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New Jersey Office of Local Public Health. Local Health Department Contact Tracking Database. An easy to use, efficient way to track the contacts, inquiries and complaints your local health department receives. Local Health Department Contact Tracking Database. Features:
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New JerseyOffice of Local Public Health Local Health DepartmentContact Tracking Database An easy to use, efficient way to track the contacts, inquiries and complaints your local health department receives.
Local Health DepartmentContact Tracking Database Features: Tracks complaints, inquiries, investigations and administrative actions Enhances oversight of staff activity Provides periodic reminder emails Provides searchable data and reports Reduces paper records, files and workload Provides an easy QI project for those seeking PHAB accreditation .
Local Health DepartmentContact Tracking Database Topics we will cover in this presentation: Compatibility requirements Database features Installation User agreement System configuration and customization Adding and editing records Reports and archiving
Compatibility • Microsoft Windows XP or newer • Microsoft Access 2003 • Part of the Microsoft Office package • Microsoft Outlook or IBM Lotus Notes • Not compatible with online email servers • Network Sharing • Multiple simultaneous users
Features Menu driven
Features User defined drop-down menus
Features Records up to 50+ data points
Features Each record has a unique ID number
Features Records contact demographics, . . .
Features contact category, source type, . . .
Features property locations, narratives . . .
Features . . . and much more.
Installation • When you receive your database CD, copy the database file to a shared folder that all employees have access to, on your department’s network. • Open the database file in your shared folder. The database file name is: LHDContactTracking_Access2003_20130724A.mde
Opening the Database Read the entire user agreement
Configuring the Database Select View or Modify Database Configuration
Configuring the Database Enter your password at the top of the page
Configuring the Database The initial password is “password1”
Configuring the Database • What MUST be configured, BEFORE the database can be used . . . • Hide / Unhide Assigned To • Hide / Unhide Referred To • Hide / Unhide Inspector • Hide / Unhide Communities Served • View Edit Other Configuration Settings • Edit Notifications List
Configuring the Database • The CD contains detailed configuration instructions • Configuring the database takes 30 to 45 minutes
Adding New Records Select Add a Contact Tracking Record
Adding New Records • When adding a Tracking Record • The database automatically assigns a unique ID number, and pre-populates the date, who is entering the record, and a follow-up due date • Complete as many, or as little of the fields, as necessary to meet the needs of your department • Only a few fields (i.e. Category, Assigned To, etc.) are absolutely required
Adding New Records • Select View/Update Contact Information to add additional information about a property owner • Records must be saved, before closing the form
Adding New Records Select View/Update Contact Information to add additional information about a property owner
View or Edit a Contact Tracking Record There are four ways to view a record
View or Edit a Contact Tracking Record All Open Contact Tracking Record
View or Edit a Contact Tracking Record Open Records Assigned To A Specific Person
View or Edit a Contact Tracking Record All Records Using Specific Search Criteria (Search includes both open and closed records)
View or Edit a Contact Tracking Record All (Open and Closed) Contact Tracking Records
Contact Tracking Reports There are five standard reports available
Contact Tracking Reports Open Contact Records – Past Due
Contact Tracking Reports Open Contact Records – All
Contact Tracking Reports Closed Contact Records – By Date Range
Contact Tracking Reports Closed Contact Records – All
Contact Tracking Reports Tracking Record Log – Specify Tracking Number
Archiving Records • As time goes by, it will be become necessary to archive closed records, to conserve space. • The Archive / Purge Closed Records selection is on the Database Configuration page, and password protected • Only closed records are archived and deleted
Archiving Records • Records are archived to a Microsoft Excel spreadsheet, external to the database , prior to the deletion of records • Data can easily be dumped to an Excel file, for analysis, without deleting records
Summary • The Local Health Department Contact Tracking Database is an easy to use tool to track ensure that all contacts are handled in a timely manner • The database provides real-time email notifications • Provides reporting functions and organizes data in an easily searched format
Summary • Provides periodic reminder emails • An easy Quality Improvement project for those seeking PHAB accreditation • And, best of all . . . It’s FREE!
New JerseyOffice of Local Public Health Natalie Pawlenko Director Wayne Sundmacher Quality Improvement Coordinator