Pharmacy Informatics Workgroup 1 WELCOME TO BASIC VA FILEMAN REPORTS SESSION Tom Fagan, Pharmacy Benefits Management Clinical Informatics VA FileMan Instructor

Pharmacy Informatics Workgroup

1

WELCOME TO BASIC VA FILEMAN REPORTS SESSION

Tom Fagan, Pharmacy Benefits Management Clinical Informatics VA FileMan Instructor and

Clinical Applications Coordinator at VAMC Richmond, Virginia

Pharmacy Informatics Workgroup 2

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 References6. Understand Importance of Data Validation and

Privacy/Security


Sources of Data for PI AnalysisReport type Start with

all patients in database

Access to ALL fields and files

Real Time

Easy to Learn

Access for any user

Comments

FILEMAN YES YES YES NO Maybe ANYTHING; patient safety alert; create VISTA option

DSS (data warehouse)/ ProClarity PBM rollup

YES NO NO NA NO Service COST Analysis /Drug budget/ NOT REAL TIME?

CPRS QUERY TOOL

NO NO YES YES YES Ideal for Clinical Care WARD or Clinical

REMINDER DUE YES NO YES MENU YES Monitor Clinical Care Patients/ Performance monitor

REMINDER PATIENT LIST

YES NO YES NO NO Monitor Clinical Care , display results and demographics


Data Sources continued

• Standard VISTA options–Data Validation–No modifications– Import to MS-

app (space delimiter)

–System Performance?

• MUMPS Routines–Class III–Multiples –Pointing to

related files–Require

Programmer?


Data Use

• Package Support– Reports not

present in package

• Management– Budget– Workload

• Research• Patient Safety


TERMINOLOGY Most Important

1. FileMan or VA FILE MANAGER2. SYNTAX exact sequence of characters and

words for a function to work, may be case sensitive

3. CONTEXT !4. Primary Source of Frustration


TERMINOLOGY Miscellaneous

• IEN NUMBER is the unique number assigned to record by software, contained in the NUMBER Field


TERMINOLOGY Intermediate

• 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.

• QUALIFIERS and FUNCTIONS are MUMPS expressions used to enhance sort or output


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


PAPER ANALOGY

Filing Cabinet with drawers (DATABASE), folder (FILES) and sheets of paper (RECORDS AND FIELDS)

• Complex Relationships


• Data Dictionary Utility “Display Structure”

• File Number or Label• Field Number or Label• Data Type• Pointers• Suggest Brief format

LIST FILE ATTRIBUTES


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


REPORT FUNCTIONS

• Inquire to File Entries• Print File Entries • Search File Entries


REPORT FUNCTIONS

• Inquire to File Entries

• Print File Entries • Search File Entries


REPORT FUNCTIONS

• Inquire to File Entries• Print File Entries

• Search File Entries??? For help


LIST ALL FIELDS USING INQUIRE

Drug = SIMVASTATIN 80MG TABAt 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 NUMBERDo you want the entire 386-Entry FIELD List?

^A = Sort FIELDS by LABEL starting with A ASCII SORT


TEMPLATE COMPARISON

• Search = saved Search Results or Saved Search Logic

• Print Sort = saved Sort Logic• Print Output = saved Print or

Display Format


SEARCH TEMPLATE

• Static as of Run Date and Time• Access Results from Print

(Sort)• Access Logic from Search• Orders from a month


PRINT (SORT) TEMPLATE

• Dynamic• Use to Refine Search TemplateTIP: Sort by: field name [ “TEXT”

= field name Contains TEXT


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


PRINT OUTPUT TEMPLATESTANDARD CAPTIONED OUTPUTFIRST 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


(NO Edit)

ALL Functions from FIRST PRINT FIELD

Print Print for results ORSearch –run again

PrintTo Access Template Use Function


PrintSearch InquireTo Create or Edit Template Use Function

PRINT PRINT OUTPUTOUTPUT

PRINT PRINT SORTSORT

SEARCHSEARCHINQUIREINQUIRE

Type of Type of TemplatesTemplates

(NO Edit)


Print Print for results ORSearch –run again

PrintTo Access Template Use Function


PrintSearch InquireTo Create or Edit Template Use Function

PRINT PRINT OUTPUTOUTPUT

PRINT PRINT SORTSORT

SEARCHSEARCHINQUIREINQUIRE

Type of Type of TemplatesTemplates


INTERMEDIATE CONCEPT JUMP FILES

• Jump or Point with : • Access a field in related file (example

patient demographics from prescription file)

• Syntax: Prescription (first print field): PATIENT:AGE

OR

FIRST PRINT FIELD: PATIENT: THEN PRINT PATIENT FIELD: AGE


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


INTERMEDIATE CONCEPT MULTIPLES FIELDS

• Multiples Fields: Sub file within a file • Designation: (multiple) and “indent”• Can be blank or contain one or more entries• Subfield has all characteristics of a file,

folder within a folder


E-TRIP NATIONAL RESOURCES

• FileMan Homepage url:http://www.va.gov/vdl/application.asp?appid=5

Advanced VA FileMan User Manual contains explaination commands and examples

• PBM FileMan SharePoint:

http://vaww.infoshare.va.gov/sites/vapharmacyinformatics/WIKI/FileMan/Home.aspx


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


PRIVACY SECURITY ISSUES

For Protected Health Information (PHI)• Distribution: Need to Know- VISTA

Email or Outlook with PKI or RMS• Secure – Encryption or Server

Role of Local VISN Information Security Officer

National Website:https://vaww.infoprotection.va.gov/index.aspx


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1-800-HELP MEPhone: Tom Fagan (804)675-5298

EMAIL: [email protected]


QUESTIONS

?


LOG IN FOR HANDS ONACCESS: nnVEHU

VERIFY: VEHUnn

nn number to be assigned by instructor

Training Menu

Training Menu

1 List File Attributes

2 Inquire to File Entries

3 Print File Entries

4 Search File Entries

5 Template Edit

Documents

Pharmacy Informatics Workgroup 1 WELCOME TO BASIC VA FILEMAN REPORTS SESSION Tom Fagan, Pharmacy Benefits Management Clinical Informatics VA FileMan Instructor