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]]


=== Scanning problems ===
== Preparation ==
*2016_April_15:  Since Dec 2015, Pagasa is using the glass on scanner rather than document feed particularly for TISS most of the days filled.   (having to flip over pages manually one by one to do this).  This takes more time to scan TISS forms however,  this produces better quality of scans, they are not crooked, and she has less problems with Teleform reading crooked scans and then having to rescan.  Perhaps we can obtain different fax/printer/scanner, find one with more reliable document feed suitable? - [[User:TOstryzniuk|Trish Ostryzniuk]] 16:52, 2016 April 15 (CDT)
=== Get files to PC ===
** We discussed that Pagasa would start by contacting the helpdesk about this to confirm the scanner is working as well as it can.
*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
***2016_April_19: eHealth came by. They will contact vendor to look at and if document feed roller needs to be replaced.
*b. Open [[TISS28.accdb]] (use shortcut on processors desktop)
***2016_April_19: vendor came by office today and replaced tray 1 pick up tires and ADF roller.  This did not resolve the crooked scans. As it was tested after replacing these parts.  Vendor will order document feed part and replace when it comes in.  Pagasa will report if scanning improved when document feed part replaced.  
**click the "'''Reconnect .MDBs'''" button <!-- this is NOT [[Reconnect CFE and initial error checks]], the cross checks involved with that don't apply here. -->
****Feedback from repair person is that this type of scanner/printer/fax, is not suitable for the volume of scanning we are doing.
****If that does not improve the situation, we can "test the model" Accuro uses, would need to coordinate with Kym Morris.
****Note; Pagasa's feedback is that this solution is nto suitable to workflow, as she will be running in and out of office often, even just to rescan a form. it would be very disruptive to her other daily Task that she must do.
*Also asked Pagasa to show '''Tina''' next time a form is not scanned straight so we can check on the interface in Teleform to see if there are different ways to use.
*Finally, we have a new version of Teleform that needs to be installed, maybe it will cope better with bad scans. Ttenbergen 11:26, 2016 April 18 (CDT)


===Start Date===
=== Teleform scan station prep ===
'''January 1, 2013'''
On scanner PC:
*TISS28 data for the '''entire LOS''' is scanned and stored in new repository [[TISS28_Data.mdb]]. This form has 7 days per page. 
*a. Double-click on the '''Teleform Reader''' shortcut on the desktop (eyeglasses icon)
*b. double click to open '''Teleform Verifier'''


===Prior to starting scanning ===
'''Ready to scan forms'''
*Review each TISS and black blob those that you can tell verifier will not pick up well. 
*'''page numbers don't fuss, does not matter what page number is the form'''.  Use 001


===TISS data grouping in the [[TISS28 Data.mdb]]===  
=== forms ===
''' There used to be preparation of forms, but there no longer is.''' I.e leave the page numbers alone, or use 001.
*tissdata.mdb stores TISS by groups and date order.
**there is an issue that for some TISS, they are not being grouped in TISS.mdb.  Not sure why.  Sheila Rusnak has pointed this out several times. When searching for tiss.data.mdb to find what is already scanned you may have to find NEXT, one page is not being grouped as it should be with other site serial Location.
***when location is changed after importing scanned forms into [[TISS28 Data.mdb]], we find that when looking in this mdb, the TISS will no longer be GROUPED together for location and consective dates.  [[User:PTorres|PTorres]] 12:03, 2015 October 2 (CDT)
****Not sure if this can be fixed.  No right now.  
*****the next guy must know that because '''location is common error''' and does not get picked up and fixed until after importing in TISS28.Data.mdb, will have to click "next" in the mdb to see if addition forms is there.
****** This is when the location is changed in [[TISS.mdb]].
Steps required to Navigating through Teleform Programs.


=== Scanning forms ===
== Scanning forms ==
HSC forms will be
For general scanning instructions including for TISS28, see [[Scanning_to_network#Instructions]].
MICa,
MICb,
MICd,
SICb,
IICa,
IICb,
CCUa


On the scanner:
''We have had repeated problems with the scanner, see [[Main office scanning problems]].''
# put forms into scanner face up
# on scanner interface, click '''"Scan to Network"'''
# click "Scan to Network" a '''second time'''
# click '''"change..."'''  
#* under "sides(duplex)" choose "2 sided"
#* under "Scan As" choose TIFF
# click "Scan it" button
When scanning done, it will say "scan successful"


=== Teleform ScanStation ===
== Verifying ==
On the Scanner PC:
=== Correcting forms ===
# Double-click on the '''Teleform Reader''' shortcut on the desktop (eyeglasses icon)
* wait for the last line to say "ready for correction" (starts as "evaluating") <!-- it always gets to this "OK" -->
# Select '''Scan'''
* last line may be highlighted; double click on the last line
# Select '''Launch Scan Station'''
* will show error , how to correct
# Select '''File'''
* can see error where highlited blue
# Select '''New Batch'''
* check each line that is "xed" out. click on the data point in the form and enter the correct value below
# Click '''Start''' button in bottom left, Computer will say "generating batch"
* click OK when asked "Saved corrections to results file?"
# Click '''Accept''', Computer assigns a batch number that says "ready for correction"
* when you are done correcting all lines, the program returns you to the Teleform Verifier
# Leave the Teleform Scan Station open - minimize the screen


=== Verifying ===
=== Finishing off / Committing a batch ===
'Scanning Folder' should always only have one batch in it as a .TIF file
* check if column Scan column and eval column have the same number in them
# Double-click on the '''Teleform Verifier''' shortcut on the desktop (red checkmark on keypad icon)
** '''only if different''', right-click line, discard, and start that batch over.
# click on the line with the latest batch number, status column should say "Ready for Correction", Line will be highlighted
* Right-click the batch and click "Commit"; say "Yes".
# click the '''Process''' button on the right,  Screen will then show the TISS form that was scanned
# correct all entries the program presents
# when dialog box asks "save corrections to results file" click OK,  When done the forms in that batch, the screen will show "batch ready to be committed"
# right-click the batch and click "Commit"; say "Yes" to "Commit batch data?", When batch is committed, screen will show "batch is complete"


===Importing TISS===
Info only:
#  Open the '''TISS 28 Database''' (Access icon)
* When you click commit the batch sits in [[X:\]]TISS28\ExportData
#  Click Importing TISS data
* See [[TISS28 form images]] for how these images are dealt with after processing
#  A message will come out telling the numbers of TISS forms imported successfully
#  It will show up TISS serial number imported and you can check against the TISS forms


===Update [[TISS28.mdb]]===
==Importing batch into [[TISS28.accdb]]==
# Once you finished importing all the tiss
# 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")
#  Open the [[TISS28.mdb]]  
# click "Re-connect.MDBs" button one time only at the beginning
#  Click '''Prepared Report'''
# Click "Import TISS Data", click "OK" for success message (takes <1 minute)
# Click the Data by Patient and Date View and then click "Run" it takes 3 minutes to run
#* when done, program says "Successfully imported data from <THE NUMBER> TISS forms." (this number is pretty much never wrong)
#  After running the Data by Patient and Data View Click Count of Tiss items
#* 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
# 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===
*After you import a group of tiss,  put the batch number only on the first form then stack it beside the work station.
* 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===
====Disposing of the TISS forms====
* We keep 3 months of tiss form stack then we confidential waste the oldest tiss group stack.
* We keep about 3 months / 3 stacks of TISS forms
* [[Confidential waste disposal#HSC]] the oldest (right-most) pile when ready


===Error Checker Run by [[SAS]]===
== Error checking ==
{{Discussion}}
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.
*Are there special steps how to review the data in each of these excel outputs by the processor? 
*How should this be run and reviewed, weekly or few weeks before quarterly report? 
*What is the process if errors are found?


By running SAS checker, 3 files are outputted in excel format:
See [[TISS28 Data Integrity Checks]] for a list of the scans and how to deal with them...  
*'''TISS28Errors''' (with date run)-report contains the extra TISS days and the missing TISS days
*'''TISS28Pending''' (with date run)- use by Julie, so she can quickly see last date up to which there is complete data in TISS28.data.mdb
*'''Tiss28Reminder''' (with date run)-Started March 2016 - lists record status of all complete and incomplete with missing TISS, 14 days prior to current date.  


#  To run this program use the laptop or Julie's computer with SAS program  ({{Discussion}} Pagasa has password - needs to be put on excel main office use only password list located on:  M drive)
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.   
#  Double click on the '''SAS 9.3''' a message will pop up click "close"
#  Go to File  then  Open program
#  Go to My Computer, find: X drive
#  On X drive double click on PAGASA's folder
#  Double click on TISS28 folder
#  Double click on "'''chkTiss28CD_ver6'''" and you will see the program
#  You must change the date on "'''version=ddmmmyy'''" to the ''current date''
#  Change also the date on "'''enddate=ddmmmyyyy'''" to the ''currecnt date''
#  Then click run "'''picture of a man walking" .  Takes about 5 minutes to run.
#  Click SAVE
#  Click (X) it will ask you if you want to replace the previous output click "YES"
#  Will ask you if sure to leave SAS click "YES"


===Steps for Processing of TISS errors Error===
* 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
TISS Error Output from SAS is located in\\Hsc1msfp0001\med_ccmed\PAGASA\TISS28
* If query is empty, run next; else:
#  Open the Tiss28Errors_01Oct2015_b_rtf, to see the output error.
<!-- see [[Template:Data Integrity Check]] for how to get things on this list. -->
#  Copy the list in excell so you can manipulate the filter.
{{#ask: [[DICApp::TISS28.accdb]]
# Error on: Date,Location, Missing day or Extra day, checked the "EPR" to see patient visit info.
|?DICStatus = Status
# If after investigation you cannot reconcile the error that is the only time you ask the collector by email or by phone.
|?Modification date
|limit=10000
|format=broadtable
  |link=all
  |class=sortable wikitable smwtable
  |default= '''No {{PAGENAME}} found'''
}}


To navigate in EPR get the chart number or you can search by name also.
==== Why are these checks not done in CFE where the data would be easy to edit? ====
*Click File then Find Patient then enter the chart number on the ID and the site location on the IDlocation then Search.
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]].
*Note for Stb you have to add "0" then the chart number then Search, for other sites you dont need to do that. 
*Cannot scan tiss if CFE is in pull. I do scanning when CFE is in push and do the checking at the same time.
*Once you get patient name highlighted it then click Shows visits.
*Click the date you want to see the admission then click "OK".
*Then click to Registration then Visit Location then Location History will pop up the admission of the patient.
*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]].


=== Disposal of TISS forms ===
== background info ==
After error correction is completed for a batch the forms will be disposed as confidential waste.


==== transitional ====
===Start Date===
We will test that disposal is OK for 4 weeks. During this time Pagasa will keep the forms for every error correction episode in a pile (no further processing or sorting). If, by 2015-May-15, we are comfortable that we have not had to refer back to the forms we will start to dispose of them right away as per above. At that point this paragraph can be deleted.
'''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.
==Filing of TISS28 forms==
===Stop Date===
Being stored as electronic and paper form.
'''2020-Dec-7'''  
 
*See: [[Change to collect TISS data in CCI Picklist]]
===Electronic Images===
The scanned images are stored on the following network share:
*\\hsc1msfp0001\med_ccmed\TISS28\ExportData\Images
This share has a sub-folder for each batch that has been processed.  Currently there are two types of batch numbers.  Any folder in this directory with the suffix:  "_old" is pre-Windows7. The Windows 7 upgrade involved upgrading Teleform. The Teleform upgrade caused a reset to 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 simply numeric.
 
===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
 
This method reports the same data outlined above.
 
===Backups of the Forms===
The forms are backed up from the scanner PC to [[X:\]]TISS28\ExportData\Images
 
 
=Supplementary Information=
==Other things to resolve with data processing==
*site STB ICMS & STB ICCS - will want a PROGRAM & not a data collector to correct the location name on form for STB
*if STB_ICMS convert to STB_MICU
*if STB_ICCS convert to STB_CICU
 
Is this an outstanding problem? If so, please add to [[Change Priorities]]. Ttenbergen 19:32, 2014 April 30 (CDT)[[User:TOstryzniuk|Trish Ostryzniuk]] 18:33, 2015 March 13 (CDT){{Potential Change}}
 
==Trouble shooting of the tiss 28 forms==
*If encountered problem like this message "the instruction at 0X3894ffo"
*Go to X:\Tiss28
*Then open the ExportData with 2 folders 1) Images 2)Archives.
*Archive is the csv data of the batch you scanned and verified after you commited the batch in the Teleform it goes to the Archive folder.
*Sometimes the error messages shows up when commitng  so I dont import the batch and check what is the problem.
*Some of the common error are if the Location or the Site is incorrect it just  give you this error message"the instruction at 0X3894ffo
*Go To Access database into the Edit Tiss data click find and enter the serial number.
 
== Original transition from TISS76 to TISS28 ==
*Example: If patient has one page already completed in December and a NEW TISS form is started Jan 1, is this page number 2?
** as addressed in email over holidays, doesn't matter what number is used since the field is not imported. Ttenbergen 11:10, 2013 January 7 (EST)


January 1, 2013 - New TISS28 forms; we will scan all pages for entire patients LOS in ICU. New form will have 7 days per form. TISS28 data will NOT be uploaded to master TMSX (Critical Care) database.  See [[TISS28_data_specifications#Location_of_data]] about where thsi will be stored.
== 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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