WELCOME TO BASIC VA FILEMAN 113H

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WELCOME TO BASIC VA FILEMAN 113H

Tom Fagan Clinical Applications Coordinator at VAMC Richmond, Virginia

(804) 675-5298

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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 Reference: Fileman Website.

6. Understand Importance of Data Validation and Privacy/Security

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TERMINOLOGY Most Important

• SYNTAX exact sequence of characters and words for a function to work, may be case sensitive

• Primary Source of Frustration

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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

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TERMINOLOGY Miscellaneous

• IEN NUMBER is the unique number assigned to record by software, contained in the .001 field

• 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.

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FILES, RECORDS and FIELD REPORTS

•Relationships for Accurate Reports

•Paper Analogy: Filing Cabinet with drawers, folder and sheets of paper.

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FILES, RECORDS and FIELD EXAMPLES

File: a collection of related information, example: the PATIENT FILE

Record: a collection of fields that are related to a single thing, example: one PATIENT’S Demographics ( ADDRESS, AGE, PHONE…)

Field: a single piece of information in a record, example: patient phone number

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• Data Dictionary Utility “Display Structure”

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

LIST FILE ATTRIBUTES

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LIST FILE ATTRIBUTES DATA TYPES

•DATE/TIME Date of Birth•FREE TEXT Address•SET OF CODES M=Male F=Female

•WORD-PROCESSINGComments•NUMERIC Number •COMPUTED Age

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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

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REPORT FUNCTIONS

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

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REPORT FUNCTIONS

• Inquire to File Entries

• Print File Entries • Search File Entries

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REPORT FUNCTIONS

• Inquire to File Entries• Print File Entries

• Search File Entries??? For help

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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

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TEMPLATE COMPARISON

•Search = saved Search Results or Saved Search Logic

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

Display Format

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SEARCH TEMPLATE

•Static as of Run Date and Time

•Access Results from Print (Sort)

•Access Logic from Search•Orders from a month

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PRINT (SORT) TEMPLATE

•Dynamic•Use to Refine Search Template

TIP: Sort by: [ “TEXT” = Contains TEXT

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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

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PRINT OUTPUT TEMPLATE

STANDARD 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

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(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

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SESSION MENU

VA FileMan Version 22.0

Enter or Edit File Entries Print File Entries Search File Entries Modify File Attributes Inquire to File Entries Utility Functions ... Data Dictionary Utilities ... List File

Attributes Transfer Entries Other Options ...

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LOG IN FOR HANDS ON

ACCESS: 00VEHUVERIFY:VEHU00

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#1 HANDS ON - LIST FILE ATTRIBUTES

DATA Dictionary Utilities LIST File Attributes START WITH WHAT FILE: DRUG OR 50 DRUG

(3587 entries) GO TO WHAT FILE: DRUG// Select SUB-FILE: Select LISTING FORMAT: STANDARD// BRIEF ALPHABETICALLY BY LABEL? No// Y (Yes)Start with field: FIRST//

DEVICE: TELNET PORT Right Margin: 80//

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HANDS ON - LIST FILE ATTRIBUTES – SAMPLE

OUTPUT

BRIEF DATA DICTIONARY #50 -- DRUG FILE MAY 3,2007@15:57:37 PAGE 1

SITE: TROY ISC SUPPORT ACCOUNT UCI: LEC1,ROU (VERSION 1.0)

-------------------------------------------------------------------------------

*ATC CANISTER 50,212.1 NUMBER ATC CANISTER (OLD) Enter a Number between 1 and 212, 0

Decimal Digits.

*LAB TEST MONITOR 50,623002 POINTER TO LABORATORY TEST FILE

(#60)

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#2 HANDS ON - INQUIRE

INQUIRE to File EntriesOUTPUT FROM WHAT FILE: DRUG/Select DRUG GENERIC NAME: `153 SIMVASTATIN 40MG TAB CV350 ANOTHER ONE: STANDARD CAPTIONED OUTPUT? Yes// (Yes)Include COMPUTED fields: (N/Y/R/B): NO// b BOTH Computed Fields and Record Number (IEN)DISPLAY AUDIT TRAIL? No// NO

OUTPUTGENERIC NAME: SIMVASTATIN 40MG TAB VA CLASSIFICATION: CV350 DEA, SPECIAL HDLG: 6PSYNONYM: ZOCOR INTENDED USE: TRADE NAME PHARMACY ORDERABLE ITEM: SIMVASTATIN APPLICATION PACKAGES' USE: OXU NDC: 000006-0749-54 CMOP DISPENSE: YESACTIVITY LOG: FEB 20, 2007@13:21:55 REASON: EDIT INITIATOR OF ACTIVITY: PHARMACIST,THREE FIELD EDITED: CMOP Dispense NEW VALUE: YES ORDER UNIT: BT PRICE PER ORDER UNIT: 504.18 DISPENSE UNITS PER ORDER UNIT: 1000 PRICE PER DISPENSE UNIT: 0.5042 SOURCE OF SUPPLY: 6U DISPENSE UNIT: TAB CURRENT INVENTORY: -10980 STRENGTH: 40 UNIT: MGDISPENSE UNITS PER DOSE: 1 DOSE: 40 PACKAGE: IO

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#3 HANDS ON CREATE PRINT OUTPUT TEMPLATE USING INQUIRE

INQUIRE to File EntriesOUTPUT FROM WHAT FILE: DRUG OR 50 DRUG (3587

entries)Select DRUG GENERIC NAME: METFOR,1000 METFORMIN

HCL 1000MG TAB HS502 ANOTHER ONE: STANDARD CAPTIONED OUTPUT? Yes// N FIRST PRINT FIELD: ]FIRST PRINT FIELD: GENERIC NAME THEN PRINT FIELD: 3 =DEA, SPECIAL THEN PRINT FIELD: INACTIVE DATE THEN PRINT FIELD: Heading (S/C): DRUG LIST//

STORE PRINT LOGIC IN TEMPLATE: 00.DEA

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#4 HANDS ON - PRINT “SORT”

PRINT File EntriesOUTPUT FROM WHAT FILE: DRUG OR

50SORT BY: GENERIC NAME//START WITH GENERIC NAME: FIRST// FIRST PRINT FIELD:[00.DEA

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#5 HANDS ON - PRINT SORT TO SEARCH

PRINT File Entries OUTPUT FROM WHAT FILE: DRUG// SORT BY: GENERIC NAME// DEA["2”WITHIN DEA["2", SORT BY: FIRST PRINT FIELD: [00.DEASORT BY: GENERIC NAME// START WITH GENERIC NAME: FIRST// FIRST PRINT FIELD: Heading (S/C): DRUG SEARCH// DEVICE: TELNET PORT Right Margin: 80// DRUG SEARCH AUG 1,2007 10:08

PAGE 1--------------------------------------------------------------------------------3093 MATCHES FOUND.

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#6 HANDS ON – SEARCH

SEARCH File Entries

OUTPUT FROM WHAT FILE: DRUG -A- SEARCH FOR DRUG FIELD: INACTIVE -A- CONDITION: NULL

-B- SEARCH FOR DRUG FIELD: IF: A// INACTIVE DATE NULLSTORE RESULTS OF SEARCH IN

TEMPLATE:00ACTIVE

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#7 HANDS ON CREATE TEMPLATE PRINT SORT

PRINT File EntriesOUTPUT FROM WHAT FILE: DRUGSORT BY: GENERIC NAME// ]SORT BY: GENERIC NAME// @‘DEA["2" By 'dea', do you mean DRUG 'DEA, SPECIAL HDLG'? Y WITHIN DEA["2", SORT BY: +DEA, SPECIAL START WITH DEA, SPECIAL HDLG: FIRST// WITHIN DEA, SPECIAL HDLG, SORT BY: STORE IN 'SORT' TEMPLATE: 00DEA

Print output next slide

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#8 HANDS ON CREATE TEMPLATE PRINT SORT

FIRST PRINT FIELD: !DEA, SPECIAL HDLG THEN PRINT FIELD: DEVICE: DRUG STATISTICS MAY 17,2007 15:31 PAGE 1-------------------------------------------------------------------------------

DEA, SPECIAL HDLG: 2ASUBCOUNT 57 DEA, SPECIAL HDLG: 2APSUBCOUNT 19 DEA, SPECIAL HDLG: 2APRSUBCOUNT 1 DEA, SPECIAL HDLG: 2AWSUBCOUNT 1………….. COUNT 89

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# 9 HANDS ON CREATE SEARCH TEMPLATE

SEARCH File Entries

OUTPUT FROM WHAT FILE: DRUG

-A- SEARCH FOR DRUG FIELD: DEA, SPECIAL HDLG

-A- CONDITION: CONTAINS -A- CONTAINS: 2 -B- SEARCH FOR DRUG FIELD: INACTIVE DATE

-B- CONDITION: NULL -C- SEARCH FOR DRUG FIELD:

IF: AB DEA, SPECIAL HDLG CONTAINS "2" and INACTIVE DATE NULL

STORE RESULTS OF SEARCH IN TEMPLATE: 00ACTDEA2 Are you adding ‘00ACTDEA2' as a new SORT TEMPLATE? No// Y

SORT BY: GENERIC NAME// START WITH GENERIC NAME: FIRST// FIRST PRINT FIELD:

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#10 HANDS ON ACCESS SEARCH TEMPLATE-PROCESS AGAIN

SEARCH File EntriesOUTPUT FROM WHAT FILE: DRUG

-A- SEARCH FOR DRUG FIELD: [00ACTDEA2 DEA, SPECIAL HDLG CONTAINS "2" and INACTIVE DATE NULLSTORE RESULTS OF SEARCH IN TEMPLATE:

SORT BY: GENERIC NAME// START WITH GENERIC NAME: FIRST// FIRST PRINT FIELD:

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#11 HANDS ON ACCESS SEARCH TEMPLATE-RESULTS

PRINT File EntriesOUTPUT FROM WHAT FILE: DRUG SORT BY: GENERIC NAME// [00ACTDEA2

WITHIN ‘00ACTDEA2' NUMBER, SORT BY:

FIRST PRINT FIELD: [00DEA WANT TO EDIT ‘00DEA' TEMPLATE? NHeading (S/C): DRUG LIST//

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#12 HANDS ON ACCESS PRINT SORT and OUPUT TEMPLATE

PRINT File Entries

PRESCRIPTION OR 52SORT BY: RX #// [H113.WORKLOAD* Previous selection: FINISH DATE/TIME from Jun 1,2006 to Jun 12,2007@24:00START WITH FINISH DATE/TIME: Jun 1,2006// (JUN 01, 2006)GO TO FINISH DATE/TIME: Jun 12,2007// (JUN 12, 2007)

FIRST PRINT FIELD: [H113.WORKLOAD

WANT TO EDIT 'H113.WORKLOAD' TEMPLATE? NHeading (S/C): PRESCRIPTION STATISTICS Replace DEVICE: TELNET PORT Right Margin: 80//PRESCRIPTION STATISTICS AUG 1,2007 10:48 PAGE 1 FINISHING PERSON-------------------------------------------------------------------------------- FINISHING PERSON: PHARMACIST,THIRTYSUBCOUNT 85 FINISHING PERSON: PROVIDER,TWOHUNDREDFORTYEIGHTSUBCOUNT 1 FINISHING PERSON: PROVIDER,TWOHUNDREDFORTYNINESUBCOUNT 20COUNT 106:

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#13 HANDS ON ACCESS PRINT SORT and OUPUT TEMPLATE

EDIT VIEWOUTPUT FROM WHAT FILE: 52

SORT BY: RX #// [H113.WORKLOAD

WANT TO EDIT 'H113.WORKLOAD' TEMPLATE? NO// y NAME: H113.WORKLOAD// READ ACCESS: WRITE ACCESS: SORT BY: '@FINISH DATE/TIME// * Previous selection: FINISH DATE/TIME from Jun 1,2006 to Jun 12,2007@24:00START WITH FINISH DATE/TIME: Jun 1,2006// (JUN 01, 2006)GO TO FINISH DATE/TIME: Jun 12,2007// (JUN 12, 2007) WITHIN FINISH DATE/TIME, SORT BY: +FINISHING PERSON// START WITH FINISHING PERSON: FIRST// WITHIN FINISHING PERSON, SORT BY: STORE IN 'SORT' TEMPLATE:

FIRST PRINT FIELD: [H113.WORKLOAD WANT TO EDIT 'H113.WORKLOAD' TEMPLATE? No// y NAME: H113.WORKLOAD// READ ACCESS: WRITE ACCESS: FIRST PRINT FIELD: FINISHING PERSON!// THEN PRINT FIELD: Heading (S/C): PRESCRIPTION STATISTICS Replace STORE PRINT LOGIC IN TEMPLATE: DEVICE:

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HANDS ON JUMP PRINT OUTPUT TEMPLATE EXAMPLE

(optional)PRESCRIPTION// inquire or print sort allSelect PRESCRIPTION RX #: 500508

[ H113.BEERSAGECHECK (Jul 13, 2007@11:21) User #1 File #52 WANT TO EDIT 'H113.BEERSAGECHECK' TEMPLATE? No// y (Yes)NAME: H113.BEERSAGECHECK//

FIRST PRINT FIELD: patient:// THEN PRINT PATIENT FIELD: $S(AGE>65:"BEERS

WARNING",1:"YOUNG PATIENT") Replace THEN PRINT PATIENT FIELD: // THEN PRINT FIELD: RX #;C25// THEN PRINT FIELD: DRUG// THEN PRINT FIELD: PATIENT//

THEN PRINT FIELD: patient:age// By 'patient', do you mean PRESCRIPTION 'PATIENT'? Yes// (Yes) By 'age', do you mean PATIENT 'AGE'? Yes// (Yes)THEN PRINT FIELD:

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HANDS ON (Multiple) PRINT OUTPUT TEMPLATE EXAMPLE

(optional)OUTPUT FROM WHAT FILE: PRESCRIPTION// SORT BY: RX #// @'refILL REFILL SUB-FIELD: .01 REFILL DATESTART WITH REFILL DATE: FIRST// WITHIN REFILL DATE, SORT BY: 'H113.REFILL' TEMPLATE? No// y (Yes)FIRST PRINT FIELD: REFILL// (multiple) FIRST PRINT REFILL SUB-FIELD: rx;X// By 'rx', do you mean PRESCRIPTION 'RX #'? Yes// (Yes) THEN PRINT REFILL SUB-FIELD: "@";X// THEN PRINT REFILL SUB-FIELD: DRUG EXPIRATION DATE;L10;X THEN PRINT REFILL SUB-FIELD: "@";X// THEN PRINT REFILL SUB-FIELD: NUMDATE(issue);X// By 'issue', do you mean PRESCRIPTION 'ISSUE DATE'? Yes// (Yes) THEN PRINT REFILL SUB-FIELD: "@";X// THEN PRINT REFILL SUB-FIELD: (unit pric*qty);X// By 'unit pric', do you mean PRESCRIPTION 'UNIT PRICE OF DRUG'? Yes// (Yes) By 'qty', do you mean REFILL 'QTY'? Yes// (Yes) THEN PRINT REFILL SUB-FIELD: "@";X// THEN PRINT REFILL SUB-FIELD: NUMDATE(REFILL DATE);X Replace THEN PRINT REFILL SUB-FIELD: "@";X// THEN PRINT REFILL SUB-FIELD:

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E-TRIP NATIONAL RESORUCE

• Fileman Homepage:http://www.va.gov/vdl/application.asp?appid

=5

http://www.va.gov/vdl/application.asp?appid=5



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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

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PRIVACY REVIEW

For Protected Health Information (PHI)

• Distribution: Need to Know- VISTA Email or Outlook with PKI

• Secure – Encryption or ServerRole of Local VISN Information

Security Officer National Website:https://vaww.ocis.va.gov/portal/

server.pt

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1-800-HELP ME

Phone: Tom Fagan (804)675-5298EMAIL: [email protected]

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QUESTIONS

?

Documents

WELCOME TO BASIC VA FILEMAN 113H