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WELCOME TO BASIC VA FILEMAN 113H

WELCOME TO BASIC VA FILEMAN 113H. Tom Fagan Clinical Applications Coordinator at VAMC Richmond, Virginia (804) 675-5298. LEARNING OBJECTIVES AND CLASS FORMAT. Be able to use basic report functions; inquire, print and search.

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WELCOME TO BASIC VA FILEMAN 113H

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  1. WELCOME TO BASIC VA FILEMAN 113H Tom Fagan Clinical Applications Coordinator at VAMC Richmond, Virginia (804) 675-5298

  2. LEARNING OBJECTIVES AND CLASS FORMAT • Be able to use basic report functions; inquire, print and search. • Be able to use List File Attributes to identify file and field numbers or labels and data types • Know how to create and use templates for search, sort and print. • Understand Intermediate concepts: point (jump files) and multiples (sub files). • Know where to find additional Reference: Fileman Website. • Understand Importance of Data Validation and Privacy/Security

  3. TERMINOLOGY Most Important • SYNTAX exact sequence of characters and words for a function to work, may be case sensitive • Primary Source of Frustration

  4. TERMINOLOGY Database Related • DATABASE collection of files used to store data • FILE collection of records • RECORDS are unique entries in File • FIELDS data type place holders to store information in records

  5. TERMINOLOGY Miscellaneous • IEN NUMBER is the unique number assigned to record by software, contained in the .001 field • MULTIPLE is a sub file or a file within a file can contain zero or multiple entries • JUMPING(POINTING) access a field in related file.

  6. FILES, RECORDS and FIELD REPORTS • Relationships for Accurate Reports • Paper Analogy: Filing Cabinet with drawers, folder and sheets of paper.

  7. FILES, RECORDS and FIELD EXAMPLES File: a collection of related information, example: the PATIENT FILE Record: a collection of fields that are related to a single thing, example: one PATIENT’S Demographics ( ADDRESS, AGE, PHONE…) Field: a single piece of information in a record, example: patient phone number

  8. LIST FILE ATTRIBUTES • Data Dictionary Utility “Display Structure” • File Number or Label • Field Number or Label • Data Type • Pointers • Suggest Brief format.

  9. LIST FILE ATTRIBUTES DATA TYPES • DATE/TIME Date of Birth • FREE TEXT Address • SET OF CODES M=Male F=Female • WORD-PROCESSING Comments • NUMERIC Number • COMPUTED Age

  10. POINTERS for JUMPING When A Field In The Start File Points To The File We Want To Go To, A FORWARD Pointer Relationship Exists • Read access required to RELATED file

  11. REPORT FUNCTIONS • Inquire to File Entries • Print File Entries • Search File Entries

  12. REPORT FUNCTIONS • Inquire to File Entries • Print File Entries • Search File Entries

  13. REPORT FUNCTIONS • Inquire to File Entries • Print File Entries • Search File Entries ??? For help

  14. LIST ALL FIELDS USING INQUIRE Drug = SIMVASTATIN 80MG TAB At Print FIRST PRINT FIELD PROMPT ? Answer with FIELD NUMBER, or LABEL Do you want the entire 386-Entry FIELD List? y (Yes) = SORT by FIELD NUMBER Do you want the entire 386-Entry FIELD List? ^A= Sort FIELDS by LABEL starting with A

  15. TEMPLATE COMPARISON • Search = saved Search Results or Saved Search Logic • Print Sort = saved Sort Logic • Print Output = saved Print or Display Format

  16. SEARCH TEMPLATE • Static as of Run Date and Time • Access Results from Print (Sort) • Access Logic from Search • Orders from a month

  17. PRINT (SORT) TEMPLATE • Dynamic • Use to Refine Search Template TIP: Sort by: [ “TEXT” = Contains TEXT

  18. PRINT OUTPUT TEMPLATE • Save Print Format • Select Fields • ']' TO FORCE SAVING PRINT TEMPLATE • Print “TEXT” • Print Qualifier syntax is FIELD;CHARACTERS • EXAMPLE;Ln (Left Justify (Limit)) FIRST PRINT FIELD: NAME;L8 = Print 8 characters of the name

  19. PRINT OUTPUT TEMPLATE STANDARD CAPTIONED OUTPUT FIRST PRINT FIELD:[CAPTIONED = SYNTAX Include COMPUTED fields: (N/Y/R/B): Enter a code from the list. Select one of the following: N = NO - No record number (IEN), no Computed Fields Y = Computed Fields R = Record Number (IEN) B = BOTH Computed Fields and RecordNumber (IEN) DISPLAYS only populated fields – default with INQUIRE

  20. SESSION MENU VA FileMan Version 22.0 Enter or Edit File Entries Print File Entries Search File Entries Modify File Attributes Inquire to File Entries Utility Functions ... Data Dictionary Utilities ... List File Attributes Transfer Entries Other Options ...

  21. LOG IN FOR HANDS ON ACCESS: 00VEHU VERIFY:VEHU00

  22. #1 HANDS ON - LIST FILE ATTRIBUTES DATA Dictionary Utilities LIST File Attributes START WITH WHAT FILE: DRUG OR 50 DRUG (3587 entries) GO TO WHAT FILE: DRUG// Select SUB-FILE: Select LISTING FORMAT: STANDARD// BRIEF ALPHABETICALLY BY LABEL? No// Y (Yes) Start with field: FIRST// DEVICE: TELNET PORT Right Margin: 80//

  23. HANDS ON - LIST FILE ATTRIBUTES – SAMPLE OUTPUT BRIEF DATA DICTIONARY #50 -- DRUG FILE MAY 3,2007@15:57:37 PAGE 1 SITE: TROY ISC SUPPORT ACCOUNT UCI: LEC1,ROU (VERSION 1.0) ------------------------------------------------------------------------------- *ATC CANISTER 50,212.1 NUMBER ATC CANISTER (OLD) Enter a Number between 1 and 212, 0 Decimal Digits. *LAB TEST MONITOR 50,623002 POINTER TO LABORATORY TEST FILE (#60)

  24. #2 HANDS ON - INQUIRE INQUIRE to File Entries OUTPUT FROM WHAT FILE: DRUG/ Select DRUG GENERIC NAME: `153 SIMVASTATIN 40MG TAB CV350 ANOTHER ONE: STANDARD CAPTIONED OUTPUT? Yes// (Yes) Include COMPUTED fields: (N/Y/R/B): NO// b BOTH Computed Fields and Record Num ber (IEN) DISPLAY AUDIT TRAIL? No// NO OUTPUT GENERIC NAME: SIMVASTATIN 40MG TAB VA CLASSIFICATION: CV350 DEA, SPECIAL HDLG: 6P SYNONYM: ZOCOR INTENDED USE: TRADE NAME PHARMACY ORDERABLE ITEM: SIMVASTATIN APPLICATION PACKAGES' USE: OXU NDC: 000006-0749-54 CMOP DISPENSE: YES ACTIVITY LOG: FEB 20, 2007@13:21:55 REASON: EDIT INITIATOR OF ACTIVITY: PHARMACIST,THREE FIELD EDITED: CMOP Dispense NEW VALUE: YES ORDER UNIT: BT PRICE PER ORDER UNIT: 504.18 DISPENSE UNITS PER ORDER UNIT: 1000 PRICE PER DISPENSE UNIT: 0.5042 SOURCE OF SUPPLY: 6U DISPENSE UNIT: TAB CURRENT INVENTORY: -10980 STRENGTH: 40 UNIT: MG DISPENSE UNITS PER DOSE: 1 DOSE: 40 PACKAGE: IO

  25. #3 HANDS ON CREATE PRINT OUTPUT TEMPLATE USING INQUIRE INQUIREto File Entries OUTPUT FROM WHAT FILE: DRUG OR 50 DRUG (3587 entries) Select DRUG GENERIC NAME: METFOR,1000 METFORMIN HCL 1000MG TAB HS502 ANOTHER ONE: STANDARD CAPTIONED OUTPUT? Yes// N FIRST PRINT FIELD: ] FIRST PRINT FIELD: GENERIC NAME THEN PRINT FIELD: 3 =DEA, SPECIAL THEN PRINT FIELD: INACTIVE DATE THEN PRINT FIELD: Heading (S/C): DRUG LIST// STORE PRINT LOGIC IN TEMPLATE:00.DEA

  26. #4 HANDS ON - PRINT “SORT” PRINT File Entries OUTPUT FROM WHAT FILE: DRUG OR 50 SORT BY: GENERIC NAME// START WITH GENERIC NAME: FIRST// FIRST PRINT FIELD:[00.DEA

  27. #5 HANDS ON - PRINT SORT TO SEARCH PRINT File Entries OUTPUT FROM WHAT FILE: DRUG// SORT BY: GENERIC NAME// DEA["2” WITHIN DEA["2", SORT BY: FIRST PRINT FIELD: [00.DEA SORT BY: GENERIC NAME// START WITH GENERIC NAME: FIRST// FIRST PRINT FIELD: Heading (S/C): DRUG SEARCH// DEVICE: TELNET PORT Right Margin: 80// DRUG SEARCH AUG 1,2007 10:08 PAGE 1 -------------------------------------------------------------------------------- 3093 MATCHES FOUND.

  28. #6 HANDS ON – SEARCH SEARCH File Entries OUTPUT FROM WHAT FILE: DRUG -A- SEARCH FOR DRUG FIELD: INACTIVE -A- CONDITION: NULL -B- SEARCH FOR DRUG FIELD: IF: A// INACTIVE DATE NULL STORE RESULTS OF SEARCH IN TEMPLATE:00ACTIVE

  29. #7 HANDS ON CREATE TEMPLATE PRINT SORT PRINT File Entries OUTPUT FROM WHAT FILE: DRUG SORT BY: GENERIC NAME// ] SORT BY: GENERIC NAME// @‘DEA["2" By 'dea', do you mean DRUG 'DEA, SPECIAL HDLG'? Y WITHIN DEA["2", SORT BY: +DEA, SPECIAL START WITH DEA, SPECIAL HDLG: FIRST// WITHIN DEA, SPECIAL HDLG, SORT BY: STORE IN 'SORT' TEMPLATE: 00DEA Print output next slide

  30. #8 HANDS ON CREATE TEMPLATE PRINT SORT FIRST PRINT FIELD: !DEA, SPECIAL HDLG THEN PRINT FIELD: DEVICE: DRUG STATISTICS MAY 17,2007 15:31 PAGE 1 ------------------------------------------------------------------------------- DEA, SPECIAL HDLG: 2A SUBCOUNT 57 DEA, SPECIAL HDLG: 2AP SUBCOUNT 19 DEA, SPECIAL HDLG: 2APR SUBCOUNT 1 DEA, SPECIAL HDLG: 2AW SUBCOUNT 1 ………….. COUNT 89

  31. # 9 HANDS ON CREATE SEARCH TEMPLATE SEARCH File Entries OUTPUT FROM WHAT FILE: DRUG -A- SEARCH FOR DRUG FIELD: DEA, SPECIAL HDLG -A- CONDITION: CONTAINS -A- CONTAINS: 2 -B- SEARCH FOR DRUG FIELD: INACTIVE DATE -B- CONDITION: NULL -C- SEARCH FOR DRUG FIELD: IF: AB DEA, SPECIAL HDLG CONTAINS "2" and INACTIVE DATE NULL STORE RESULTS OF SEARCH IN TEMPLATE: 00ACTDEA2 Are you adding ‘00ACTDEA2' as a new SORT TEMPLATE? No// Y SORT BY: GENERIC NAME// START WITH GENERIC NAME: FIRST// FIRST PRINT FIELD:

  32. #10 HANDS ON ACCESS SEARCH TEMPLATE-PROCESS AGAIN SEARCH File Entries OUTPUT FROM WHAT FILE: DRUG -A- SEARCH FOR DRUG FIELD: [00ACTDEA2 DEA, SPECIAL HDLG CONTAINS "2" and INACTIVE DATE NULL STORE RESULTS OF SEARCH IN TEMPLATE: SORT BY: GENERIC NAME// START WITH GENERIC NAME: FIRST// FIRST PRINT FIELD:

  33. #11 HANDS ON ACCESS SEARCH TEMPLATE-RESULTS PRINT File Entries OUTPUT FROM WHAT FILE: DRUG SORT BY: GENERIC NAME// [00ACTDEA2 WITHIN ‘00ACTDEA2' NUMBER, SORT BY: FIRST PRINT FIELD:[00DEA WANT TO EDIT ‘00DEA' TEMPLATE?N Heading (S/C): DRUG LIST//

  34. #12 HANDS ON ACCESS PRINT SORT and OUPUT TEMPLATE PRINTFile Entries PRESCRIPTION OR 52 SORT BY: RX #// [H113.WORKLOAD * Previous selection: FINISH DATE/TIME from Jun 1,2006 to Jun 12,2007@24:00 START WITH FINISH DATE/TIME: Jun 1,2006// (JUN 01, 2006) GO TO FINISH DATE/TIME: Jun 12,2007// (JUN 12, 2007) FIRST PRINT FIELD: [H113.WORKLOAD WANT TO EDIT 'H113.WORKLOAD' TEMPLATE? N Heading (S/C): PRESCRIPTION STATISTICS Replace DEVICE: TELNET PORT Right Margin: 80// PRESCRIPTION STATISTICS AUG 1,2007 10:48 PAGE 1 FINISHING PERSON -------------------------------------------------------------------------------- FINISHING PERSON: PHARMACIST,THIRTY SUBCOUNT 85 FINISHING PERSON: PROVIDER,TWOHUNDREDFORTYEIGHT SUBCOUNT 1 FINISHING PERSON: PROVIDER,TWOHUNDREDFORTYNINE SUBCOUNT 20 COUNT 106:

  35. #13 HANDS ON ACCESS PRINT SORT and OUPUT TEMPLATE EDIT VIEW OUTPUT FROM WHAT FILE: 52 SORT BY: RX #// [H113.WORKLOAD WANT TO EDIT 'H113.WORKLOAD' TEMPLATE? NO// y NAME: H113.WORKLOAD// READ ACCESS: WRITE ACCESS: SORT BY: '@FINISH DATE/TIME// * Previous selection: FINISH DATE/TIME from Jun 1,2006 to Jun 12,2007@24:00 START WITH FINISH DATE/TIME: Jun 1,2006// (JUN 01, 2006) GO TO FINISH DATE/TIME: Jun 12,2007// (JUN 12, 2007) WITHIN FINISH DATE/TIME, SORT BY: +FINISHING PERSON// START WITH FINISHING PERSON: FIRST// WITHIN FINISHING PERSON, SORT BY: STORE IN 'SORT' TEMPLATE: FIRST PRINT FIELD: [H113.WORKLOAD WANT TO EDIT 'H113.WORKLOAD' TEMPLATE? No// y NAME: H113.WORKLOAD// READ ACCESS: WRITE ACCESS: FIRST PRINT FIELD: FINISHING PERSON!// THEN PRINT FIELD: Heading (S/C): PRESCRIPTION STATISTICS Replace STORE PRINT LOGIC IN TEMPLATE: DEVICE:

  36. HANDS ON JUMP PRINT OUTPUT TEMPLATE EXAMPLE (optional) PRESCRIPTION// inquire or print sort all Select PRESCRIPTION RX #: 500508 [ H113.BEERSAGECHECK (Jul 13, 2007@11:21) User #1 File #52 WANT TO EDIT 'H113.BEERSAGECHECK' TEMPLATE? No// y (Yes) NAME: H113.BEERSAGECHECK// FIRST PRINT FIELD: patient:// THEN PRINT PATIENT FIELD: $S(AGE>65:"BEERS WARNING",1:"YOUNG PATIENT") Replace THEN PRINT PATIENT FIELD: // THEN PRINT FIELD: RX #;C25// THEN PRINT FIELD: DRUG// THEN PRINT FIELD: PATIENT// THEN PRINT FIELD: patient:age// By 'patient', do you mean PRESCRIPTION 'PATIENT'? Yes// (Yes) By 'age', do you mean PATIENT 'AGE'? Yes// (Yes) THEN PRINT FIELD:

  37. HANDS ON (Multiple) PRINT OUTPUT TEMPLATE EXAMPLE (optional) OUTPUT FROM WHAT FILE: PRESCRIPTION// SORT BY: RX #// @'refILL REFILL SUB-FIELD: .01 REFILL DATE START WITH REFILL DATE: FIRST// WITHIN REFILL DATE, SORT BY: 'H113.REFILL' TEMPLATE? No// y (Yes) FIRST PRINT FIELD: REFILL// (multiple) FIRST PRINT REFILL SUB-FIELD: rx;X// By 'rx', do you mean PRESCRIPTION 'RX #'? Yes// (Yes) THEN PRINT REFILL SUB-FIELD: "@";X// THEN PRINT REFILL SUB-FIELD: DRUG EXPIRATION DATE;L10;X THEN PRINT REFILL SUB-FIELD: "@";X// THEN PRINT REFILL SUB-FIELD: NUMDATE(issue);X// By 'issue', do you mean PRESCRIPTION 'ISSUE DATE'? Yes// (Yes) THEN PRINT REFILL SUB-FIELD: "@";X// THEN PRINT REFILL SUB-FIELD: (unit pric*qty);X// By 'unit pric', do you mean PRESCRIPTION 'UNIT PRICE OF DRUG'? Yes// (Yes) By 'qty', do you mean REFILL 'QTY'? Yes// (Yes) THEN PRINT REFILL SUB-FIELD: "@";X// THEN PRINT REFILL SUB-FIELD: NUMDATE(REFILL DATE);X Replace THEN PRINT REFILL SUB-FIELD: "@";X// THEN PRINT REFILL SUB-FIELD:

  38. E-TRIP NATIONAL RESORUCE • Fileman Homepage: http://www.va.gov/vdl/application.asp?appid=5

  39. DATA VALIDATION • Does Your Output Make Sense? • Random Sample • Time Or Single Events (Snowbirds) • Intuition • Consult An ADPAC Or Expert • Other DATA SOURCES, CPRS QUERY TOOLS, VISTA REPORTS, Clinical Reminders

  40. PRIVACY REVIEW For Protected Health Information (PHI) • Distribution: Need to Know- VISTA Email or Outlook with PKI • Secure – Encryption or Server Role of Local VISN Information Security Officer National Website: https://vaww.ocis.va.gov/portal/server.pt

  41. 1-800-HELP ME Phone: Tom Fagan (804)675-5298 EMAIL: THOMAS.FAGAN@VA.GOV

  42. QUESTIONS ?

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