Registry 201 Excel Registry Training. Registry 201 Excel Registry Training Outline â– Important Information about PHI â– Getting to know you â– Excel Registry

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  • Slide 1
  • Registry 201 Excel Registry Training
  • Slide 2
  • Registry 201 Excel Registry Training Outline Important Information about PHI Getting to know you Excel Registry Training
  • Slide 3
  • Dont send the Coordinating Center any PHI (Protected Health Information)
  • Slide 4
  • What is PHI Names Geographic subdivisions smaller than a state (tribe is ok) Date of birth, date of death Telephone numbers, fax numbers Email addresses Social Security Numbers Medical Record Numbers Health plan beneficiary numbers
  • Slide 5
  • What is PHI (cont) Account numbers, certificate/license numbers Vehicle identifiers & serial numbers including license plate numbers Device identifiers & serial numbers URLs, IP address numbers Biometric identifiers including finger & voice prints Full face photographic images & any comparable images Any other unique identifying numbers, characteristic code
  • Slide 6
  • PHI in the Excel Registry Columns 2 14 (columns E Q), Black text on a gray background, White cells
  • Slide 7
  • Before we begin New to the SDPI program or first time here? New with computers? Never used Excel?
  • Slide 8
  • Excel Registry Training Walk through setting up folders on your computer Naming the Excel registry Files Macros in Excel Formulas Copy data from version 1 to version 3 of the registry file
  • Slide 9
  • Folders and Naming Files Create 3 folders at the root of c:\ 1. Excel_Data_Files within the Excel_Data_Files folder 1. Backup_files 2. Files_sent_to_CC
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  • View from Windows Explorer 3 folders created
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  • Most important things to remember Dont send the Coordinating Center any PHI data Backup your files Password protect the Excel Registry file on laptop 1. File save as tools general options 2. Tools Options Security tab
  • Slide 12
  • Name of the Excel Registry File sent to Coordinating Center NDPID.site # - CC HH Excel Registry ver 3 mm.dd.yyyy The date at the end of the file is the date you sent the file to the Coordinating Center How to handle more than one site
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  • Name of the Excel Registry File sent to Coordinating Center More than one site For example: Northwest Washington Indian Health Board has 4 sites Northwest Washington Indian Health Board has 4 sites Excel Registry file name 64207.1 CC HH Excel Registry ver 3 02.28.2006 64207.1 CC HH Excel Registry ver 3 02.28.2006 64207.2 CC HH Excel Registry ver 3 02.28.2006 64207.2 CC HH Excel Registry ver 3 02.28.2006 64207.3 CC HH Excel Registry ver 3 02.28.2006 64207.3 CC HH Excel Registry ver 3 02.28.2006 64207.4 CC HH Excel Registry ver 3 02.28.2006 64207.4 CC HH Excel Registry ver 3 02.28.2006
  • Slide 14
  • Opening Excel
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  • Setting Macro Security On the tool bar Tools Macro - Security
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  • Setting Macro Security Change to Medium, click on OK
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  • Close the Excel program down Open the Excel Registry file Click on Enable Macros
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  • What the Macro will do Clears the data out of the white cells Columns 2 14 (E Q) Changes the formulas to a value
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  • Running the Macro Run the Macro only in the file you will be sending to the Coordinating Center On the tool bar - Tools Macro Macros
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  • Running the Macro Highlight the Macro name Set_Values_and_Clear Click Run
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  • What to do if the Macro doesnt work? Manually Clear out the PHI First replace the formula cells with the value 1.Highlight the cells 2.Right click on the cells 3.Select Copy 4.Right click on the cells 5.Select Paste Special
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  • Click on Values Click on ok
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  • Formulas Cells with formulas may have a green mark in the upper left hand corner of the cell In the Excel Registry, Column headings with purple text should have formulas
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  • Whats new in Version 3 Has more formulas Marco runs faster Marco replaces formulas with a value
  • Slide 25
  • Copy data from version 1 to version 3 Open up Excel Registry Version 1 Open up Excel Registry Version 3 Check the participant number order Highlight the rows in version 1 Ctrl-C to copy the data Go to version 3 and click on cell A4 Ctrl-V to paste the data
  • Slide 26
  • Send Excel Registry files to: Jeanne Amos Jeanne.amos@uchsc.edu Questions?