Transcript File_man_basic

WELCOME TO BASIC VA
FILEMAN 113H
Tom Fagan Clinical Applications
Coordinator at VAMC
Richmond, Virginia
(804) 675-5298
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LEARNING OBJECTIVES
AND CLASS FORMAT
1. Be able to use basic report functions; inquire,
print and search.
2. Be able to use List File Attributes to identify file
and field numbers or labels and data types
3. Know how to create and use templates for
search, sort and print.
4. Understand Intermediate concepts: point (jump
files) and multiples (sub files).
5. Know where to find additional Reference:
Fileman Website.
6. Understand Importance of Data Validation and
Privacy/Security
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TERMINOLOGY Most
Important
• SYNTAX exact sequence of characters
and words for a function to work, may
be case sensitive
• Primary Source of Frustration
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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
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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.
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FILES, RECORDS and FIELD
REPORTS
• Relationships for Accurate Reports
• Paper Analogy: Filing Cabinet with
drawers, folder and sheets of
paper.
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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
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LIST FILE ATTRIBUTES
• Data Dictionary Utility “Display
Structure”
• File Number or Label
• Field Number or Label
• Data Type
• Pointers
• Suggest Brief format.
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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
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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
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REPORT FUNCTIONS
• Inquire to File Entries
• Print File Entries
• Search File Entries
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REPORT FUNCTIONS
• Inquire to File Entries
•
Print File Entries
• Search File Entries
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REPORT FUNCTIONS
• Inquire to File Entries
• Print File Entries
• Search File Entries
??? For help
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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
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TEMPLATE COMPARISON
• Search = saved Search Results or
Saved Search Logic
• Print Sort = saved Sort Logic
• Print Output = saved Print or
Display Format
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SEARCH TEMPLATE
• Static as of Run Date and Time
• Access Results from Print
(Sort)
• Access Logic from Search
• Orders from a month
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PRINT (SORT) TEMPLATE
• Dynamic
• Use to Refine Search Template
TIP: Sort by: [ “TEXT” = Contains TEXT
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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
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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 Record
Number (IEN)
DISPLAYS only populated fields – default with
INQUIRE
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INQUIRE
SEARCH PRINT PRINT
SORT OUTPUT
Type of
Templates
To
Inquire
Create or
Edit
Template
Use
Function
Search
(NO Edit)
Print
ALL
Functions
from
FIRST
PRINT
FIELD
To
Print
Access
Template
Use
Function
Print for
results
OR
Search –
run again
Print
ALL
Functions
from
FIRST
PRINT
FIELD 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 ...
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LOG IN FOR HANDS ON
ACCESS: 00VEHU
VERIFY:VEHU00
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#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//
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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)
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#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
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#3 HANDS ON CREATE PRINT
OUTPUT TEMPLATE USING INQUIRE
INQUIRE to 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
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#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
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#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.
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#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
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#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
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#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
…………..
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COUNT 89
# 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:
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#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:
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#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//
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#12 HANDS ON ACCESS PRINT
SORT and OUPUT TEMPLATE
PRINT File 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)
[H113.WORKLOAD
WANT TO EDIT 'H113.WORKLOAD' TEMPLATE? N
FIRST PRINT FIELD:
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
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#13 HANDS ON ACCESS PRINT
SORT and OUPUT TEMPLATE
OUTPUT FROM WHAT FILE: 52
EDIT VIEW
[H113.WORKLOAD
WANT TO EDIT 'H113.WORKLOAD' TEMPLATE? NO// y
SORT BY: RX #//
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:
[H113.WORKLOAD
WANT TO EDIT 'H113.WORKLOAD' TEMPLATE? No// y
FIRST PRINT FIELD:
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:
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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:
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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:
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E-TRIP NATIONAL
RESORUCE
• Fileman Homepage:
http://www.va.gov/vdl/application.asp?appid=5
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DATA VALIDATION
•
•
•
•
•
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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
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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
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1-800-HELP ME
Phone: Tom Fagan (804)675-5298
EMAIL: [email protected]
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QUESTIONS
?
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