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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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