1 / 39

Local Health Department Contact Tracking Database

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:

stefan
Download Presentation

Local Health Department Contact Tracking Database

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. 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.

  2. 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 .

  3. 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

  4. 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

  5. Features Menu driven

  6. Features User defined drop-down menus

  7. Features Records up to 50+ data points

  8. Features Each record has a unique ID number

  9. Features Records contact demographics, . . .

  10. Features contact category, source type, . . .

  11. Features property locations, narratives . . .

  12. Features . . . and much more.

  13. 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

  14. Opening the Database Read the entire user agreement

  15. Configuring the Database Select View or Modify Database Configuration

  16. Configuring the Database Enter your password at the top of the page

  17. Configuring the Database The initial password is “password1”

  18. 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

  19. Configuring the Database • The CD contains detailed configuration instructions • Configuring the database takes 30 to 45 minutes

  20. Adding New Records Select Add a Contact Tracking Record

  21. 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

  22. Adding New Records • Select View/Update Contact Information to add additional information about a property owner • Records must be saved, before closing the form

  23. Adding New Records Select View/Update Contact Information to add additional information about a property owner

  24. View or Edit a Contact Tracking Record There are four ways to view a record

  25. View or Edit a Contact Tracking Record All Open Contact Tracking Record

  26. View or Edit a Contact Tracking Record Open Records Assigned To A Specific Person

  27. View or Edit a Contact Tracking Record All Records Using Specific Search Criteria (Search includes both open and closed records)

  28. View or Edit a Contact Tracking Record All (Open and Closed) Contact Tracking Records

  29. Contact Tracking Reports There are five standard reports available

  30. Contact Tracking Reports Open Contact Records – Past Due

  31. Contact Tracking Reports Open Contact Records – All

  32. Contact Tracking Reports Closed Contact Records – By Date Range

  33. Contact Tracking Reports Closed Contact Records – All

  34. Contact Tracking Reports Tracking Record Log – Specify Tracking Number

  35. 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

  36. 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

  37. 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

  38. Summary • Provides periodic reminder emails • An easy Quality Improvement project for those seeking PHAB accreditation • And, best of all . . . It’s FREE!

  39. New JerseyOffice of Local Public Health Natalie Pawlenko Director Wayne Sundmacher Quality Improvement Coordinator

More Related