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

Steps required to Navigating through Teleform Programs.

Scanning forms

On the scanner:

1. put forms into scanner
2. on scanner interface, click "Scan to Network"
3. click "Scan to Network" a second time
4. click "change..."
   • Template:Discussion we should ask the printing people if they can make this the default;
     • I have emailed the helpdesk about this Ttenbergen 16:08, 2015 March 26 (CDT)
   • under "sides(duplex)" choose "2 sided"
   • under "Scan As" choose TIFF
5. click "Scan it" button

Teleform ScanStation

On the Scanner PC:

1. Double-click on the Teleform ScanStation shortcut on the desktop
2. Select File, New Batch
3. Click Start buttom in bottom left
4. Click Accept

• leave Teleform Scan Station open

Verifying

1. Double-click on the Teleform Verifier shortcut on the desktop
2. click on the line with the latest batch number, status column should say "Ready for Correction"
3. click the "Process" button on the right
4. click the "AB12" button in the button bar to change view to form view
5. correct all entries the program presents
6. when dialog box asks "save corrections to results file" click OK
7. right-click the batch and click "Commit"; say "OK" to "Commit batch data?"

Importing Tiss

1. Open the Tiss 28 Database
2. Click Importing tiss data
3. A message will come out telling the numbers of tiss forms imported successfully
4. It will show up tiss serial number imported and you can check against the tiss forms

Update tiss 28 mdb

1. Once you finished importing all the tiss
2. Open the Tiss 28 Database
3. Click Prepared Report
4. Click the Data by Patient and Date View and then click "Run" it takes 3 minutes to run
5. After running the Data by Patient and Data View Click Count of Tiss items

Error Checker Run by SAS

1. To run this program use the laptop or Julie's computer with SAS program
2. Double click on the SAS 9.3 a message will pop up click "close"
3. Go to File then Open program
4. Go to My Computer to look for the X drive
5. On X drive double click on PAGASA's folder
6. Double click on Tiss 28 folder
7. Double click on "chkTiss28CD_ver6" and you will see the program
8. You have to change the date on "version=ddmmmyy" to the current date
9. Change also the date on "enddate=ddmmmyyyy" to the currecnt date
10. Then click run "picture of a man walking"

Filing of TISS28 forms

Being stored as electronic and paper form.

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

Scan and TOSS - target date

May 1.2015

• We are at the point the we can scan then tossing out TISS forms immediately after scanning. The image being stored is adequate and accessible by processor (need steps documented). This would reduce data processor workload in regards to filing, clipping together and adding stickies with scan batch number. Tina to do final review with Pagasa and advise if May 1.15 is a go to scan and TOSS. Pagasa to raise this with Tina so she can review any process details if needed before the scan and TOSS date. Trish Ostryzniuk 18:32, 2015 March 13 (CDT)

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)Trish Ostryzniuk 18:33, 2015 March 13 (CDT)Template: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.