206H - Pharmacy FileMan and Query Tools

1. 206H - Pharmacy FileMan and Query Tools Rob Silverman, PharmD LuAnne Barron, RPh

2. Goals and Objectives • Compare and Contrast the utility of VA FileMan and the Query Tool in obtaining typical pharmacy data • Practice report building and editing • Understand the limitations of each method and the importance of validating your data

3. Sample Reports • Outpatient pharmacy : List all the patients that are on simvastatin • Useful for MUE, drug recalls, formulary substitution, etc. • Inpatient pharmacy: List all the patients that are on warfarin • Useful for daily clinical monitoring • Canned Reports, for example: • Incomplete Orders • Abnormal Results

4. Outpatient Pharmacy – Which Tool to Use • Query • Start with a predefined selection of patients • Team or Clinic • Potentially runs faster • May be easier to reuse and share with others • Data is exportable • FileMan • Select from among all patients • CPU intensive • Save as a FileMan sort and print template • Data is exportable

5. FileMan/Query Tool Comparison

6. Inpatient Pharmacy – Which Tool to Use • Patients on Specific Drugs Report (PSD) • An “old standby” report for many pharmacists • Not too slow once you get to know it • Retrieves orders that are ACTIVE as of a certain date • Difficult to save for reuse

7. Inpatient Pharmacy – Which Tool to Use • Query Tool • May start out a little slower (not to mention the learning curve), but gets faster with use • Retrieves orders that were WRITTEN as of a certain date • May get some extra (DC’ed) orders in the report • Can be saved for daily reuse • Modify and save a variation of an existing report • Exportable and shareable between colleagues • Different control over the data displayed

8. PSD/Query Tool Comparison

9. Predefined and Custom Queries A little more about Query Tool • It’s part of Care Management on the dashboard

10. Step 1 – Select your group of patients

11. Step 2a – Select the timeframe of VISIT

12. Step 2b – Select the timeframe of RESULTS

13. Qualifiers: Step 3 – Select what you’re looking for

14. Step 4 – Define your output

15. Stored in 102.21 CPRS QUERY DEFINITION FILE Step 5 – Save Custom Reports

16. Ready to Run

17. Sensitive Patients

18. Results and Details

19. A little more about FileMan Think of a filing cabinet with • drawers (files) - PRESCRIPTION • folders (records) – RX #901958 • notes on the folder itself (flat fields) • Patient Name, Drug, Quantity • papers inside the folders (multiple fields) • Refill #1, Refill #2, Partial #1, CMOP Activity

20. FileMan functions • INQUIRE – look at a record (a folder) • PRINT – look at a series of records • Dynamic searching • A little bit of M • SEARCH – look for a selected set of records • Static searches that can be saved • Logical

21. Data Validation • Does Your Output Make Sense? • Random Sample • Time Or Single Events (Snowbirds) • Intuition • Consult An ADPAC Or Expert

22. What we’re going to do hands-on • OUTPATIENT EXAMPLE • Patients on simvastatin (“active and suspended”) via FileMan and Query • INPATIENT EXAMPLE • Patients on warfarin via PSD (Patients on Selected Drugs) and Query • Discussion of the CANNED QUERY REPORTS

23. Log On • Access code: ##VEHU • Verify code: VEHU## • If your name is not LuAnne Barron or Robert Parish, you are NOT number 00.

24. References • Rob Silverman (Robert.Silverman2@med.va.gov) • 708-202-5040 • Tom Fagan (Thomas.Fagan@med.va.gov) • 804-675-5298 • FileMan documentation • http://vista.med.va.gov/fileman/index.asp • Query documentation • http://vaww.vistau.med.va.gov/VistaU/CPRS/rcprsevents.htm (see June 2003 section)

25. ? ? ? ? ? ? ? ? Questions?