Retrieval database powerpoint

RETRIEVAL DATABASE Learning Package 2009

Greater Sydney Area HEMS ASNSW

Karel Habig

Welcome

•  Welcome to the Retrieval Database! •  The database serves a very important

research and clinical audit function for the service.

•  The integrity of the data depends entirely on the accuracy of entry by all of us.

•  It is very important to take a few minutes to complete all relevant fields in the database as soon as possible after a mission.

Retrieval Database •  This package aims to describe:

–  The process of login –  Data entry –  Accessing/editing completed records –  24hr follow ups –  Hints and tips –  Down-time procedures / errors

Logging in •  You can access the database by logging

in to any computer on the ASNSW intranet with your usual login.

•  You should find an icon called “Retrieval Records”

•  If not please contact the secretary for the appropriate forms to arrange permission.

•  When you first click on the icon to open the database you will be asked whether to “block unsafe expressions”.

•  Click YES (Better safe than sorry!) •  This step may require you to close down

and log in again when you first select it.

Logging in

•  Click OPEN at the next warning to proceed.

•  This will occur whenever you open the database.

•  Wouldn’t happen with a Mac…..

Home Page •  The switchboard is the

home page of the database.

•  If you want to enter data on a new mission then click on the MISSION DATA FORM

•  If you want to review or edit an existing record (Eg 24hr Follow-up) then enter the Unique Identifier (Eg R12345) and click FIND RETRIEVAL.

•  The 24hr Follow up tabs give a list of all 24hr follow ups to be done.

Hand written Mission Log •  You will still need to enter

details of all missions in the Mission Log book by hand and this serves as record of jobs and handy list of uncompleted 24hr Follow-ups.

•  It also serves as an non-corruptable permanent backup with uninterruptable power supply!

•  The new 1st number in the log is the alpha-numeric Unique Identifier found in red on the Retrieval Case-sheet.

Data Entry •  All missions must have a unique

identifier entered on the first page to proceed. You will find this on the top left of the Retrieval Record in red ink starting with R. This number is the key to finding the record later.

•  It should be entered as CAPITAL R followed by 5 or 6 numbers with NO spaces ie R12345 not R 123456.

•  If you wish to enter a mission debrief form without an accompanying patient record (such as for training or cancelled missions) then click the box marked MISSION DEBRIEF FORM ONLY

•  Each “page” of the database is tabbed at the top and accessed by clicking on the tabbed section.

•  Each sequential data field is accessed by pressing the TAB key to move to the next field or by clicking in the field box.

•  The large “Case Detail – Free Text” Box is specifically for entering detail about missions and is especially useful for pre-hospital missions.

The TAB key

•  The TAB key is your quickest way to move through the field on the database.

Tool tips

•  On some fields – hovering over the field or its label will bring up an explanation of the field.

Retrieval Data •  All dates are

entered as ##/##/#### (Eg 07/08/2009)

•  Timings are entered as 24hr times in the format hourminutes (Eg 2315)

•  Some fields (such as Dispatch Delay, Treatment time etc) are calculated times.

Please enter the reason for any delays from the drop down box.

Treatment Details •  The “Interventions” page

is divided into 2 halves. •  The left side is for

interventions done before the retrieval team arrive and observations immediately on arrival

•  The right side is for interventions done BY the team and for the observations on arrival at the RECEIVING hospital ie FINAL obs.

•  In most missions this is the last page and you can SAVE AND CLOSE by clicking the lower right red button.

Airway Registry •  The Airway Registry

form is blanked out unless you indicate that we intubated the patient.

•  It is filled in exactly as for the paper version.

•  You may need to scroll to the right using the bottom scroll bar to access the whole page depending on your screen.

24hr Follow-up Form •  The 24hr follow-up are

entered in the database. •  You MUST enter the

receiving hospital MRN. This allows us to to do long term follow up and data linkage.

•  The fields on the right assist in filling in the form.

•  You need to keep track of 24hr follow- ups using the handwritten mission log.

*Take the chance to correct any obvious spelling mistakes with names etc

Mission Debrief Forms •  The mission debrief

will eventually form an electronic record of paper versions but for now you should all complete and sign paper mission debrief forms for all relevant missions. The electronic version is completed later by non-clinical staff.

Some Tips!

•  Data entry is sped up in several ways: –  Some fields are self-learning (Eg doctor name)

and after entering the field value once is stored for later use.

–  Some fields are drop down lists which are accessed by clicking on the list symbol on the far right of the field.

–  Most of these use predictive text to assist selection and this can speed entry significantly.

–  Use the TAB key.

Down-Time procedures •  Error messages – if you try to enter the same unique

identifier twice you will be asked to retry and not be able to save your changes.

•  Minor glitches- please write down in the Database Issues Logbook in the write-up room or email IT support.

•  Sandra Ware can be contacted on [email protected] for assistance.

•  If the database fails please contact ASNSW IT help desk:

[email protected]

or via phone on 02 9320 7666 during the hours of 0700 and 1700 Monday to Friday.

•  Have fun.