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WELCOME TO BASIC VA FILEMAN REPORTS SESSION

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 . LEARNING OBJECTIVES AND CLASS FORMAT.

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WELCOME TO BASIC VA FILEMAN REPORTS SESSION

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  1. WELCOME TO BASIC VA FILEMAN REPORTS SESSION Tom Fagan, Pharmacy Benefits Management ClinicalInformatics VA FileMan Instructor and Clinical Applications Coordinator at VAMC Richmond, Virginia

  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 References • Understand Importance of Data Validation and Privacy/Security

  3. Sources of Data for PI Analysis

  4. 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?

  5. Data Use • Package Support • Reports not present in package • Management • Budget • Workload • Research • Patient Safety

  6. TERMINOLOGY Most Important • FileMan or VA FILE MANAGER • SYNTAX exact sequence of characters and words for a function to work, may be case sensitive • CONTEXT ! • Primary Source of Frustration

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

  8. 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

  9. 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

  10. PAPER ANALOGY Filing Cabinet with drawers (DATABASE), folder (FILES) and sheets of paper (RECORDS AND FIELDS) • Complex Relationships

  11. LIST FILE ATTRIBUTES • Data Dictionary Utility “Display Structure” • File Number or Label • Field Number or Label • Data Type • Pointers • Suggest Brief format

  12. 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

  13. REPORT FUNCTIONS • Inquire to File Entries • Print File Entries • Search File Entries

  14. REPORT FUNCTIONS • Inquire to File Entries • Print File Entries • Search File Entries

  15. REPORT FUNCTIONS • Inquire to File Entries • Print File Entries • Search File Entries ??? For help

  16. 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 ASCII SORT

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

  18. SEARCH TEMPLATE • Static as of Run Date and Time • Access Results from Print (Sort) • Access Logic from Search • Orders from a month

  19. PRINT (SORT) TEMPLATE • Dynamic • Use to Refine Search Template TIP: Sort by: field name [ “TEXT” = field name Contains TEXT

  20. 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

  21. 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 RecordNumber (IEN) DISPLAYS only populated fields – default with INQUIRE

  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

  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. 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

  25. 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

  26. 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

  27. 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

  28. 1-800-HELP ME Phone: Tom Fagan (804)675-5298 EMAIL: THOMAS.FAGAN@VA.GOV

  29. QUESTIONS ?

  30. LOG IN FOR HANDS ON ACCESS: 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

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