  Simply by serial number - this is the serial number entered on the form at the hospital.  There are duplicate serial numbers and this method will return all potential matches but will show the following information:
*Site
*Unit
*Serial
*Batch No
*First Date
*Image File - with the option to open and view the file (click the button next to this field on the form)
 
An alternate method is to search based on a combination of:  Site + Unit + Serial
 
=== Moved to Windows 10 Date ===
2018-Dec-05
 
This method reports the same data outlined above.


== Related articles ==
== Related articles ==
{{Related Articles}}
{{Related Articles}}


[[Category: Teleform]]
[[Category:Legacy Data Processing]]
[[Category: Data Processing]]
[[Category:TISS28 Scanning Process | *]]
[[Category: TISS Scanning]]
[[Category:Teleform]]
[[Category: TISS28]]
[[Category:Data Processing]]
[[Category:TISS Scanning]]
[[Category:TISS28.accdb]]

Latest revision as of 11:26, 2022 July 28

Legacy process 2020-Dec-7  (a few forms still coming and scanned Feb 2021 in from Dec 2020 backlog)

The purpose of this article is to outline the process of scanning TISS28 paper forms, verifying the data in Teleform and committing the data to the TISS28 MS Access database.

These instructions are applicable to the following:

  • Teleform version 10.9 installed in a PC running Windows 7
  • Scanning to a network share from a multifunction printer/scanner

For additional information see this article: Teleform

Preparation

Get files to PC

Teleform scan station prep

On scanner PC:

  • a. Double-click on the Teleform Reader shortcut on the desktop (eyeglasses icon)
  • b. double click to open Teleform Verifier

Ready to scan forms

forms

There used to be preparation of forms, but there no longer is. I.e leave the page numbers alone, or use 001.

Scanning forms

For general scanning instructions including for TISS28, see Scanning_to_network#Instructions.

We have had repeated problems with the scanner, see Main office scanning problems.

Verifying

Correcting forms

  • wait for the last line to say "ready for correction" (starts as "evaluating")
  • last line may be highlighted; double click on the last line
  • will show error , how to correct
  • can see error where highlited blue
  • check each line that is "xed" out. click on the data point in the form and enter the correct value below
  • click OK when asked "Saved corrections to results file?"
  • when you are done correcting all lines, the program returns you to the Teleform Verifier

Finishing off / Committing a batch

  • check if column Scan column and eval column have the same number in them
    • only if different, right-click line, discard, and start that batch over.
  • Right-click the batch and click "Commit"; say "Yes".

Info only:

  • When you click commit the batch sits in X:\TISS28\ExportData
  • See TISS28 form images for how these images are dealt with after processing

Importing batch into TISS28.accdb

  1. if you have not done so before you started toscan started, open the TISS28.accdb (Access icon), Enter password (a list of main office passwords are stored in an Excel file on "M")
  2. click "Re-connect.MDBs" button one time only at the beginning
  3. Click "Import TISS Data", click "OK" for success message (takes <1 minute)
    • when done, program says "Successfully imported data from <THE NUMBER> TISS forms." (this number is pretty much never wrong)
    • There might be an error titled "Form already exists" with content "a scanned form has a D_ID and first date that already exists in L_TISS Form. Click OK to see query. You might be able to edit the TISS_export table to resolve the issue(e.g. delete the offending line). Click OK to re-check or cancel and stop import."; if so see Deleting a duplicate record from the TISS pre-import file
  4. A table will show up - "qryConfirmImport"
  5. Verify that you have a line with correct D_ID for each form
  6. Close the TISS28.accdb when you have completed all the forms

Scan batch number recording & temporary form stacking

  • After you import a group of TISS forms, put the batch number only on the first form then stack it on top of the left-most pile, rotating it 90 degrees from the previous batch
    • make a new pile if the pile gets too high, >~2in

Disposing of the TISS forms

Error checking

The Data processor usually scans all forms that are currently waiting for scanning before processing the error checking queries because it is faster that way. However, this may require keeping track of progress between scanning sessions, so for anyone covering it might be better to process the queries before the end of each shift.

See TISS28 Data Integrity Checks for a list of the scans and how to deal with them...

When all forms/batches for "this round" have been scanned (possibly less often, we'll catch in the end), run each of the TISS_Error_* queries.

  • In the following, if there is data for an extra TISS day that is identical to previous, just delete it; if the "offending" TISS day is different from surrounding, then confirm with collector
  • If query is empty, run next; else:
 StatusModification date"Modification date" is a predefined property that corresponds to the date of the last modification of a subject and is provided by Semantic MediaWiki.
Query TISS Errors BIPAP vs BIPAP2300retired8 September 2021 16:33:10
Query TISS Errors CVC vs CVC2300retired8 September 2021 16:33:12
Query TISS Errors D ID not in CFEretired8 September 2021 16:33:04
Query TISS Errors TISS date out of admissionretired19 April 2022 20:28:53
Query TISS Errors duplicate Itemsretired7 October 2021 20:14:46
Query TISS Errors missing daysretired19 April 2022 20:47:33

Why are these checks not done in CFE where the data would be easy to edit?

The reason the checks are done in TISS rather than CFE, even though a frozen version of CFE is used to look up and email, is to reduce push-pull cycles. Could not pull current version of CFE to make changes because TISS Scanning is always done while collectors are Sending Patients.

  • Cannot scan tiss if CFE is in pull. I do scanning when CFE is in push and do the checking at the same time.

background info

Start Date

2013-Jan-01

  • TISS28 data for the entire LOS is scanned and stored in new repository TISS28_Data.mdb. This form has 7 days per page.

Stop Date

2020-Dec-7

Related articles

Related articles:
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