Pharmacy Informatics Workgroup
1
WELCOME TO BASIC VA FILEMAN REPORTS SESSION
Tom Fagan, Pharmacy Benefits Management Clinical Informatics VA FileMan Instructor and
Clinical Applications Coordinator at VAMC Richmond, Virginia
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LEARNING OBJECTIVES AND CLASS FORMAT
1. Be able to use basic report functions; inquire, print and search.
2. Be able to use List File Attributes to identify file and field numbers or labels and data types
3. Know how to create and use templates for search, sort and print.
4. Understand Intermediate concepts: point (jump files) and multiples (sub files).
5. Know where to find additional References6. Understand Importance of Data Validation and
Privacy/Security
Pharmacy Informatics Workgroup
Sources of Data for PI AnalysisReport type Start with
all patients in database
Access to ALL fields and files
Real Time
Easy to Learn
Access for any user
Comments
FILEMAN YES YES YES NO Maybe ANYTHING; patient safety alert; create VISTA option
DSS (data warehouse)/ ProClarity PBM rollup
YES NO NO NA NO Service COST Analysis /Drug budget/ NOT REAL TIME?
CPRS QUERY TOOL
NO NO YES YES YES Ideal for Clinical Care WARD or Clinical
REMINDER DUE YES NO YES MENU YES Monitor Clinical Care Patients/ Performance monitor
REMINDER PATIENT LIST
YES NO YES NO NO Monitor Clinical Care , display results and demographics
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Data Sources continued
• Standard VISTA options–Data Validation–No modifications– Import to MS-
app (space delimiter)
–System Performance?
• MUMPS Routines–Class III–Multiples –Pointing to
related files–Require
Programmer?
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Data Use
• Package Support– Reports not
present in package
• Management– Budget– Workload
• Research• Patient Safety
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TERMINOLOGY Most Important
1. FileMan or VA FILE MANAGER2. SYNTAX exact sequence of characters and
words for a function to work, may be case sensitive
3. CONTEXT !4. Primary Source of Frustration
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TERMINOLOGY Miscellaneous
• IEN NUMBER is the unique number assigned to record by software, contained in the NUMBER Field
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TERMINOLOGY Intermediate
• MULTIPLE is a sub file or a file within a file can contain zero or multiple entries
• JUMPING(POINTING) access a field in related file.
• QUALIFIERS and FUNCTIONS are MUMPS expressions used to enhance sort or output
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TERMINOLOGY Database Related
• DATABASE collection of files used to store data–FILE collection of records
• RECORDS are unique entries in File–FIELDS data type place holders to store
information in records
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PAPER ANALOGY
Filing Cabinet with drawers (DATABASE), folder (FILES) and sheets of paper (RECORDS AND FIELDS)
• Complex Relationships
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• Data Dictionary Utility “Display Structure”
• File Number or Label• Field Number or Label• Data Type• Pointers• Suggest Brief format
LIST FILE ATTRIBUTES
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LIST FILE ATTRIBUTES DATA TYPES
• DATE/TIME Date of Birth• FREE TEXT Address• SET OF CODES M=Male F=Female• WORD-PROCESSING Comments• NUMERIC Number • COMPUTED Age
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REPORT FUNCTIONS
• Inquire to File Entries• Print File Entries • Search File Entries
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REPORT FUNCTIONS
• Inquire to File Entries
• Print File Entries • Search File Entries
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REPORT FUNCTIONS
• Inquire to File Entries• Print File Entries
• Search File Entries??? For help
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LIST ALL FIELDS USING INQUIRE
Drug = SIMVASTATIN 80MG TABAt Print FIRST PRINT FIELD PROMPT ?Answer with FIELD NUMBER, or LABEL Do you want the entire 386-Entry FIELD List? y
(Yes) = SORT by FIELD NUMBERDo you want the entire 386-Entry FIELD List?
^A = Sort FIELDS by LABEL starting with A ASCII SORT
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TEMPLATE COMPARISON
• Search = saved Search Results or Saved Search Logic
• Print Sort = saved Sort Logic• Print Output = saved Print or
Display Format
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SEARCH TEMPLATE
• Static as of Run Date and Time• Access Results from Print
(Sort)• Access Logic from Search• Orders from a month
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PRINT (SORT) TEMPLATE
• Dynamic• Use to Refine Search TemplateTIP: Sort by: field name [ “TEXT”
= field name Contains TEXT
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PRINT OUTPUT TEMPLATE
• Save Print Format• Select Fields• ']' TO FORCE SAVING PRINT
TEMPLATE• Print “TEXT”• Print Qualifier syntax is FIELD; CHARACTERS
• EXAMPLE;Ln (Left Justify (Limit))FIRST PRINT FIELD: NAME;L8 = Print 8 characters of the name
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PRINT OUTPUT TEMPLATESTANDARD CAPTIONED OUTPUTFIRST PRINT FIELD: [CAPTIONED = SYNTAX Include COMPUTED fields: (N/Y/R/B):Enter a code from the list. Select one of the
following: N = NO - No record number (IEN), no Computed
Fields Y = Computed Fields R = Record Number (IEN) B = BOTH Computed Fields and Record Number
(IEN)DISPLAYS only populated fields – default with
INQUIRE
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(NO Edit)
ALL Functions from FIRST PRINT FIELD
Print Print for results ORSearch –run again
PrintTo Access Template Use Function
ALL Functions from FIRST PRINT FIELD
PrintSearch InquireTo Create or Edit Template Use Function
PRINT PRINT OUTPUTOUTPUT
PRINT PRINT SORTSORT
SEARCHSEARCHINQUIREINQUIRE
Type of Type of TemplatesTemplates
(NO Edit)
ALL Functions from FIRST PRINT FIELD
Print Print for results ORSearch –run again
PrintTo Access Template Use Function
ALL Functions from FIRST PRINT FIELD
PrintSearch InquireTo Create or Edit Template Use Function
PRINT PRINT OUTPUTOUTPUT
PRINT PRINT SORTSORT
SEARCHSEARCHINQUIREINQUIRE
Type of Type of TemplatesTemplates
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INTERMEDIATE CONCEPT JUMP FILES
• Jump or Point with : • Access a field in related file (example
patient demographics from prescription file)
• Syntax: Prescription (first print field): PATIENT:AGE
OR
FIRST PRINT FIELD: PATIENT: THEN PRINT PATIENT FIELD: AGE
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POINTERS for JUMPING
When A Field In The Start File Points To The File We Want To Go To, A FORWARD Pointer Relationship Exists–Read access required to RELATED
file
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INTERMEDIATE CONCEPT MULTIPLES FIELDS
• Multiples Fields: Sub file within a file • Designation: (multiple) and “indent”• Can be blank or contain one or more entries• Subfield has all characteristics of a file,
folder within a folder
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E-TRIP NATIONAL RESOURCES
• FileMan Homepage url:http://www.va.gov/vdl/application.asp?appid=5
Advanced VA FileMan User Manual contains explaination commands and examples
• PBM FileMan SharePoint:
http://vaww.infoshare.va.gov/sites/vapharmacyinformatics/WIKI/FileMan/Home.aspx
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DATA VALIDATION
• Does Your Output Make Sense?• Random Sample• Time Or Single Events (Snowbirds)• Intuition• Consult An ADPAC Or Expert• Other DATA SOURCES, CPRS QUERY TOOLS,
VISTA REPORTS, Clinical Reminders
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PRIVACY SECURITY ISSUES
For Protected Health Information (PHI)• Distribution: Need to Know- VISTA
Email or Outlook with PKI or RMS• Secure – Encryption or Server
Role of Local VISN Information Security Officer
National Website:https://vaww.infoprotection.va.gov/index.aspx
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1-800-HELP MEPhone: Tom Fagan (804)675-5298
EMAIL: [email protected]
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QUESTIONS
?
Pharmacy Informatics Workgroup
LOG IN FOR HANDS ONACCESS: nnVEHU
VERIFY: VEHUnn
nn number to be assigned by instructor
Training Menu
Training Menu
1 List File Attributes
2 Inquire to File Entries
3 Print File Entries
4 Search File Entries
5 Template Edit