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Steps
Some background on Access and why it is used
Some basic definitions Different Components of Access Creating an Access database with
pharmacy claims data Extracting useful information to
address specific questions
What is Microsoft Access?
Relational, multi-user database management system that runs on the Microsoft Windows platform
Relational: data stored in one table can be related to data stored in another table within the structure of one database
Multi-user: more than one person can access the same data at the same time.
Why Access?
InexpensiveRelatively Easy to UseLimitations of ExcelPowerful functionality that can
be learned gradually
Some Basic Definitions
Database: A repository of information e.g. A file containing all the claims records of the members
of a health plan
Table: A collection of information relating to a specific category
e.g claims by therapeutic class
Record: A collection of information about one object in the table
e.g. each patient has a record Field: A specific category of information in each record
e.g. client name
Components of Access
TABLES: Store data in rows and columns
QUERIES: Extract, summarize and alter table contents
FORMS: templates for altering and viewing table data
REPORTS: Display information in an accessible format
MACROS and MODULES: Automate processes and create custom functionality
Components of Access
Demonstration
Tables: - Design View
- Datasheet View
Queries: - Design View
- Design Grid
- Running a Query
- Totals
Creating an Access DatabaseStarting up
Start AccessChoose to create a new, blank
databaseSpecify the directoryGet the data
Three basic methods:
1. Create a table from scratch
2. Import or link to external data
3. Create a table from other information already in the Access database
Creating an Access DatabaseGetting the Data
Select “File/Get External Data/Import
Select appropriate file type
Point to appropriate file in appropriate directory
Creating an Access DatabaseImporting Data
For text files The “Import Text Wizard” dialog box will
appear and you can see your data
Choose (for this dataset):- Comma delimited, first row contains field
name- Create in a new table, let Access choose the
primary key- Specify the name e.g. “RawData”(Demonstrate with example)
Creating an Access DatabaseImporting Data
Click the “Queries” tab, the “New” button, then “Design View”
Select the table (and or query) that you want to base your new query on
Double click, or drag, each filed that you want into the design grid
Hit the red exclamation mark
Extracting InformationCreating a Query
Extracting InformationThe Criteria Row
E.g Create a query that selects patients who have only filled one prescription
Put MBR_ID and DRUG in the Design Grid Save the Query as MonoMbrsPrep Now create a new based on the query MonoMbrsPrep Click the symbol Group by MBR_ID and count DRUG Use Criteria to include those records where Count of DRUG
is 1 Run the Query Save the Query as MonoMbrs.
Extracting InformationCreating a Custom Function Right click in an empty Design Grid
column Select “Build” Expand “Functions” then “Built-in…..” In the far right column, find and double-
click on the function you need E.g. Max (<<expr>>)” appears in the
“Expression Builder box
Extracting InformationCreating a Custom Function Click on “<<expr>>” In the lower left hand column, select
“Tables” or “Queries”, depending on the filed you want
Double-click on the field you want in the middle column
Extracting InformationLinking queries to create another
E.g. Create a new query based on MonoMbrs, RxSpan and Quantity
Click on MBR_ID in MonoMbrs and drag it on top of MBR_ID in RxSpan
Repeat this step, but now drag it on top of Quantity
Only members common to all tables will be included as output
Extracting InformationCreating a Table
Click the “Tables” tab Click “New” Select “Design View” Type “Drug” in the “Field Name” column Specify “Text” as the type Provide a useful description
Extracting InformationCreating a Table
Create the “MinEffDose” in the same way except specify the type as “Number”
Save the table as MinEffDose No need for a primary key Select the “Datasheet View”. Specify the following minimum doses:
– Paxil:10 – Prozac: 20– Zoloft: 50
Extracting InformationUsing Tables and Queries E.g. calculating the percentage of the minimum
dose taken by patients - Create a new query based on the tables
RawData, MinEffDose and the query:AvgDailyDose
- Join RawData and AvgDailyDose on MBR_ID- Join RawData and MinEffDose on DRUG- Put MBR_ID, DRUG, SPAN and MINEFFDOSE
in the Design Grid
Extracting InformationUsing Tables and Queries- Create a field “PercentDose” as a custom
function: PercentDose = ([AvgMG])/ ([MinEffDose])
- Run the Query to check if it works- Avoid Duplicate Records:
– Go Back to Design View
– Right Click in the area where the tables are
– Select “Properties”
– Change “Unique Values” to “Yes”
Extracting InformationUsing Tables and Queries- Format the “PercentDose” Field:
- With the “Properties” Window still open click in the “PercentDose” column
- Select “Percent” in “Format” field
- Select zero decimal places
- Run the Query to check if it works- Save the Query as SpanDose
Extracting InformationMaking a Table from a Query
Open the query e.g. SpanDose. Go to Design View and Right Click in
the area where the tables are Click the “Query” menu item and select
the “Make-Table Query” Type the name of the table when
prompted, “SpanDose”
Extracting InformationMaking a Table from a Query
Run the Query to check if it works Save the Query as
SpanDoseMakeTableQry
You should now have in your database: a new table, a new makeTable query and the original SpanDose query.