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 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

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

On the scanner:

1. put forms into scanner face up
2. on scanner interface, click "Scan to Network"
3. click "Scan to Network" a second time
4. click "change..."
   • under "sides(duplex)" choose "2 sided"
   • under "Scan As" choose TIFF
   • under "Advanced options" Click Darkness-then click the right arrow to increase the darkness
5. click "Scan it" button

When scanning done, it will say "scan successful"

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 will be highlighted; double click on the highlighted 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
  • if so, 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
   • if there is an error, then: <what?> Template:Dicussion

If there are multiple pages and one has the wrong date the data will not group together, see TISS Grouping Problem.

fix lowercasing of last letter in HSC ICU names

1. Once you finished importing all the tiss
2. Run query 2016-08-22-sameCasing - (limitation of Teleform, cannot use lowercase letter, this query changes lower case letter for HSC ICU a, b, h, d to uppercase).
3. You can now run the SAS error checks -Not doing SAS error checks.

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

Steps for Processing of TISS errors Error

TISS Error Output from SAS is located in\\Hsc1msfp0001\med_ccmed\PAGASA\TISS28

1. Open the Tiss28Errors_01Oct2015_b_rtf, to see the output error.
2. Copy the list in excell so you can manipulate the filter.
3. Error on: Date,Location, Missing day or Extra day, checked the "EPR" to see patient visit info.
4. If after investigation you cannot reconcile the error that is the only time you ask the collector by email or by phone.

Cross-checking patient data in EPR

• That is not unique to TISS, right? If so we should break it out and link to it as appropriate, also from the other checks where it is relevant. Ttenbergen 17:13, 2017 January 26 (CST)
  • Yes tiss is not unique, For Tiss I used EPR by checking dates. (Pagasa 2017-02-07)
    • 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)

To navigate in EPR get the chart number or you can search by name also.

• Click File then Find Patient then enter the chart number on the ID and the site location on the IDlocation then Search.
• Note for Stb you have to add "0" then the chart number then Search, for other sites you dont need to do that.
• 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.

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.

Backups of the Forms

The forms are backed up from the scanner PC to X:\TISS28\ExportData\Images

Supplementary Information

• see TISS error instruction at...

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 ChangeTtenbergen 17:04, 2017 January 26 (CST)

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.