Virtual Classroom (VC) Instructor Guide For FileMan (FM) Basic by ijk77032

VIEWS: 0 PAGES: 79

									                       DEFENSE HEALTH INFORMATION MANAGEMENT SYSTEM




     CHCS Virtual Classroom (VC) Instructor Guide
                         For:
           FileMan (FM): Basic Ad Hoc 0:
                  Options and Uses




                                       Visit Us Online at:
                                    http://dhims.health.mil

The DHIMS Program Office is a component of the Military Health System Office of the Chief Information Officer.
                               Course Notes

              • Purpose of Course
              • Target Audience

              • Environment for Application Share

              • Acronyms/Pronunciations




           March 2008              VC_FM_BasicAdHoc0_InstrucGuide      2




Purpose of Course:
This course introduces the Composite Health Care System (CHCS) Ad Hoc series
and covers fundamental concepts of the FileMan (FM) menu options and their uses
for ad hoc queries and reports. It also addresses the organizational design of the
CHCS database for the understanding of data storage and retention, along with
factors to consider when preparing ad hoc reports.
Target Audience:
CHCS ad hoc users (across all CHCS functionalities) who are tasked to retrieve
information from the CHCS database. This includes file/table points of contact
(POCs) who need to manage files, as well as personnel who need to create lists of
data or statistical reports.
Environment for Application Share:
CHCS Training Database, Version 4.630

Acronyms/Pronunciations:
A list of acronyms is provided on the following slide.




                                                                                     2
                         Course Notes (cont.)
                                    Acronyms
               Acronym   Pronunciation          Description
               CHCS      C-H-C-S                Composite Health Care System
               FM        F-M                    FileMan
               IFE       I-F-E                  Inquire to File Entries Menu Option
               LFA       L-F-A                  List File Attributes Menu Option
               OLUM      O-LUM                  On Line User Manual
               PFE       P-F-E                  Print File Entries Menu Option
               PHI       P-H-I                  Protected Health Information
               SME       S-M-E                  Subject Matter Expert
               TDB       T-D-B                  CHCS Training Database
               UDK       U-D-K                  User-Defined Keys
               VC        V-C                    Virtual Classroom
               X-Ref     Cross Reference        Cross-Reference



           March 2008              VC_FM_BasicAdHoc0_InstrucGuide                     3




Instructor Notes:
This table shows the acronyms used in this course.




                                                                                          3
                            FileMan (FM):
                           Basic Ad Hoc 0:
                          Options and Uses

                        For Beginning Ad Hoc Report Writers




Instructor Notes:
Be sure to perform sound checks before starting the presentation.
Text:
Welcome to the Composite Health Care System (CHCS) Basic Ad Hoc 0 virtual
classroom (VC) presentation. This training is designed for new ad hoc users.
My name is _________, and I will be your presenter today and __________ is my co-
moderator.




                                                                                    4
                             Table of Contents
          Agenda                                                      6
          Course Objectives                                           7
          Introduction                                                8
          Lesson 1: CHCS Perspective                                  9
          Lesson 2: CHCS FileMan Report Options                      40
          Lesson 3: Ad Hoc Reporting Strategy                        66
          Course Summary                                             76
          References                                                 77
          Supplementary Resources                                    78
          Questions                                                  79

           March 2008               VC_FM_BasicAdHoc0_InstrucGuide    5




Instructor Notes:
Skip this slide. It is intended for the hard copy reader.




                                                                          5
                                      Agenda
          Course Objectives
          Introduction
          Lesson 1: CHCS Perspective
          Lesson 2: CHCS FileMan Report Options
          Lesson 3: Ad Hoc Reporting Strategy
          Course Summary
          References
          Supplementary Resources
          Questions



           March 2008               VC_FM_BasicAdHoc0_InstrucGuide          6




Text:
Here is the agenda that we will follow in this presentation [read the slide]. The
Training Database is available to help clarify answers to questions.




                                                                                    6
                           Course Objectives

         Upon completion of this course, you will be able to:
         - Describe the overall structural design of CHCS
         - Describe the purposes of the standard FM report options
         - Describe the steps to design an ad hoc report




           March 2008              VC_FM_BasicAdHoc0_InstrucGuide    7




Text:
These are the course objectives [read the slide].




                                                                         7
                                  Introduction

           • Need for Training
           • Target Audience
           • Methodology
                 - PowerPoint Slides
                 - CHCS Screen Captures
                 - Quiz/Polling Questions




           March 2008                VC_FM_BasicAdHoc0_InstrucGuide          8




Instructor Notes:
Read the bullets.
Text:
It is important to have a global understanding of CHCS, with respect to its database
and the FileMan (FM) applications designed to create ad hoc reports. Currently, there
is limited training available, and existing CHCS help text does not adequately address
concepts needed to effectively use the FileMan utility.
This course will assist in meeting the training needs of new ad hoc users.
The presentation today will include PowerPoint slides and CHCS screen captures.
Throughout the course, you have questions to answer so that you can test your
understanding of the content as we go along. A supplementary handout is also
provided with this course for you to reference when practicing or writing ad hoc
reports.
Now, let’s get started with Lesson 1.




                                                                                         8
                  Lesson 1: CHCS Perspective


                 Topic 1: System Design
                 Topic 2: Data Input and Storage
                 Topic 3: Data Types and Database Size
                 Topic 4: The Training Database (TDB)
                 Topic 5: CHCS Reports




Text:
In Lesson 1, we will present an overview of the CHCS database and address
features that are related to designing reports. The topics for this lesson are listed
here. [Read the lesson title and topics.]




                                                                                        9
                           Lesson 1 Objective:
               Describe the overall structural design of CHCS




Instructor Notes:
Read the lesson objective when indicated in the text.
Text:
By the end of this lesson, you will be able to [read the objective]. As a starting point,
let’s take a look at a familiar item used to store information.




                                                                                            10
            CHCS – Composite Health Care System

        • Purpose: CHCS is an integrated computer system
          designed to capture, document, and track patient care
          services rendered.
        • Specifications: based on lessons learned from evaluating
          standalone healthcare systems in DoD military facilities.
        • Design: one programming language that encompasses
          all functional areas of the facility.




        March 2008            VC_FM_BasicAdHoc0_InstrucGuide       11




Instructor Notes:
Read the bullets.
Text:
Let’s review the features of this database. This slide describes the purpose
and design of CHCS. A key design feature allows users to obtain information
from any part of the database without the need of an integrator to interpret
different programming languages. [Read the bullets.]
Let’s proceed to Topic 1.




                                                                               11
                        Topic 1: System Design




Instructor Notes:
Read the topic title.
Text:
This topic presents an overview of CHCS. A graphic is presented next to depict the
functional areas of the facility.




                                                                                     12
           March 2008              VC_FM_BasicAdHoc0_InstrucGuide          13




Text:
This graphic presents a way of looking at how CHCS was initially designed to track
patient care activity. In the center is the patient record. A clinician may order
anything needed for the diagnosis or treatment for the patient. To enable the
recording and tracking of health care delivery, information is filed and stored in
CHCS to allow packaging, processing, analysis, and reporting of the data.
Information is stored in records in uniquely defined files. As you look at the graphic,
it is logical to assume that files might be placed under the direction and
management of the health care service being rendered to the patient. For example,
you would look in the pharmacy area for information that pertains to drugs and
prescriptions. The same logic would apply to other areas of your treatment facility,
whether you’re talking about the Laboratory, Radiology, Admissions, Record
Tracking, or Appointments.
A major strength of CHCS is that there is one common programming language
shared by all components. This enables the development of system reports that
encompass data on the whole system, as well as ad hoc, or customized, reports.




                                                                                          13
                     Functional Areas and Security

        • Each CHCS functional area is partitioned and menu
          options enable specialists to document health care
          delivery provided and to generate functionality-specific
          reports.




        March 2008             VC_FM_BasicAdHoc0_InstrucGuide        14




Instructor Notes:
Read the bullet.
Text:
This slide addresses how CHCS is compartmentalized to restrict access to
qualified personnel. [Read the bullet.]
As we think about the types of information stored and/or passed around on
the system, let’s proceed to the next topic to consider where the information
is held.




                                                                                14
                Topic 2: Data Input and Storage




Instructor Notes:
Read the topic title.
Text:
This topic addresses where information is stored in the database.




                                                                    15
                          Storing Information

        • Information entered into CHCS is packaged as data and
          stored in specific locations within files, which are
          affiliated and managed within these functional areas.




        March 2008              VC_FM_BasicAdHoc0_InstrucGuide      16




Instructor Notes:
Read the bullet.
Text:
This slide addresses where ad hoc report writers can look for data. [Read
the bullet.]
Let’s proceed to a graphic illustrating data storage.




                                                                            16
           March 2008               VC_FM_BasicAdHoc0_InstrucGuide         17




Text:
Let’s say this file cabinet stores all information for a small hospital. The blueprints
and bios for clinics, ancillary services, staff, and patients are maintained within
folders in separate drawers. For example, if we open the bottom drawer and
withdraw a folder, or file of patient records, then examine the information contained
on one of those records, we can visualize the fields that are defined with data.
Let’s proceed to the next slide to see an actual record from the Patient file in the
CHCS training database.




                                                                                          17
         Patient: JONES,DAVY
         FMP/SSN: 20/555-44-3321       DOB: 06Aug96       PATCAT: N31     Sex: M
                          Personal Data - Privacy Act of 1974 (PL 93-579)
               Patient: JONES,DAVY                             DOB: 06 Aug 1896
                PATCAT: N31 (USN RET LOS OFFICER)              FMP: 20
            Home Phone: 800-NOT-HOME    W:                     SSN: 555-44-3321
          Patient Addr: 123 SEABREEZE PLACE                    Sex: MALE
                  City: SAN DIEGO             St/Cntry: CA     Zip: 92116

               Sponsor: JONES,DAVY                         Service:     NAVY
                   FMP: 20       Sex: MALE             Sponsor SSN:     555-44-3321
                PATCAT: N31 (USN RET LOS OFFICER)              DOB:     06 Aug 1896
           Command Sec:                                       Rank:     FLEET ADMIRAL
             Local UIC:
          Duty Address:
                  City:                       St/Cntry:        Zip:
            Duty Phone:                                        DSN:

           O/P Rec Loc: LOCATION IN ANOTHER MTF
           O/S Rec Loc: DAVY JONES LOCKER
           Primary Phy:



           March 2008                  VC_FM_BasicAdHoc0_InstrucGuide                   18




Text:
If we opened a file of registered patients, we might find a standard form such as
this. If we examine another record in the same folder, we would encounter the same
form, but with information that pertained to a different patient. On this slide, notice
there are places where no data is defined, such as this patient’s work phone.
Let’s proceed to the next slide and consider the types of files in CHCS that are
frequently used for generating reports.




                                                                                             18
                            File Categories

        There are three fundamental CHCS file categories:

          1. DoD Standard/Gold (uneditable), e.g., RACE, PATIENT
               CATEGORY, ZIP CODE

          2. Site-Specific/User-populated (editable), e.g.,
                PATIENT, HOSPITAL LOCATION, PROVIDER, USER

          3. System populated (large, ever growing), e.g.,
               ACCESSION, ORDER, PATIENT APPOINTMENT,
               PRESCRIPTION, RADIOLOGY EXAM



         March 2008            VC_FM_BasicAdHoc0_InstrucGuide         19




Instructor Notes:
Read and point to each numbered category.
Text:
Category 1 files are standard files sent to each CHCS site. Some, like the
Race file, have few entries. Others, like the Zip Code file, have thousands of
entries.
Records in Category 2 files are manually created and maintained at each
site. You could think of these kinds of files as file maintenance files.
Category 3 files are the extremely large files, where new events or
transactions are added each day the system is used. These are the files
where most ad hoc reports are focused for statistical details, whether
pertaining to workload numbers or turnaround time comparisons. A key
feature to remember about records in these files is that there will be some
form of date/time stamp associated with the new entry. The date/time stamp
allows you to identify and isolate records from a specific date or date range
to create ad hoc reports.
Next, I have a question for you.




                                                                                 19
                        Lesson 1 Question 1

         Which of the following statements about Category 3 files are
         true? (choose all that apply)
          1. Large and ever-growing files
          2. Site/Specific editable files
          3. Newly added records will have a date stamp of some form




           March 2008              VC_FM_BasicAdHoc0_InstrucGuide        20




Instructor Notes:
The correct answers are 1 and 3.
Text:
The correct answers are 1 and 3. Answer #2 is false because site/specific editable
files are Category 2 files.
Let’s take another look at the record on Davy Jones from the Patient file, a Category
2 file.




                                                                                        20
         Patient: JONES,DAVY
         FMP/SSN: 20/555-44-3321       DOB: 06Aug96       PATCAT: N31     Sex: M
                          Personal Data - Privacy Act of 1974 (PL 93-579)
               Patient: JONES,DAVY                             DOB: 06 Aug 1896
                PATCAT: N31 (USN RET LOS OFFICER)              FMP: 20
            Home Phone: 800-NOT-HOME    W:                     SSN: 555-44-3321
          Patient Addr: 123 SEABREEZE PLACE                    Sex: MALE
                  City: SAN DIEGO             St/Cntry: CA     Zip: 92116

               Sponsor: JONES,DAVY                         Service:     NAVY
                   FMP: 20       Sex: MALE             Sponsor SSN:     555-44-3321
                PATCAT: N31 (USN RET LOS OFFICER)              DOB:     06 Aug 1896
           Command Sec:                                       Rank:     FLEET ADMIRAL
             Local UIC:
          Duty Address:
                  City:                       St/Cntry:        Zip:
            Duty Phone:                                        DSN:

           O/P Rec Loc: LOCATION IN ANOTHER MTF
           O/S Rec Loc: DAVY JONES LOCKER
           Primary Phy:



           March 2008                  VC_FM_BasicAdHoc0_InstrucGuide                   21




Instructor Notes:
Point to highlighted fields when mentioned in the text.
Text:
This is the information for a patient created by using Mini-Registration. The Patient
file is a Category 2 file, meaning that the record is site-specific and it is created and
maintained by manual user access. The type of information stored for this record in
the Patient file has only one purpose: to contain current information to describe or
identify this patient. Let’s take a closer look at the data. The DOB field is the place
holder for the Patient’s date of birth. The information stored here does not change
with time. What about the Home Phone or Patient Address? These are commonly
updated fields, and once they are changed, they contain only the current
information. What other fields in a patient record are subject to updates? The ones
that present potential obstacles for system reports and ad hoc reports would include
PATCAT (Patient Category, for both the patient and sponsor) and the Sponsor
Rank. With that in mind, take one more look at this patient’s results stored for DOB,
Sex, FMP/SSN, and Rank.
Let’s proceed to the next slide and look at a record from a Category 3 file.




                                                                                             21
                        {Examining a Record from the Patient Appointment file}

         NAME: JONES,DAVY        APPOINTMENT DATE/TIME: 21 Jun 2001@1502
         CLINIC: EMERGENCY ROOM      PROVIDER: QUURN,ELAINE        DURATION: 25
         APPOINTMENT TYPE: EROOM       APPOINTMENT STATUS: KEPT
         PATIENT STATUS: OUTPATIENT          MEPRS CODE: BIAA/0037
         ER ENTRY NUMBER: 010621-00002       APPT DIVISION: DIV A - TRAINING HOSPITAL
         ENCOUNTER PTR: 21 Jun 2001@1502           PATIENT CATEGORY: USN RET LOS OFFICER
         DATE APPOINTMENT MADE: 21 Jun 2001        WORKLOAD TYPE: COUNT
         METHOD OF TRANSIT: PRIVATELY OWNED VEHICLE      THIRD PARTY PAYER: NO
         DATE/TIME SEEN BY HCP: 21 Jun 2001@1515         ARRIVAL CATEGORY: URGENT
         RELEASE CONDITION: IMPROVED         DATE/TIME OF RELEASE: 21 Jun 2001@1527
         HISTORY OBTAINED FROM: PATIENT      OUTPATIENT DISPOSITION: HOME
         SOURCE OF ADMISSION: AMBULATORY PATIENT NOT IN SAME-DAY SURGERY PROGRAM (AMB)
         SADR PROCESS STATUS: Ready to Process




           March 2008                    VC_FM_BasicAdHoc0_InstrucGuide             22




Instructor Notes:
Point to highlighted fields when mentioned in the text.
Text:
Let’s suppose that Mr. Jones came into the Emergency Room (ER) following an
accident. This screen capture contains the information recorded and stored in the
Patient Appointment file for this visit. Notice that the type of information stored
describes only the appointment. As you examine the fields and stored data, notice
that you do not see much about who the patient is, other than NAME. Since SEX,
DOB, FMP/SSN, and Rank have nothing to do with the appointment, they are not
incorporated in this record.
This principle applies to all files on CHCS. Files are unique and only contain records
with like information. For example, all documented appointments are stored in the
Patient Appointment file. Records in Category 3 files contain only information
pertinent to document the event. If Mr. Jones has another appointment visit, the
information would not be added to this appointment record, but instead, an entirely
new record would be created and filed on the system in the same file. This enables
the system to maintain a permanent record for each appointment.
Let’s proceed to the next topic and look at types of data and how they are used to
minimize the amount of space needed to store information.




                                                                                           22
          Topic 3: Data Types and Database Size




Instructor Notes:
Read the topic title.
Text:
This topic addresses the kinds of data used by CHCS and how they impact storage
space on the system.




                                                                                  23
                     CHCS Data Types & Examples
          1. DATE                          21 June 2001@0800

          2. NUMERIC                       15

          3. SET OF CODES                  P {for PENDING}

          4. FREE TEXT                     {Full Text, usually Uppercase}

          5. POINTER TO A FILE             155 {Reference to a record}

          6. CALCULATED                    {Derived data, not stored}

          7. WORD PROCESSING               {multiple lines of narrative text}

        March 2008            VC_FM_BasicAdHoc0_InstrucGuide             24




Instructor Notes:
Read and point to each numbered category.
Text:
These are the different types of data used in CHCS. Most of the types are
self explanatory. Let’s revisit the Patient Appointment record on Davy Jones.




                                                                                24
                        {Examining a Record from the Patient Appointment file}

         NAME: JONES,DAVY        APPOINTMENT DATE/TIME: 21 Jun 2001@1502
         CLINIC: EMERGENCY ROOM      PROVIDER: QUURN,ELAINE        DURATION: 25
         APPOINTMENT TYPE: EROOM       APPOINTMENT STATUS: KEPT
         PATIENT STATUS: OUTPATIENT          MEPRS CODE: BIAA/0037
         ER ENTRY NUMBER: 010621-00002       APPT DIVISION: DIV A - TRAINING HOSPITAL
         ENCOUNTER PTR: 21 Jun 2001@1502           PATIENT CATEGORY: USN RET LOS OFFICER
         DATE APPOINTMENT MADE: 21 Jun 2001        WORKLOAD TYPE: COUNT
         METHOD OF TRANSIT: PRIVATELY OWNED VEHICLE      THIRD PARTY PAYER: NO
         DATE/TIME SEEN BY HCP: 21 Jun 2001@1515         ARRIVAL CATEGORY: URGENT
         RELEASE CONDITION: IMPROVED         DATE/TIME OF RELEASE: 21 Jun 2001@1527
         HISTORY OBTAINED FROM: PATIENT      OUTPATIENT DISPOSITION: HOME
         SOURCE OF ADMISSION: AMBULATORY PATIENT NOT IN SAME-DAY SURGERY PROGRAM (AMB)
         SADR PROCESS STATUS: Ready to Process




           March 2008                    VC_FM_BasicAdHoc0_InstrucGuide             25




Instructor Notes:
Point to highlighted fields when mentioned in the text.
Text:
As a Category 3 file, all documented appointments are stored in the Patient
Appointment file. Records in those files contain only information pertinent to define
the record. This minimizes the amount of space needed to store the data by
avoiding redundancy.
Also, data is stored in the most compressed form to minimize the required system
data storage space. Why is this important? It improves system operating speed.
Let’s proceed to the next slide and see how data is compressed for storage.




                                                                                           25
                        {Different Data Types from the Patient Appointment file}

         Date:               APPOINTMENT DATE/TIME: 21 Jun 2001@1502
         Numeric:            DURATION: 25
         Set of Codes:       PATIENT STATUS: OUTPATIENT
         Free Text:          ER ENTRY NUMBER: 010621-00002
         Pointer:            NAME: JONES,DAVY
                             CLINIC: EMERGENCY ROOM
                             PROVIDER: QUURN,ELAINE


                               {Appearance of Displayed and Stored Data}

         Date:               APPOINTMENT DATE/TIME: 21 Jun 2001@1502       3010621.1502
         Numeric:            DURATION: 25                                  25
         Set of Codes:       PATIENT STATUS: OUTPATIENT                    0
         Free Text:          ER ENTRY NUMBER: 010621-00002                 010621-00002
         Pointer:            NAME: JONES,DAVY                              4901
                             CLINIC: EMERGENCY ROOM                        51
                             PROVIDER: QUURN,ELAINE                        170




           March 2008                     VC_FM_BasicAdHoc0_InstrucGuide                  26




Instructor Notes:
Point to highlighted fields when mentioned in the text.
Text:
The top box provides a sampling of fields from this appointment, selected to show
different data types and the bottom box reveals how this data is actually stored. As you
can see, the display and storage of Free Text and Numeric data match.
The Appointment Date/Time of 21 June 2001@1502 is compressed as 3010621.1502
(reduced to 12 characters from 16). The date/time data format is
CYYMMDD.HHMMSS, where “C” is the number of centuries since January 1, 1700.
The year 2001-1700=301, so the year is stored in CHCS as 301. June 21 is stored as
0621.
Notice the Set of Codes value “Outpatient” is stored as only “O.” Three examples of
Pointer file data types are provided here. Data stored in the ‘NAME’ field points to the
Patient file. While the text tells us this appointment is for Davy Jones, the data actually
stored tells us that his is the 4,901ST record created in the Patient file. The Emergency
Room for is stored as number 51 from the Hospital Location file. Likewise, Dr. Quurn is
stored as number 170 from the Provider file. These numbers are the Internal Entry
Numbers (IENs) for these records from their respectively referenced files. The Pointer
data type both minimizes the storage requirement and gives us a stepping stone to
additional information about those records.
Next, I have a question for you.




                                                                                               26
                        Lesson 1 Question 2
         Which of the following statements are true? (choose all that
         apply)
         1. Compressed data reduces the database storage require-
            ment and enables the system more available space to
            run
         2. Data stored in pointer fields references a specific record in
            a specific file
         3. The display format of data from numeric and date fields
            matches the internal format of how they are stored




           March 2008              VC_FM_BasicAdHoc0_InstrucGuide         27




Instructor Notes:
The correct answers are 1 and 2.
Text:
The correct answers are 1 and 2. Answer #3 is incorrect because data of a date
field is stored in CYYMMDD.HHMMSS format.
Let’s proceed to the next slide and look at another feature that is included with every
deployed CHCS system.




                                                                                          27
           Topic 4: The Training Database (TDB)




Instructor Notes:
Read the topic title.
Text:
This topic introduces a feature that is included in every CHCS deployment.




                                                                             28
          CHCS TDB – Features and Changes
        1. Provides a refreshable, pre-populated database with instructor and
           student accounts to enable Sustainment Training for all aspects of
           CHCS
        2. Provides a safe environment to practice File/Table Build activities and
           Ad Hoc report development without jeopardizing Protected Health
           Information (PHI)
        3. Does not impose upon the ‘production’ environment resources
        4. Incorporated into every CHCS host platform and is being updated for
           Cache access
        5. Depending upon the class to be trained, access to the host Cache
           TDB may need to be coordinated between sites sharing the same
           host platform


         March 2008                 VC_FM_BasicAdHoc0_InstrucGuide              29




Instructor Notes:
Read and point to each numbered category.
Text:
An accessible TDB is a component of each deployed CHCS platform. [Read
the numbered bullets.]
Let’s proceed to the next series of slides to see the screens you would
encounter when accessing the TDB.




                                                                                     29
           March 2008              VC_FM_BasicAdHoc0_InstrucGuide        30




Instructor Notes:
Point to the ‘Username:’ prompt when mentioned in the text.
Text:
This is the type of screen you would encounter when accessing the TDB. To begin,
you may need to contact your System or Software Specialist or Site Manager for
information and settings to access the TDB, as well as the Username and
Password. At the ‘Username:’ prompt, you would enter the username that is given
you. You would enter this instead of the familiar “CHCS.” If there is a Password, you
would enter that at the next prompt.
Let’s proceed to the next slide to view the following screen.




                                                                                        30
           March 2008              VC_FM_BasicAdHoc0_InstrucGuide            31




Instructor Notes:
Point to the sections identified on this slide when mentioned in the text.
Text:
This screen displays after correctly entering the Username prompt. The top section
clearly indicates entry into the TDB. The middle section displays the software
version and a note about the On Line Users Manual (OLUM). Pressing RETURN or
<Enter> displays the next screen.




                                                                                     31
         ACCESS CODE:
         VERIFY CODE:
         Checking multiple sign-ons...

         Good morning ADHOC INST, you last signed on today at 11:53




               FileMan Version 26



            PFE         Print File Entries
            FND         Search File Entries
            IFE         Inquire to File Entries
            CAL         Statistics
            LFA         List File Attributes

         Select FileMan Menu Option:




           March 2008                       VC_FM_BasicAdHoc0_InstrucGuide   32




Instructor Notes:
Point to the fields when mentioned in the text.
Text:
At the top of the screen, you see the next log-in prompts: ‘Access Code’ and ‘Verify
Code.’ I have signed on as the instructor for ad hoc training. Once acknowledged,
your primary menu options display. The menu options on the lower half of this
screen are used by ad hoc writers and will be addressed in a later lesson.
Next, let’s consider other reasons for using the TDB.




                                                                                       32
                       Other Questions?

        • Why log in as ADH,USER?
          This user account is enabled with the DIOUT Security
          Key and FileMan access to all needed files on the
          system.
        • What’s special about this Security Key?
          This key locks all FileMan report menu options. Without
          this key, you have no access to these options.




        March 2008            VC_FM_BasicAdHoc0_InstrucGuide        33




Instructor Notes:
Read the bullets.
Text:
Why use the TDB and log in with this account? [Read the bullets.]
Are there other questions?




                                                                         33
                     Other Questions? (cont.)

        • FileMan access to files?
          CHCS files may have security guards in place that
          restrict access. This user account is enabled with all the
          power to access the files you need.
        • What is the Access for this user?
          Access: ADHUSER and Verify: ADHUSERV




        March 2008             VC_FM_BasicAdHoc0_InstrucGuide          34




Instructor Notes:
Read the bullets.
Text:
Here’s a couple more questions. [Read the bullets.]
Next, I have a question for you.




                                                                            34
                         Lesson 1 Question 3
         Which of the following statements are true? (choose all that
         apply)
         1. The TDB is a shell image of CHCS, populated with data to
            enable sites to have ongoing training
         2. The TDB is a refreshable environment, so there is no
            need to clean up any data entry or mistakes made in class
         3. There is no PHI sensitive data in the TDB




           March 2008               VC_FM_BasicAdHoc0_InstrucGuide      35




Instructor Notes:
The correct answers are all of the above.
Text:
The correct answers are all of the above.
Let’s proceed to the next slide and topic in this lesson.




                                                                             35
                        Topic 5: CHCS Reports

                             System and Ad Hoc




Instructor Notes:
Read the topic title.
Text:
In this section, let’s look briefly at system and ad hoc, or customized, reports.




                                                                                    36
                            CHCS Reports

        • CHCS tracks patient care services rendered and
          provides functionality-specific reports.
        • Incoming data may replace, or be added to, existing
          data.
        • FileMan is used to create ad hoc reports not available by
          menu options. They may include information from any
          file on the system.




        March 2008             VC_FM_BasicAdHoc0_InstrucGuide         37




Instructor Notes:
Read the bullets.
Text:
Let’s review the features of this database. CHCS has built-in reporting
options designed to generate functionality-specific reports containing current
information. FileMan is used to create customized reports which can include
information from any file.




                                                                                 37
                       CHCS Reports (cont.)
        • The TDB is an integral part of every CHCS location and
          can be used to view system reports and develop ad hoc
          reports.
        • The structure of this database is standard around the
          globe at DoD CHCS locations. This enables sites to
          share ad hoc reports.




        March 2008             VC_FM_BasicAdHoc0_InstrucGuide         38




Instructor Notes:
Read the text.
Text:
Reports run in the TDB will be in the same format as those run in the “live”
system, but will have different results. The last bullet is one of the key
strengths to this DoD-wide standardized health care system. [Read the
bullets.]
This completes this topic, so let’s proceed to the next lesson.




                                                                               38
             Lesson 2: FileMan Report Options

                 Topic 1: The Database Dictionary
                 Topic 2: Single Record Queries
                 Topic 3: Multiple Record Queries




Text:
In Lesson 2, we will introduce you to the FileMan report options used for preparing
ad hoc reports. The topics for this lesson are listed here. [Read the lesson title and
topics.]




                                                                                         39
                             Lesson 2 Objective:
              Describe the purposes of the standard five FM menu
              options.




Instructor Notes:
Read the lesson objective when indicated in the text.
Text:
By the end of this lesson, you will be able to [read the objective].
Let’s proceed to the first topic.




                                                                       40
                   Topic 1: The Data Dictionary

                        Focus: Where’s the Data?




Instructor Notes:
Read the topic title.
Text:
This topic introduces ways to find out where information is stored on CHCS.
Let’s proceed to the next slide.




                                                                              41
               Getting Started – Common Questions

                     • Where is information stored in CHCS?
                     • Is there a guide or index?
                     • Is there a menu option pathway?




        March 2008               VC_FM_BasicAdHoc0_InstrucGuide   42




Instructor Notes:
Read the bullets when indicated in the text.
Text:
This slide addresses common questions most beginning students have.
[Read the bullets.]
Let’s proceed to the next slide for some general information.




                                                                       42
          March 2008              VC_FM_BasicAdHoc0_InstrucGuide         43




Instructor Notes:
Point to the column headers and then the Pharmacy line when mentioned in the
text.
Text:
This slide presents the original file numbering scheme. You can use this as an index
to locate files associated with each CHCS functional area. For example, if you are
looking for stored data in files associated with Pharmacy, you can explore the file
number ranges listed on that row. Please note the database has expanded to
include new CHCS capabilities, which may not be represented on this slide.
Let’s proceed to the next slide to learn about a menu option that allows you to
directly access the data dictionary.




                                                                                       43
                                       {LFA ??? ‘help’ description}

            PFE         Print File Entries
            FND         Search File Entries
            IFE         Inquire to File Entries
            CAL         Statistics
            LFA         List File Attributes

         Select FileMan Menu Option: ???
         ...
         'List File Attributes'
               This option allows you to review the structure and definition of an
             existing file.




           March 2008                       VC_FM_BasicAdHoc0_InstrucGuide           44




Instructor Notes:
Point to highlighted fields when mentioned in the text.
Text:
One of the FM menu options is List File Attributes (LFA). At the ‘Select FileMan
Menu Option:’ prompt, if you type three question marks as shown, and press then
<Enter>, the system will provide information pertaining to all options from the pick
list and others that may be hidden by security keys. The help text shown on this
slide pertains just to the LFA option.
This option allows you to print/display information about a file and that’s why this
option is referred to as the data dictionary listing.
Let’s proceed to the next slide to address the most common applications of this
option.




                                                                                          44
                        LFA – Common Uses

        1. Display a comprehensive view of a file’s structure and
           fields
        2. Look up the characteristics of a specific field
        3. Quickly list special cross-referenced fields, aka
           speedways




         March 2008                VC_FM_BasicAdHoc0_InstrucGuide             45




Instructor Notes:
Read the numbered bullets.
Text:
The first application of LFA shows the complete structure of a file, along with the
mapping network to other files. This specific application of LFA is illustrated in
the supplementary handout on pages 6-8, where the sections of the output are
shown as the report unfolds.
The second application provides an alternative to printing the comprehensive
display of the whole file. Instead, you can display the field characteristics of a
specific field of interest within a file. This specific application of LFA is illustrated
in the supplementary handout on pages 9-10.
The third application generates a field list that may be useful for designing your
ad hoc to compile quickly. This involves using the FileMan-Master User-Defined
Key (UDK) library and this application is illustrated in the handout supplement on
pages 11-13.
Next, let me show you how to display these different listing formats.




                                                                                            45
         Select   FileMan Menu Option: List File Attributes
         Output   from what file: PATIENT    (4743 entries)
         Select   SUB-FILE:
         Select   LISTING FORMAT: STANDARD// ??
         Choose   from:
            1             STANDARD
            2             BRIEF
            3             CUSTOM-TAILORED
            4             MODIFIED STANDARD
            5             TEMPLATES ONLY
            6             GLOBAL MAP




          March 2008                     VC_FM_BasicAdHoc0_InstrucGuide   46




Text:
When you enter the LFA screen, you will be prompted to enter the file you want to
query. At the next prompt, select the listing format you want use to display the
information. The standard listing format (the default format) is the most
comprehensive.
You can see the six available listing formats by entering a double question mark at
the prompt.
Information displayed for each listing format is explained on page 5 of your handout.
From the description in your handout, you can see that the standard format will list
the most comprehensive data, followed by the modified standard.




                                                                                        46
                               {LFA Example 1 – Comprehensive Report – PATIENT file}

         DATA DICTIONARY #2 -- PATIENT FILE           UCI: DYA TRAINING MEDICAL TREATMENT FACILITY             21 Jun 2001   PAGE 1
         STORED IN ^DPT( (4743 Entries)     NOTE-- FILE HAS 'SCREENING LOGIC'    NOTE-- FILE IS 'ACCESS-CONTROLLED'!
         --------------------------------------------------------------------------------------------------------------------------
         This is the main file to which all other patient files point and which contains most of the demographic information for the
               patient.
         ...
         'POINTED TO' by the 'PATIENT' Field of the 'PRESCRIPTION' File
         ...
         CROSS-REFERENCED BY: ADMISSION DATE(AA), DIVISION(AA), ADMISSION DATE(AAA), DISPOSITION DATE(AAD), TRANSFER DATE(AAT),
         ...
         **AUDIT-TRAIL IS BEING MADE ON DATA CHANGES TO THIS FILE**
         ...
         DATA           NAME                 GLOBAL                            DESCRIPTION
         ELEMENT                             LOCATION
         ---------------------------------------------------------------------------------------------------------------------------
         2,.03          DOB                   0;3                         DATE XXXX--CAN'T BE ALTERED EXCEPT BY PROGRAMMER
                                                                          Enter the date on which the patient was born. (Required)
                        Date of Birth                                         LAST EDITED: 12 Oct 1995
             The date should be entered in complete form. It cannot be earlier than 12/31/1870 or later than the current date. If
             only 2 characters are entered for the year, the system will assume it is the current century, unless this 2 character
             year is in the future, then it will default to a past date.

               If the DOB is not in the current century, enter all 4 digits for the year. If only 2 characters are entered at the
               DOB fields, the system will use the first character as the month and the second as the day, and will default the year
               field to the current year.
                                                                             CROSS-REFERENCE #1: 2^AE^MUMPS
         ...
               FILES POINTED TO                     FIELDS
         BRANCH OF SERVICE (#23)          BRANCH OF SERVICE, LAST (#.325)
         ...
          {Followed by Templates and Galleries applied to this file}




           March 2008                                     VC_FM_BasicAdHoc0_InstrucGuide                                         47




Instructor Notes:
Point to highlighted fields when mentioned in the text.
Text:
Here’s an example of selected sections from a standard listing format applied to the
Patient file.
Let’s start from the top header. Here, you’ll see that Patient file is file #2 in the Data
Dictionary. Just below the dashed line is a description of what this file contains. The
next section lists the mapping of other files to the Patient file. The next section lists
a summary of all cross-referenced fields, followed by a statement if the audit-trail is
turned on. The next section is a detailed account of every field in the file. Next is a
section devoted to pointer fields in this file that reference other files. The last
section, not shown on this display, lists templates and galleries used in reports,
options, or routines that pertain to this file. As you can see, the standard listing
format will display a very comprehensive report.
Let’s proceed to the next slide and select to display information for just one specific
field.




                                                                                                                                       47
                            {LFA Example 2 – One Specific Field - AGE}

          FIELD LIST                                     21 Jun 2001@0942    PAGE 1
          -------------------------------------------------------------------------------

          NUMBER: .033      LABEL: AGE        SPECIFIER: CJ3
          GLOBAL SUBSCRIPT LOCATION: ;        TITLE: CURRENT AGE OF PATIENT
          WRITE ACCESS (OPTIONAL): ^          COMPUTE ALGORITHM: DT-DOB\365.25
           DESCRIPTION:   This field is automatically computed and indicates the CURRENT
           AGE of the patient.
          ARCHIVE: NO ARCHIVE/NO PURGE        MAXIMUM LENGTH OF FIELD: 3




           March 2008                   VC_FM_BasicAdHoc0_InstrucGuide               48




Instructor Notes:
Point to highlighted fields when mentioned in the text.
Text:
To display information on the AGE field, you need to use the custom-tailored listing
format. Follow Example #2 found on the middle section of page 9 of your handout.
This is the display output for the AGE field. On the left is the field number .033. The
data type is presented in the Specifier field by first letter, “C” for computed, and the
Compute Algorithm contains the formula CHCS uses to make the computation. The
title and description state that this field delivers the current age. The Maximum Length
of Field is 3 to cover adult ages in the hundreds.
Each field in the data dictionary will have the following attributes: (1) Field Number,
(2) Field Name/Label, (3) Field Title – optional, (4) Field Type, (5) Field Description,
and (6) Field Length – optional.
All of these attributes are required except the Field Title and Field Length, which may
or may not appear in the data dictionary.
Let’s proceed to the next slide to see the results of using the third LFA application.




                                                                                            48
                        {LFA Example 3 – Finding Speedways – PATIENT file}
         FIELD LIST                                     21 Jun 2001@0648    PAGE 1
         -------------------------------------------------------------------------------

         [F   .01       ]   NAME(B)
         [F   .09       ]   SSN(SSN)
         [F   .1        ]   WARD LOCATION(CN)
         [F   .101      ]   ROOM-BED(RM)
         [P   .103      ]   CLINICAL SERVICE(ATR)
         [P   .104      ]   PROVIDER(APR)
         [S   .106      ]   ON ABSENCE(ABS)
         [S   .1063     ]   ON MEDICAL HOLD(AMH)
         [F   .13       ]   PATIENT IDENTIFIER(AF)
         [F   .17       ]   PATIENT SSN(PSSN)
         [F   8000      ]   FMP/SSN(C)
         [F   8000      ]   FMP/SSN(ADEERS)-->MULTIPLE^^^2,8000,2,9029,2,9000.23
         [P   8010      ]   SPONSOR NAME(ASP)
         [P   8015.1    ]   PRIMARY PHYSICIAN(APP)
         [N   9000.23   ]   FSN(ADEERS)-->MULTIPLE^^^2,8000,2,9029,2,9000.23
         [F   9029      ]   DDS(ADEERS)-->MULTIPLE^^^2,8000,2,9029,2,9000.23
         [F   9033      ]   PERSON ID(APC)



           March 2008                        VC_FM_BasicAdHoc0_InstrucGuide         49




Instructor Notes:
Point to highlighted fields when mentioned in the text.
Text:
To use the LFA option to find speedways or cross-reference fields on the Patient
file, you also need the custom-tailored listing format. This has been simplified by
using the Fileman-Master UDK library. All you have to do is enter the F6, F7, F8,
and F9 keys at the select listing format prompt. This step is illustrated and explained
on the middle section of page 11 of your handout.
This screen shows the speedways identified on the Patient file. What makes this
UDK unique and important is that only those fields that can speed up your ad hoc
report are displayed.
Let’s proceed to the next slide and another question.




                                                                                           49
                      Getting Started – Another Question

        • Is it possible to get a quick and easy, simple bullet listing of
          fields in a file?




         March 2008                VC_FM_BasicAdHoc0_InstrucGuide      50




Instructor Notes:
Read the slide title and bullet.
Text:
This slide addresses another question most beginning students have. [Read
the bullet.]
Let’s proceed to the next slide for the answer.




                                                                             50
          Using IFE to access fields via the FILE file

                 • Display a condensed listing of a file’s fields




        March 2008                VC_FM_BasicAdHoc0_InstrucGuide          51




Instructor Notes:
Read the bullet.
Text:
This slide addresses another way to find out information about fields of a file.
[Read the bullet.]
This application also displays a listing of a file’s fields from the data
dictionary using the file called FILE, otherwise known as the Index file. The
TDB illustrates this application, using the ADH,USER account and the
special print template created for this purpose.
Let’s proceed to the next slide and look up fields in the Patient file.




                                                                                   51
                                  {IFE – to look up file FILE}

         Select FileMan Menu Option: I    Inquire to File Entries

         Output from what file: FILE FILE
         Select FILE: PATIENT
         Another one:
         Standard CAPTIONED output? YES// N (NO)
         First Print ATTRIBUTE: [GS_FILE FIELD LIST                 (06/21/01)   USER #925
                                                                                  FILE #1
         Want to edit 'GS_FILE FIELD LIST' Template? NO//           (NO)
         Heading: FILE LIST//
         Footnote:
         DEVICE:




           March 2008                    VC_FM_BasicAdHoc0_InstrucGuide                      52




Instructor Notes:
Point to highlighted fields when mentioned in the text.
Text:
The process begins with typing “I” to access the Inquire to File Entries menu option.
On the next line, we enter “FILE” to access the CHCS Index file. At the ‘Select FILE’
prompt, we enter “PATIENT” as the file we want information about. At the ‘Standard
CAPTIONED output?’ prompt, we enter “N” for no. Now, we can enter the special
print template as shown. To call up the special print template, we entered
“[GS_FILE FIELD LIST”. This template, when applied to a file, will display a
condensed list of fields on the file.
From that point, we press <Enter> at the remaining prompts on this slide.
Let’s proceed to the next slide and see the fields on the Patient file.




                                                                                                  52
                                   {Fields list on PATIENT file}
          FILE LIST                                      21 Jun 2001@1700    PAGE 1
                                               T
                                            R Y
                                            E P
          NUMBER   LABEL                    Q E
          -------------------------------------------------------------------------------
          .01      NAME                     + F Length: 3-30 characters
          .0101    CORRECT PATIENT          + P Pts to: PATIENT file
          .0102    ID DUPLICATE BY             P Pts to: USER file
          .0103    ID DUPLICATE DATE/TIME      D
          .0104    MERGED BY                   P Pts to: USER file
          .0105    MERGE DATE/TIME             D
          .0106    PCN FLAG                    S Codes: 1:DEERS-IDENTIFY DUPLICATE
                                                 PATIENT;
          .02      SEX                      + S Codes: M:MALE;F:FEMALE;
          .03      DOB                      + D
          .033     AGE                         C
          .034     DISPLAY AGE                 C
          .04      EMPLOYMENT STATUS           S Codes:
                                                 E:EMPLOYED;U:UNEMPLOYED;R:RETIRED;D:DISA
                                                 BLED;S:SELF-EMPLOYED;


           March 2008                   VC_FM_BasicAdHoc0_InstrucGuide               53




Instructor Notes:
Point to highlighted fields when mentioned in the text.
Text:
The result lists each field in the Patient file by starting out with the field NUMBER,
field LABEL/NAME, whether data is required (REQ), its data TYPE, and
supplementary information for each field. Some fields will indicate the field length, 3-
30 length, as shown on the NAME field. Other fields will show if the particular field is
a Pointer type field and to which file it points. This is a quick tool for getting a list of
fields in a file.
Next, I have a question for you to answer.




                                                                                               53
                         Lesson 2 Question x
         Which FM option can be used to access the data dictionary?
          1. Print File Entries
          2. Search File Entries
          3. List File Attributes




           March 2008               VC_FM_BasicAdHoc0_InstrucGuide     54




Instructor Notes:
The correct answer is #3.
Text:
The correct answer is #3. Answers #1 and #2 are used for finding records in the
database, not for viewing definitions.
Let’s proceed to the next slide and topic in this lesson.




                                                                                  54
                 Topic 2: Single Record Queries
                           (IFE option)
                   Focus: You Pick the Record to View




Instructor Notes:
Read the topic title.
Text:
This topic introduces the Inquire to File Entries (IFE) menu option. With this option,
you control selecting the record or records you would like to examine.
Let’s proceed to the next slide and first see what help is available on the system.




                                                                                         55
                                       {IFE ??? ‘help’ description}

            PFE         Print File Entries
            FND         Search File Entries
            IFE         Inquire to File Entries
            CAL         Statistics
            LFA         List File Attributes

         Select FileMan Menu Option: ???
         ...
         'Inquire to File Entries'
             This option allows you to display/print all the data for a group of
             specified entries from a file in an ad hoc report. This option is suitable
             for a quick look at a small number of entries. You may use the default
             format or create your own. You may store the report logic in a template
             for later recall and/or modification.




           March 2008                       VC_FM_BasicAdHoc0_InstrucGuide         56




Instructor Notes:
Point to highlighted fields when mentioned in the text.
Text:
This slide displays the online help text for the IFE option.
Let’s proceed to the next slide and select another record from the Patient file.




                                                                                          56
                                            {IFE example}

         Select FileMan Menu Option: I    Inquire to File Entries

         Output from what file: PATIENT      (4743 entries)
         Select PATIENT NAME: REED
              1   REED,ALICE A                      20/400-40-6506        20   Jan   1975   F   AO2
              2   REED,BARBARA B                    20/400-40-6606        18   May   1974   F   FE5
              3   REED,CAROL C                      20/400-40-6706        20   Mar   1973   F   AO4
              4   REED,DONNA D                      20/400-40-6806        12   Nov   1972   F   NE5
              5   REED,EDNA E                       20/400-40-6906        24   Jul   1971   F   AO2
         Type '^' to stop, or
         Choose 1-5: 1 REED,ALICE A
         Another one:
         Standard CAPTIONED output? YES//




           March 2008                    VC_FM_BasicAdHoc0_InstrucGuide                               57




Instructor Notes:
Point to highlighted fields when mentioned in the text.
Text:
Once again, we access the IFE option, but this time we want to look at a record in
the Patient file, not the data dictionary information. At the prompt ‘Output from what
file,’ we enter “PATIENT.” The next line prompts you to select a record, so I typed
the last name of the patient. Since this is not an exact match with any record in the
Patient file, the system displays a selection list. Let’s pick the first one, Alice Reed.
Notice the system allows you to make additional selections (‘Another one’). At the
bottom of the screen is a prompt that asks if we would like to view ‘Standard
CAPTIONED output.’ This term refers to the information currently stored for this
record.
Let’s accept the default Yes and proceed to the next slide to see what this looks
like.




                                                                                                           57
                                  {Example – CAPTIONED Output}

         NAME: REED,ALICE A      SEX: FEMALE       DOB: 20 Jan 1975
         SSN: 400-40-6506        FMP/SSN: 20/400-40-6506
         DATE ENTERED INTO FILE: 18 Jun 2000@1237        PATIENT SSN: 400-40-6506
         WHO ENTERED PATIENT: TRAINING,MANAGER
         REGISTRATION INCOMPLETE: REGISTRATION IS COMPLETE
         DEERS ADDRESS UPDATED: YES          BRANCH OF SERVICE, LAST: ARMY
         USER ALTERING PATIENT RECORD: TRAINING,MANAGER
         DIVISION MODIFIED AT: DIV A - TRAINING HOSPITAL
         MODIFIED DATE/TIME: 18 Jun 2000@1238
         MILITARY BASE CITY: WASHINGTON      MILITARY BASE STATE: DISTRICT OF COLUMBIA
         MILITARY ZIP CODE: 20315      REGISTRATION TYPE: MINI        FMP: 20
         ACTIVE DUTY: YES        MILITARY GRADE/RANK: FIRST LIEUTENANT
         MILITARY DUTY STATION UNIT: 0275 MP CO             FTS AUG
         GEO LOC OF SHIP/UNIT: DISTRICT OF COLUMBIA
         UNIT SHIP ID: 0275 MP CO             FTS AUG          SPONSOR NAME: REED,ALICE A
         PATIENT CATEGORY: USA ACTIVE DUTY OFFICER
         TYPE: OUTPATIENT        RECORD ROOM: OUTPATIENT RECORDS FILEROOM
         OUTPATIENT RECORD LOCATION: OUTPATIENT RECORDS FILEROOM
         DIRECT CARE: ELIGIBLE         DEERS ELIGIBILITY END DATE: 11 Feb 2003
         DEERS ELIGIBILITY START DATE: 13 Mar 2001



           March 2008                  VC_FM_BasicAdHoc0_InstrucGuide                58




Instructor Notes:
Point to highlighted fields when mentioned in the text.
Text:
This is the resulting information displayed when Standard Captioned Output is
invoked. Only information currently stored for this record in the Patient file or fields
with data will display. Fields without data will not display.
As you can see, there’s a lot of information stored in this record. Actually, if this
patient had ever been admitted to the facility, that event and related admission
information would also be found here.
Let’s proceed to the next slide for a brief look at information frequently used in
reports.




                                                                                            58
                                   {CAPTIONED Output (cont.)}

         NAME: REED,ALICE A      SEX: FEMALE       DOB: 20 Jan 1975
         SSN: 400-40-6506        FMP/SSN: 20/400-40-6506
         DATE ENTERED INTO FILE: 18 Jun 2000@1237        PATIENT SSN: 400-40-6506
         WHO ENTERED PATIENT: TRAINING,MANAGER
         REGISTRATION INCOMPLETE: REGISTRATION IS COMPLETE
         DEERS ADDRESS UPDATED: YES          BRANCH OF SERVICE, LAST: ARMY
         USER ALTERING PATIENT RECORD: TRAINING,MANAGER
         DIVISION MODIFIED AT: DIV A - TRAINING HOSPITAL
         MODIFIED DATE/TIME: 18 Jun 2000@1238
         MILITARY BASE CITY: WASHINGTON      MILITARY BASE STATE: DISTRICT OF COLUMBIA
         MILITARY ZIP CODE: 20315      REGISTRATION TYPE: MINI        FMP: 20
         ACTIVE DUTY: YES        MILITARY GRADE/RANK: FIRST LIEUTENANT
         MILITARY DUTY STATION UNIT: 0275 MP CO             FTS AUG
         GEO LOC OF SHIP/UNIT: DISTRICT OF COLUMBIA
         UNIT SHIP ID: 0275 MP CO             FTS AUG          SPONSOR NAME: REED,ALICE A
         PATIENT CATEGORY: USA ACTIVE DUTY OFFICER
         TYPE: OUTPATIENT        RECORD ROOM: OUTPATIENT RECORDS FILEROOM
         OUTPATIENT RECORD LOCATION: OUTPATIENT RECORDS FILEROOM
         DIRECT CARE: ELIGIBLE         DEERS ELIGIBILITY END DATE: 11 Feb 2003
         DEERS ELIGIBILITY START DATE: 13 Mar 2001



           March 2008                  VC_FM_BasicAdHoc0_InstrucGuide                59




Instructor Notes:
Point to highlighted fields when mentioned in the text.
Text:
The fields highlighted here are most frequently targeted in ad hoc reports. They
specify the name of the patient, gender, DOB, social security number relationships,
sponsor-related information, Patient Category, record location, and some DEERS
information.
As you can see, this patient is also the Sponsor and is an Active Duty Army Officer.
So, if you need a report to list or tally all patients that are Active Duty Army Officers,
the one field that may be used to identify all of these records is ‘Patient Category’
because this field holds the needed information.
Next, is a question.




                                                                                             59
                         Lesson 2 Question 2
         True or False:

         The IFE option allows you to manually select the file you want
         to open and also the records you would like to view.




           March 2008               VC_FM_BasicAdHoc0_InstrucGuide      60




Instructor Notes:
The correct answer is True.
Text:
The correct answer is True. After choosing the file to open, you manually select each
record to be viewed, one at a time.
Let’s proceed to the next slide and topic in this lesson.




                                                                                        60
                Topic 3: Multiple Record Queries
                          (PFE Option)
                   Focus: CHCS Finds Your Records




Instructor Notes:
Read the topic title.
Text:
This topic introduces the Print File Entries (PFE) option used to design a report and
to query multiple records in the database.
Let’s proceed to the next slide.




                                                                                        61
             Using PFE to Identify and Tally Records

         • Sort Phase: specify records to report
         • Print Phase: specify the output




        March 2008             VC_FM_BasicAdHoc0_InstrucGuide          62




Instructor Notes:
Read the bullets.
Text:
Before we proceed, there are two additional phases we need to address
when designing a report using the PFE option.
First, in the sort phase you identify records to be reported, and possibly
rearrange the display sequence.
Next, in the print phase you specify what information to print and how you
want it printed.
Each of these phases will require you to use FileMan tools, which we refer to
as Sort Qualifiers and Print Qualifiers, in order to achieve your desired
report.
We will show you how to apply these tools in the following slides.




                                                                                62
                                       {PFE ??? ‘help’ description}

            PFE         Print File Entries
            FND         Search File Entries
            IFE         Inquire to File Entries
            CAL         Statistics
            LFA         List File Attributes

         Select FileMan Menu Option: ???
         ...
         'Print File Entries'
              This option allows you to generate output of the data contained within all
              or a selected groups of fields within an existing file.




           March 2008                       VC_FM_BasicAdHoc0_InstrucGuide          63




Instructor Notes:
Point to highlighted fields when mentioned in the text.
Text:
As we’ve seen before, typing three question marks at an option prompt and then
pressing <Enter>, will generate system help text. Here we see the help for the PFE
option. This option enables you to scan a host of records, select those you want to
process, and print your findings.
Let’s proceed to the next slide and pick up where we left off with the Patient file.




                                                                                           63
                                                {PFE example}
             Select FileMan Menu Option: P    Print File Entries

             Output from what file: PATIENT     (4743 entries)
             Sort by: NAME// PATIENT CATEGORY;1 PATIENT CATEGORY
             Select PATIENT CATEGORY: USA ACTIVE DUTY OFFICER USA ACTIVE DUTY OFFICER   A11
               Within PATIENT CATEGORY, Sort by:
             First Print FIELD: !" ";"How Many??"
             Then Print FIELD:
             Heading: PATIENT STATISTICS//
             Footnote:
             Store Print logic in Template:
             Start at Page: 1//
             DEVICE:

             PATIENT STATISTICS                             21 Jun 2001@1443    PAGE 1
                       How
                       Many??
             -------------------------------------------------------------------------------
             COUNT     1146




               March 2008                    VC_FM_BasicAdHoc0_InstrucGuide             64




Text:
This slide is presented in stages. To begin, we access the PFE option and then select the
Patient file for our report. The file has 4,743 records. From our earlier look at Alice Reed’s
record, we noted that we could find out how many records total were defined as Patient
Category “USA Active Duty Officer.”
At the ‘Sort by:’ prompt, we tell FileMan to focus on ‘PATIENT CATEGORY’ and include a
semi-colon one qualifier (;1) for a prompt to specify one particular value of interest. Next,
we enter “USA Active Duty Officer” as this one value. We are given other sort prompts in
case we want to reduce the number of records within this patient category or to reorder
their sequence. Pressing <Enter> indicates we’re done with the sort phase.
Next, comes the print phase. At the ‘First Print FIELD:’ prompt, we enter a simple
statement “exclamation mark quote space quote” (!” “). This statement is a print qualifier
which translates to “How many” in FileMan language. In this statement we want a tally of
the number of records identified in the sort phase.
The result of this query shows us that of the 4,743 records in the Patient file, only 1,146
are active duty officers. Congratulations! You have successfully obtained this result by a
simple application of your FileMan tools.
You will see a comprehensive listing of Sort and Print Qualifiers on pages 18-23 of your
handout.
Next, I have a question.




                                                                                                 64
                        Lesson 2 Question 3
         Which of the following statements are true? (choose all that
         apply)
          1. The PFE option frees a user of having to manually select
             records.
          2. The PFE option requires that you specify which records to
             find in the database.
          3. You determine the selection criteria to use.




           March 2008            VC_FM_BasicAdHoc0_InstrucGuide         65




Instructor Notes:
All answers are true.
Text:
All answers are true.
Let’s proceed to Lesson 3.




                                                                             65
                  Lesson 3: Ad Hoc Reporting
                           Strategy
              Topic 1: Look at the Data
              Topic 2: Find the Best Way to Mine the Data
              Topic 3: Design the Report




Text:
Lesson 3 provides a game plan for setting up an ad hoc report. Topics 1 and 2
address actions where you personally do all the work to find answers that enable
you to design a report (Topic 3) for FileMan to explore the database. The topics for
this lesson are listed here. [Read the lesson title and topics.]




                                                                                       66
                         Lesson 3 Objective:
              Describe the steps involved to design an ad hoc report.




Instructor Notes:
Read the lesson objective when indicated in the text.
Text:
By the end of this lesson, you will be able to [read the objective].




                                                                        67
                    Topic 1: Look at the Data

                                Focus: IFE




Instructor Notes:
Read the topic title.
Text:
This topic covers the initial tasks to be performed using the IFE option.




                                                                            68
               IFE  [File]  [Record(s)]  [Fields]

          • Select the file
          • Select a few records and print all stored data for each
          • Identify and highlight fields with desired data




       March 2008              VC_FM_BasicAdHoc0_InstrucGuide          69




Instructor Notes:
Read the bullets.
Text:
In the same way that you would open a catalog and turn to the clothing
section to look for shirts, use the IFE option to open the CHCS directory and
select the file that has the information you are looking for.
Next, you might find a couple shirts in the catalog you like because of their
color, style, and price. With the same logic, select one or two CHCS records
that have the specifics you are looking for. Also, pick at least one that
doesn’t have all the specifics. Then print all information stored for each
record.
Then you might narrow the selection of shirts that have a specific color: blue,
style: short-sleeved, and price: under $15. In a similar manner, you would
evaluate the printout of the CHCS records you have chosen and highlight the
placeholders (fields) and data. The goal is to identify specific fields and data
to be used by FileMan to find the records you want, as well as other
information that you may want to print.
At this point, you would use the PFE option to design your report as shown
in Lesson 2.
In case you are accessing a Category 3 file (an ever-growing file), you would
proceed to the next step, the LFA option.




                                                                                   69
              Topic 2: Find the Best Way to Mine
                           the Data
                              Focus: LFA




Instructor Notes:
Read the topic title.
Text:
The LFA option is very useful in finding the speedways to mine the database.




                                                                               70
                 LFA  [File]  [FM UDK]  [Fields]

           • Select the file
           • Apply the FileMan-Master UDK and print the list of X-
             Ref fields
           • Compare this list with highlighted fields from Topic 1
             to identify the best field to use on the initial sort
             statement in the report to be designed




        March 2008             VC_FM_BasicAdHoc0_InstrucGuide         71




Instructor Notes:
Read the bullets.
Acronym:
X-Ref = Cross-Reference
Text:
This slide describes the steps you would take in finding the speedways or
cross-reference fields of a file.
As mentioned earlier, when applied on a file, the FileMan UDK will display
only fields designated by programmers as regular or multiple cross-reference
fields. What’s the benefit? The number of records to be evaluated in the first
sort is pared down so the next pass is quickly accomplished. The goal is to
design a report that provides results as quickly as possible.
Let’s proceed to the next slide.




                                                                                 71
                  Topic 3: Design the Report

                               Focus: PFE




Instructor Notes:
Read the topic title.
Text:
The next step is to use the PFE option to design an ad hoc report that uses your
findings. Instead of you manually selecting each record in the database, FileMan
explores the database to find the records you want and prints the desired output.
Let’s begin with a graphic that illustrates how the PFE sort phase should be
designed.




                                                                                    72
           March 2008               VC_FM_BasicAdHoc0_InstrucGuide           73




Instructor Notes:
Point to the vertical bars to explain how the sort sequence logic is applied.
Text:
Shown on the left is a database with 12 million records. When the cross-reference
field is applied on the initial sort statement, it will exclude the greatest population of
records because you used the speedways identified by the programmers. This is
known as paring down the database in the fastest way. Subsequent sort statements
can then be effectively applied to this much smaller stack of records until you are
left with only those that match your specifications. If the order, or sequence, of
these records needs to be changed, then final sort statements can be applied to
accomplish this task.
Let’s proceed to the next slide and identify the tasks that are involved.




                                                                                             73
                     PFE  [File]  [Sort]  [Print]

           • Select the file
           • Sort phase: define sort statements to find the records
             you want
           • Print phase: define print statements to specify output
             to print
           • Review and verify results




        March 2008             VC_FM_BasicAdHoc0_InstrucGuide         74




Instructor Notes:
Read the bullets.
Text:
This slide describes the actions taken to set up a report.
Next, I have a question for you.




                                                                           74
                        Lesson 3 Question 3
         Which of the following statements are true? (choose all that
         apply)

          1. The IFE option enables you to view the data stored in
             records that you manually pick.
          2. The LFA options enables you to determine if there is a
             way to increase the efficiency of an ad hoc report.
          3. The PFE option enables you to design a report that pares
             down the database, select and organize the records you
             want, and generate a report.



           March 2008             VC_FM_BasicAdHoc0_InstrucGuide        75




Instructor Notes:
All answers are true.
Text:
All answers are true.
This completes our final lesson. Let’s proceed to the course summary.




                                                                             75
                          Course Summary

          • This course serves as an introduction to CHCS FM options
            used to prepare ad hoc reports.
          • Lesson 1 covered the design of CHCS and data storage
          • Lesson 2 described the FileMan ad hoc report options
          • Lesson 3 described the recommended strategy to create an
            ad hoc report




            March 2008          VC_FM_BasicAdHoc0_InstrucGuide    76




Instructor Notes:
This is the course summary.
Text:
[Read the bullets.]




                                                                       76
                                 References




         Supplementary Handout to the Basic Ad Hoc 101 Instructor Guide, dated
         June 8, 2005




          March 2008               VC_FM_BasicAdHoc0_InstrucGuide           77




Instructor Notes:
The handout was introduced in an earlier VC course, and is available upon request.
Text:
Topics presented in this course are from the Computed Functions section in the
handout cited above.
The content for this VC is derived from the contractor’s CHCS software developers,
subject matter experts (SMEs), and implementation specialists (ISs).




                                                                                     77
                        Supplementary Resources
          Supplementary web sites:
          • http://www.jacquardsystems.com/
              {on the left section, under ‘Background Info’  M[UMPS] by Example}
          • http://www.hardhats.org/fileman/u2/fn_frm.htm       {VA FileMan}
          • http://www.chcs-dm.com/              {for SAIC & DoD site access}
              • Users Manual, FileMan Reference Manual, Vol. 1
              • Users Manual, FileMan Reference Manual, Vol. 2




           March 2008                  VC_FM_BasicAdHoc0_InstrucGuide               78




Instructor Notes:
The web sites are supplementary.
Text:
SAIC On-line FileMan documents: (web site) http://www.chcs-dm.com/
   After log-in, follow the pathway described here:
        (1) Click on CHCS S/W version 4.51.
        (2) Click on CHCS S/W Version 4.51 Documentation, as released on
            4.51 CD-ROM.
        (3) Under "3. LIST OF FILES.", click on 3.3 Users Documentation.
        (4) Use the “zoom-in tool” and click to select the page labeled:
            TC-4.5-0050A Users Manual
                               FileMan Reference Manual
                               Volume 1         450050a1.pdf
                               Volume 2         450050a2.pdf




                                                                                         78
                                    Questions?




               March 2008            VC_FM_BasicAdHoc0_InstrucGuide   79




Instructor Notes:
Point to the title of this slide.
Text:
This concludes the presentation. Do you have any questions?




                                                                           79

								
To top