WELCOME To 268H Getting the Clinical out of VA Filemanager

1. 1 WELCOME To 268H Getting the Clinical out of VA Filemanager Tom Fagan Clinical Applications Coordinator at VAMC Richmond, Virginia (804) 675-5298

2. 2 LEARNING OBJECTIVES AND CLASS FORMAT Be able to use basic report functions; inquire, print and search. Be able to use List File Attributes to identify file and field numbers or labels and data types Know how to create and use templates for search, sort and print. Understand Intermediate concepts: point (jump files) and multiples (sub files). Know where to find additional Reference: Fileman Website Understand Importance of Data Validation and Privacy/Security

3. 3 TERMINOLOGY Most Important SYNTAX exact sequence of characters and words for a function to work, may be case sensitive Primary Source of Frustration

4. 4 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

5. 5 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.

6. 6 TERMINOLOGY INTERMEDIATE POINT (JUMP) access a field in related file MULTIPLE is a sub file or a file within a file can contain zero or multiple entries QUALIFIERS and FUNCTIONS are MUMPS expressions used to enhance sort or output

7. 7 DATABASE, FILES, RECORDS and FIELD Relationships for Reports Paper Analogy: Filing Cabinet with drawers (DATABSE), folder (FILES) and sheets of paper (RECORDS AND FIELDS) Complex Relationships

8. 8 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

9. 9 Data Dictionary Utility �Display Structure� File Number or Label Field Number or Label Data Type Pointers Suggest Brief format. LIST FILE ATTRIBUTES

10. 10 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

11. 11 LOG IN FOR HANDS ON ACCESS: ##VEHU VERIFY: VEHU## Example 09VEHU, VEHU09 Training Menu Fileman Option: ? 1 Inquire to File Entries 2 Print File Entries 3 Search File Entries 4 List File Attributes RAG #1 RAG #1

12. 12 REPORT FUNCTIONS Inquire to File Entries Print File Entries Search File Entries RAG #2RAG #2

13. 13 REPORT FUNCTIONS Inquire to File Entries Print File Entries Search File Entries RAG#3 RAG#3

14. 14 REPORT FUNCTIONS Inquire to File Entries Print File Entries Search File Entries ??? For help RAG #4RAG #4

15. 15 LIST ALL FIELDS USING INQUIRE Drug = SIMVASTATIN 80MG TAB At 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 NUMBER Do you want the entire 386-Entry FIELD List? ^A = Sort FIELDS by LABEL starting with A RAG #5RAG #5

16. 16 TEMPLATE COMPARISON Search = saved Search Results or Saved Search Logic Print Sort = saved Sort Logic Print Output = saved Print or Display Format

17. 17 SEARCH TEMPLATE Static as of Run Date and Time Access Results from Print (Sort) Access Logic from Search Orders from a month RAG #6RAG #6

18. 18 PRINT (SORT) TEMPLATE Dynamic Use to Refine Search Template TIP: Sort by: [ �TEXT� = Contains TEXT RAG #7RAG #7

19. 19 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 RAG #8RAG #8

20. 20 PRINT OUTPUT TEMPLATE STANDARD CAPTIONED OUTPUT FIRST 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 RAG #9RAG #9

21. 21

22. 22 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 RAG #10 RAG #11RAG #10 RAG #11

23. 23 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

24. 24 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 RAG #12RAG #12

25. 25 HANDS ON EXAMPLES PRINT SORT TO SEARCH CREATE PRINT SORT TEMPLATE ACCESS SEARCH TEMPLATE-PROCESS AGAIN ACCESS PRINT SORT and OUPUT TEMPLATE ACCESS PRINT SORT and OUTPUT TEMPLATE EDIT MULTIPLE POINT (JUMP)

26. 26 E-TRIP NATIONAL RESORUCE Fileman Homepage url: http://www.va.gov/vdl/application.asp?appid=5 Advanced User Manual contains helpful commands and examples

27. 27 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

28. 28 PRIVACY REVIEW For Protected Health Information (PHI) Distribution: Need to Know- VISTA Email or Outlook with PKI Secure � Encryption or Server Role of Local VISN Information Security Officer National Website: https://vaww.ocis.va.gov/portal/server.pt

29. 29 1-800-HELP ME Phone: Tom Fagan (804)675-5298 EMAIL: THOMAS.FAGAN@VA.GOV

30. 30 QUESTIONS

31. 31 Reference 1- Select Print, Sort Qualifiers and Operators

32. 32 Reference 2 � Select Fileman Functions