Transcript Local Health Department Contact Tracking Database

New Jersey
Office of Local Public Health
Local Health Department
Contact Tracking Database
An easy to use, efficient way to track
the contacts, inquiries and complaints
your local health department receives.
Local Health Department
Contact Tracking Database
Features:
• Tracks complaints, inquiries, investigations
and administrative actions
• Enhances oversight of staff activity
• Provides periodic reminder emails
• Provides searchable data and reports
• Reduces paper records, files and workload
• Provides an easy QI project for those
seeking PHAB accreditation
Local Health Department
Contact Tracking Database
Topics we will cover in this presentation:
• Compatibility requirements
• Database features
• Installation
• User agreement
• System configuration and customization
• Adding and editing records
• Reports and archiving
Compatibility


Microsoft Windows XP or newer
Microsoft Access 2003
– Part of the Microsoft Office package

Microsoft Outlook or IBM Lotus Notes
– Not compatible with online email servers

Network Sharing
– Multiple simultaneous users
Features
Menu driven
Features
User defined drop-down menus
Features
Records up to 50+ data points
Features
Each record has a unique ID number
Features
Records contact demographics, . . .
Features
contact category, source type, . . .
Features
property locations, narratives . . .
Features
. . . and much more.
Installation


When you receive your database CD,
copy the database file to a shared
folder that all employees have access
to, on your department’s network.
Open the database file in your shared
folder.
The database file name is:
LHDContactTracking_Access2003_20130724A.mde
Opening the Database
Read the entire user agreement
Configuring the Database
Select View or Modify Database Configuration
Configuring the Database
Enter your password at the top of the page
Configuring the Database
The initial password is “password1”
Configuring the Database
•
What MUST be configured, BEFORE
the database can be used . . .
– Hide / Unhide Assigned To
– Hide / Unhide Referred To
– Hide / Unhide Inspector
– Hide / Unhide Communities Served
– View Edit Other Configuration Settings
– Edit Notifications List
Configuring the Database
•
•
The CD contains detailed
configuration instructions
Configuring the database takes 30 to
45 minutes
Adding New Records
Select Add a Contact Tracking Record
Adding New Records
•
When adding a Tracking Record
– The database automatically assigns a
unique ID number, and pre-populates the
date, who is entering the record, and a
follow-up due date
– Complete as many, or as little of the
fields, as necessary to meet the needs of
your department
– Only a few fields (i.e. Category, Assigned
To, etc.) are absolutely required
Adding New Records
– Select View/Update Contact Information
to add additional information about a
property owner
– Records must be saved, before closing
the form
Adding New Records
Select View/Update Contact Information to add
additional information about a property owner
View or Edit a Contact
Tracking Record
There are four ways to view a record
View or Edit a Contact
Tracking Record
All Open Contact Tracking Record
View or Edit a Contact
Tracking Record
Open Records Assigned To A Specific Person
View or Edit a Contact
Tracking Record
All Records Using Specific Search Criteria
(Search includes both open and closed records)
View or Edit a Contact
Tracking Record
All (Open and Closed) Contact Tracking Records
Contact Tracking Reports
There are five standard reports available
Contact Tracking Reports
Open Contact Records – Past Due
Contact Tracking Reports
Open Contact Records – All
Contact Tracking Reports
Closed Contact Records – By Date Range
Contact Tracking Reports
Closed Contact Records – All
Contact Tracking Reports
Tracking Record Log – Specify Tracking Number
Archiving Records
•
As time goes by, it will be become
necessary to archive closed records,
to conserve space.
– The Archive / Purge Closed Records
selection is on the Database
Configuration page, and password
protected
– Only closed records are archived and
deleted
Archiving Records
– Records are archived to a Microsoft
Excel spreadsheet, external to the
database , prior to the deletion of
records
– Data can easily be dumped to an Excel
file, for analysis, without deleting
records
Summary
•
The Local Health Department Contact
Tracking Database is an easy to use
tool to track ensure that all contacts
are handled in a timely manner
– The database provides real-time email
notifications
– Provides reporting functions and
organizes data in an easily searched
format
Summary
– Provides periodic reminder emails
– An easy Quality Improvement project
for those seeking PHAB accreditation
– And, best of all . . .
It’s FREE!
New Jersey
Office of Local Public Health
Natalie Pawlenko
Director
Wayne Sundmacher
Quality Improvement Coordinator