training - npaihb · • database management system for rpms • allows the searching, ......

Training VA FileMan

Phil Siebigteroth, Pharm.D. LCDR, US Public Health Service

Whiteriver Service Unit

What is VA FileMan?

• Database management system for RPMS • Allows the searching, printing, or inquiring

to contextual & non-contextual data contained in File entries.

• Allows the entry and editing of file entries; allows the editing and addition of fields within file entries.

• Provides data dictionary listings for files

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Raw Data is Ugly! Global ^PSRX(3430946,

^PSRX(3430946,0)="168969029^1572^1^1368^330^84232^120^30^11^^W^^3121119^^^1368^0.024^1"

^PSRX(3430946,1,0)="^52.1DA^5^5"

^PSRX(3430946,1,1,0)="3121227^W^^120^3769^^3769^3121227^1^30^0.024^^^^3130627^^1368^3121227.080651^3121227"

1)="^^00781-1453-10"

9999999)="^^^^^000000.06000^1^WILL PROCESS"

999999911)=3668354

Files, Fields, Records

• File: a collection of all records that contain like data. • Examples:

• Medication entries are contained in the DRUG (#50) file. • Prescription entries are contained in the PRESCRIPTION (#52) file. • Patient notes are contained in the TIU DOCUMENT (#8925) file.

• Record (entry): a group of fields of data that identify a unique item. • Fluoxetine 10mg cap and Ibuprofen 600mg tab are entries in the DRUG

file. • RX#8421784 and RX#19700629 are entries in the PRESCRIPTION file.

• Field: functions like a blank on a form, describing the entry. • Fluoxetine’s NDC is 00777-3104-02 • Prescription #8421784 was written for Doe, John R

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File Number, File Name, and Number of Entries

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Field List for the DRUG (#50) File

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A Brief Word About Multiple Fields

• You’ll notice some fields have (multiple) next to their field name: 9 SYNONYM (multiple)

• This tells you that this particular field has sub-fields contained with

it: Choose from: .01 SYNONYM

1 INTENDED USE

2 NDC CODE

400 VSN

. .

. .

. .

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Let me give you a few pointers…

• Literal data may not be contained in the field of a particular file. • Not an efficient use of database storage • Would make shared data across database

difficult to manage.

• A field may only point to another record’s field that actually contains the information. 8

Example PRESCRIPTION RX #8461718 PATIENT: (VA PATIENT (#2)) --------------> ISSUE DATE: 02/28/2015 DRUG: (DRUG (#50)) ---------------------------> QUANTITY: 30 PROVIDER: (NEW PERSON (#200)) ---->

VA PATIENT FILE (Entry 9999901) FIELD #.01 = Horsechief, John D DRUG FILE (Entry 86513) FIELD #.01 = PLACEBO TABLET NEW PERSON FILE (Entry 6305) FIELD #.01 = VonBraun, Werner

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Determining if You Have Access to a File…

• Each file within RMPS is protected with a File Manager Access Code (FMAC)

• Liken the FMAC to a padlock on a file; the key is contained in your NEW PERSON entry… • Example (VA PATIENT file):

• DD ACCESS: @ • RD ACCESS: d • WR ACCESS: Dd • DEL ACCESS: Dd • LAYGO ACCESS: Dd • AUDIT ACCESS: @

• Example (pharmacist at WRSU): • FILE MANAGER ACCESS CODE: M#Pp

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Your Experience May Vary…

VA FileMan Version 22.0

Enter or Edit File Entries Print File Entries Search File Entries Modify File Attributes Inquire to File Entries Utility Functions ... Data Dictionary Utilities ... Transfer Entries Other Options ...

Select VA FileMan Option:

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Sleep Better at Night; Avoid These:

• Enter or Edit File Entries • Unfortunately, too many users use this function to browse file

entries. Resist the urge. • Can you edit a file entry through an RPMS menu path (i.e.

Drug Enter/Edit)? Always use that instead.

• Modify File Attributes • Utility Functions… • Transfer Entries • Other Options…

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Print File Entries

• Use Print File Entries when you want to examine a list of entries sorted by a field within a given file.

• Examples: • Provide a list of all DRUG entries sorted by

when they were created. • Provide a list of all patients born after

1/1/2000 • Provide a list of all prescriptions written by

Dr. Smith 13

Example Output for PFE:

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Making a Report with Delimiters…

• The tabular report output (previous example) is fine for simple reports where data organization or re-ordering is not needed.

• Report has some limitations; e.g., report field widths are fixed:

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Tips for Print Fields:

• Rather than entering the entire name of the field you can use the field number, preceded with a pound sign.

PHARMACY ORDERABLE ITEM = (#2.1) • Free text data must be contained within “quotes”

FIRST PRINT FIELD: “THIS WILL PRINT ON YOUR REPORT”

• You must connect free-text with field data with a concatenation (i.e. an underscore “_”)

“THE ORDERABLE ITEM IS: “_(#2.1)

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Common Print Qualifiers

• ;X Tells RPMS to concatenate the data contained in this field to the preceding field data and suppress the column header.

• ;Cn Starts printing the data contained in this field, counting from the left margin, at column position “n”.

• ;Sn Skips “n” lines immediately above data contained in this field.

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“Sorry ‘bout that” Errors:

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Example PFE with Delimiters:

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FIRST PRINT FIELD:

Use either the COMPLETE NAME of the field you want to print or The FIELD NUMBER preceded by a pound sign (#) (#.01)_”^”_(#12)_”^”_(#14.5)_”^”_(#15);C1;X “;C1” Sets the start position of this line at column 1 “;X” Suppresses the column header and suppresses two spaces normally inserted by FileMan between the field and column header

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FIRST PRINT FIELD: (cont.)

Use either the COMPLETE NAME of the field you want to print or The FIELD NUMBER preceded by a pound sign (#) GENERIC NAME_”^”_ORDER UNIT_”^”_DISPENSE UNIT_”^”_DISPENSE UNITS PER ORDER UNIT;C1;X “;C1” Sets the start position of this line at column 1 “;X” Suppresses the column header and suppresses two spaces normally inserted by FileMan between the field and column header

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Sorting File Entries

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Sorting File Entries (cont.)

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To Suppress the Printing of Sort Value Subheaders:

• Add the field you are sorting by to the

print field list.

• Place an at-sign (@) in front of the field label at the SORT BY: prompt.

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Suppressing Sort Subheaders:

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Suppressing Sort Subheaders: (cont.)

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Generating an Output

• Eventually, you’re going to be confronted with the following prompt:

DEVICE: • To maximize your display, set NetTerm (SecureCRT or

others) to 132 columns, then specify the 132-column display:

DEVICE: HOME;132

• If you’re capturing the output via logging or screen capture, set the length of the page to 9999:

DEVICE: HOME;132;9999

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A Word about the DEVICE: Prompt…

DEVICE: Device Name ; Right Margin ; Page Length

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Adjusting Column Width (secureCRT)

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Captured Delimited Output:

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Saving Output for Excel™ Import…

• Two choices: • Capture session via “Session Logging”

• Pro: easy • Con: Ties up RPMS session while printing

• Capture session via Host File Server (HFS)

• Pro: doesn’t tie up system resources • Con: Requires access to the EXPORT folder on the RPMS

server

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First, Clean Up the .txt File…

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Open New Workbook…

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Excel™ Will Walk You Through the Rest…

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Finishing the Export:

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Final Result:

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Search File Entries

• Allows searching of any field within a file using the following operands: • 1 NULL • 2 CONTAINS • 3 MATCHES • 4 LESS THAN • 5 EQUALS • 6 GREATER THAN

• An apostrophe or minus negates the condition (e.g. “-contains” OR “ ‘contains” means “does not contain”

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Conditions You can set multiple conditions for searching, and each will be assigned a letter. After setting conditions, you set the logic for the search.

OUTPUT FROM WHAT FILE: DRUG// PRESCRIPTION -A- SEARCH FOR PRESCRIPTION FIELD: DRUG -A- CONDITION: = EQUALS -A- EQUALS DRUG: TRAMADOL 50MG TAB CN103 N/F 65162-0627-10 WHITERIVER PHARMACY -B- SEARCH FOR PRESCRIPTION FIELD: ISSUE DATE -B- CONDITION: > GREATER THAN -B- GREATER THAN DATE: 1.1.15 (JAN 01, 2015) -C- SEARCH FOR PRESCRIPTION FIELD: DRUG -C- CONDITION: = EQUALS -C- EQUALS DRUG: HYDROCODONE 10MG/ACETAMINOPHEN 325MG TAB CN101 00603-3887-22 -D- SEARCH FOR PRESCRIPTION FIELD: IF: AB DRUG EQUALS 84583 (TRAMADOL 50MG TAB) and ISSUE DATE GREATER THAN the entire day JAN 1,2015 (1.1.15) OR: BC Or ISSUE DATE GREATER THAN the entire day JAN 1,2015 (1.1.15) and DRUG EQUALS 86480 (HYDROCODONE 10MG/ACETAMINOPHEN 325MG TAB) OR: STORE RESULTS OF SEARCH IN TEMPLATE:

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Inquire to File Entries

• Use Inquire when you want to look at the data for: • Some of the file’s fields for a single file entry • A captioned report of a file entry • ALL of the fields in the file for a single file

entry • Useful when troubleshooting problems

with file entries

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Captioned Output (1)

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Data Dictionary:

• List File Attributes: Print data dictionary listings for a given file.

• Map Pointer Relations

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Wait! I missed something!

• Fortunately, there are manuals that will help you get started using VA FileMan.

• Searching the interwebs for “FileMan getting started manual IHS” will find you a .pdf copy of the aptly named, “FileMan Getting Started Manual”.

[email protected]

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Hands-on Experience:

• Search the DRUG file (#50) for all entries that are not inactive. • Hint: INACTIVE DATE field (#100) will not be

populated • Sort the DRUG file by IEN (number; field #.001) • Export a delimited output to Excel™ that

includes: • Drug IEN • Generic Name • VA Product Name • Long Name

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