Community Health Aide Program

(CHAP) Database

Data management applicationconstructed for

Alaska Native Medical Center CHAP Training Center

System Summary

• Anchorage CHAP training center (CHAP)– paper-based tracking system– lost or misdirected information

• Database tracks health aide (CHA)– health information– training progress– certification status

• Reasons for implementing database– increased reliability of data– easily accessed and maintained by all staff– helps eliminate paper confusion

Data Sources

• CHAP director - overall process, methods, expectations

• CHAP secretary - forms, lists, contacts; prototype testing and evaluation

• Training coordinator - training process, paper trail, requirements

• Administrative assistant - certification tracking forms and process; prototype testing and evaluation

Data Origin (MS® Word Table)

Data Presentation

• Relational database– started with 4

tables, grew to 10– 10 queries support

lookups and 17 forms

• Links “pull” field value from other tables

• Primary key became AutoNumber

• Microsoft® Access• Visual Basic for

Applications• Calendar control,

modified for begin & end

• Forms, subforms, and sub-subforms

• Reports include form letters and faxes

Entity-Relationship Diagram

Health Aide(530)

Session

Instructor

Village(186)

Corporation(26)

Region(9)

Liaison

Session

Advisor

Sample Health Aide Form

• Opens with “view only,” not “edit”• Multiple pages display all CHA data• Linked to tblVillage and tblSessionRoster

• Subform brings “accepted” enrollment from tblSessionRoster into page

• Only works when “accepted” box is marked!

Training Sessions Page

• Subform “builds” session enrollment• Drop-down lists allow selecting health

aide and changing instructor-liaison• Rather large “comment” field

Session CHA Enrollment Form

• Session Build form contains a Calendar Control to assist in planning course dates, later discarded

• Error checking ensures that “End Date” follows “Begin Date”

Session Build Form

Client Involvement• Interviews during the planning phase led to the

initial design• Additional enhancements and features came from

– Chance meetings in the halls– Telephone calls– E-mail messages

• Prototype demonstrations during the development phase involved– Client stepping through functions at the

desktop– Suggestions for improvement and

enhancement

Results• Database

– Delivered ownership of database to CHAP in 2000

– Professional consultant reworked forms and reports

– Statewide implementation began this year

• Project– expect change; expect complications; expect reworks– use the resources available– I learned valuable skills using MS Access and Visual

Basic which I applied in my work environment