TISS28 Form Scanning

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

• Follow the process in "Copying" Centralized data.mdb to get the files used by this process to the Frozen folder on the Data Processors desktop
• click the "Reconnect .MDBs" button

forms

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

Teleform ScanStation

On the Scanner PC:

1. 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.

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
• 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.mdb

1. Open the TISS28.mdb (Access icon), Enter password (a list of main office passwords are stored in an Excel file on "M")
2. click re-connect button
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

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

• We keep about 3 months / 3 stacks of TISS forms
• confidential waste#HSC the oldest (right-most) pile when ready

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.

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. Trish Ostryzniuk 11:21, 2019 February 7 (CST)

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• If query is empty, run next; else:

No TISS28 Form Scanning found

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.

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)

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Cross-checking patient data in EPR

• find the patient in EPR
  • I check in EPR for the dates extra or missing TISS.

How do you check EPR for this after finding the PT?

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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.

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How to Resolve and or Delete Scanned TISS forms

see TISS error instruction at... - is that still an issue?

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For any of the following, why would you need to do this? Reason I ask is it should be stored in a way that can be linked from the step in the instructions that makes it necessary.

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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

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

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.