TISS28 Form Scanning

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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 of forms

  • page numbers don't fuss, does not matter what page number is on the form. 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, non-TISS scanning instructions, see Scanning to network.

Use the following settings on the scanner to get the best result in the next step, verifying:

  1. After you click "Scan to Network" a second time
  2. click "change..."
    • under "sides(duplex)" choose "2 sided"
    • under "Scan As" choose TIFF
    • use 200DPI - any higher will add noise and lead to more problems in #Verifying
    • under "Advanced options" Click Darkness-then click the right arrow to increase the darkness to second-darkest

Feel free to tweak these; if you find a more reliable setting please document here.

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

Verifying

Getting Ready

  1. If not already open, double-click on the Teleform Verifier shortcut on the desktop (red checkmark on keypad icon)
  2. wait for the last line to say "ready for correction" (starts as "evaluating")
  3. last line may be highlighted; double click on the last line

Correcting forms

  • 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

Finishing off a batch

  • When you are done correcting all lines, the program returns you to the teleform verifier
  • 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 \\hsc1msfp0001.ad.wrha.mb.ca\intmed_cCMDB_ScanFolder(W:)

Importing TISS

  1. Open the TISS 28 Database (Access icon), Enter password
  2. Click "Import TISS Data", click "OK" for success message
  3. A table will show up -qryConfirmImport
  4. program will ask "you are about to run...", click yes
  5. program will ask "you are about to update...", click yes
  6. Verify that you have a line with correct D_ID for each form

error, eg "wrong location"

  • Re Scan the corrected form

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 on top of the right-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

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

  • If query is empty, run next; else:

TISS_Errors_D_ID_not_in_CFE

Could have to do with

  • not yet in CFE, because we use outdated version during scanning, if so, leave for now
  • wrong unit was scanned on TISS, in which case, correct the D_IDs in tables L_TISS_Form and L_TISS_Item

TISS_Errors_duplicate_Items due to duplicate form scanned in

If any records are listed, delete the form (see #How to resolve and delete a duplicate Tiss form during import) and then re-scan. Could fix these one by one, but usually it's quickest to just re-scan.

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

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?

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. Template:Discussion 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

  • 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

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

Deleting a scanned, verified TISS form which has been imported into TISS28 Data.mdb

  • 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 . Double click to open.
      • Go to the 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? Press NO.
    • Now go to: L_Tiss-Item, Double click to open.
      • Go to the 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? 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).
  • 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

January 1, 2013

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

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.

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