Local Health DepartmentLocal Health DepartmentContact Tracking DatabaseContact Tracking Database

An easy to use, efficient way to An easy to use, efficient way to track the contacts, inquiries and track the contacts, inquiries and complaints your local health complaints your local health department receives.department receives.

New JerseyNew JerseyOffice of Local Public Office of Local Public

HealthHealth

Features: Features: •Tracks complaints, inquiries, Tracks complaints, inquiries, investigations and administrative investigations and administrative actionsactions•Enhances oversight of staff activityEnhances oversight of staff activity•Provides periodic reminder emailsProvides periodic reminder emails•Provides searchable data and reportsProvides searchable data and reports•Reduces paper records, files and Reduces paper records, files and workload workload •Provides an easy QI project for those Provides an easy QI project for those seeking PHAB accreditationseeking PHAB accreditation

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Local Health DepartmentLocal Health DepartmentContact Tracking DatabaseContact Tracking Database

Topics we will cover in this Topics we will cover in this presentation:presentation:•Compatibility requirementsCompatibility requirements•Database featuresDatabase features•InstallationInstallation•User agreementUser agreement•System configuration and System configuration and customizationcustomization•Adding and editing recordsAdding and editing records•Reports and archivingReports and archiving

Local Health DepartmentLocal Health DepartmentContact Tracking DatabaseContact Tracking Database

CompatibilityCompatibility

Microsoft Windows XP or newerMicrosoft Windows XP or newer Microsoft Access 2003 Microsoft Access 2003

– Part of the Microsoft Office packagePart of the Microsoft Office package Microsoft Outlook or IBM Lotus NotesMicrosoft Outlook or IBM Lotus Notes

– Not compatible with online email Not compatible with online email serversservers

Network SharingNetwork Sharing– Multiple simultaneous usersMultiple simultaneous users

FeaturesFeatures

Menu drivenMenu driven

FeaturesFeatures

User defined drop-down menusUser defined drop-down menus

FeaturesFeatures

Records up to 50+ data pointsRecords up to 50+ data points

FeaturesFeatures

Each record has a unique ID numberEach record has a unique ID number

FeaturesFeatures

Records contact demographics, . . . Records contact demographics, . . .

FeaturesFeatures

contact category, source type, . . . contact category, source type, . . .

FeaturesFeatures

property locations, narratives . . .property locations, narratives . . .

FeaturesFeatures

. . . and much more.. . . and much more.

InstallationInstallation

When you receive your database When you receive your database CD, copy the database file to a CD, copy the database file to a shared folder that all employees shared folder that all employees have access to, on your have access to, on your department’s network.department’s network.

Open the database file in your Open the database file in your shared folder.shared folder.

The database file name is:The database file name is:LHDContactTracking_Access2003_20130724A.mdeLHDContactTracking_Access2003_20130724A.mde

Opening the DatabaseOpening the Database

Read the entire user agreementRead the entire user agreement

Configuring the Configuring the DatabaseDatabase

Select View or Modify Database ConfigurationSelect View or Modify Database Configuration

Configuring the Configuring the DatabaseDatabase

Enter your password at the top of the pageEnter your password at the top of the page

Configuring the Configuring the DatabaseDatabase

The initial password is “password1”The initial password is “password1”

Configuring the Configuring the DatabaseDatabase

• What MUST be configured, BEFORE What MUST be configured, BEFORE the database can be used . . . the database can be used . . . – Hide / Unhide Assigned ToHide / Unhide Assigned To– Hide / Unhide Referred ToHide / Unhide Referred To– Hide / Unhide InspectorHide / Unhide Inspector– Hide / Unhide Communities ServedHide / Unhide Communities Served– View Edit Other Configuration SettingsView Edit Other Configuration Settings– Edit Notifications ListEdit Notifications List

Configuring the Configuring the DatabaseDatabase

• The CD contains detailed The CD contains detailed configuration instructionsconfiguration instructions

• Configuring the database takes Configuring the database takes 30 to 45 minutes30 to 45 minutes

Adding New RecordsAdding New Records

Select Add a Contact Tracking Select Add a Contact Tracking RecordRecord

Adding New RecordsAdding New Records

• When adding a Tracking RecordWhen adding a Tracking Record– The database automatically assigns a The database automatically assigns a

unique ID number, and pre-populates unique ID number, and pre-populates the date, who is entering the record, the date, who is entering the record, and a follow-up due dateand a follow-up due date

– Complete as many, or as little of the Complete as many, or as little of the fields, as necessary to meet the needs fields, as necessary to meet the needs of your departmentof your department

– Only a few fields (i.e. Category, Only a few fields (i.e. Category, Assigned To, etc.) are absolutely Assigned To, etc.) are absolutely requiredrequired

Adding New RecordsAdding New Records

– Select View/Update Contact Select View/Update Contact Information to add additional Information to add additional information about a property ownerinformation about a property owner

– Records must be saved, before Records must be saved, before closing the formclosing the form

Adding New RecordsAdding New Records

Select View/Update Contact Information to Select View/Update Contact Information to add additional information about a property add additional information about a property

ownerowner

View or Edit a Contact View or Edit a Contact Tracking RecordTracking Record

There are four ways to view a recordThere are four ways to view a record

View or Edit a Contact View or Edit a Contact Tracking RecordTracking Record

All Open Contact Tracking RecordAll Open Contact Tracking Record

View or Edit a Contact View or Edit a Contact Tracking RecordTracking Record

Open Records Assigned To A Specific PersonOpen Records Assigned To A Specific Person

View or Edit a Contact View or Edit a Contact Tracking RecordTracking Record

All Records Using Specific Search CriteriaAll Records Using Specific Search Criteria

(Search includes both open and closed records)(Search includes both open and closed records)

View or Edit a Contact View or Edit a Contact Tracking RecordTracking Record

All (Open and Closed) Contact Tracking RecordsAll (Open and Closed) Contact Tracking Records

Contact Tracking Contact Tracking ReportsReports

There are five standard reports availableThere are five standard reports available

Contact Tracking Contact Tracking ReportsReports

Open Contact Records – Past DueOpen Contact Records – Past Due

Contact Tracking Contact Tracking ReportsReports

Open Contact Records – AllOpen Contact Records – All

Contact Tracking Contact Tracking ReportsReports

Closed Contact Records – By Date RangeClosed Contact Records – By Date Range

Contact Tracking Contact Tracking ReportsReports

Closed Contact Records – AllClosed Contact Records – All

Contact Tracking Contact Tracking ReportsReports

Tracking Record Log – Specify Tracking NumberTracking Record Log – Specify Tracking Number

Archiving RecordsArchiving Records

• As time goes by, it will be become As time goes by, it will be become necessary to archive closed necessary to archive closed records, to conserve space.records, to conserve space.– The Archive / Purge Closed Records The Archive / Purge Closed Records

selection is on the Database selection is on the Database Configuration page, and password Configuration page, and password protectedprotected

– Only closed records are archived and Only closed records are archived and deleteddeleted

Archiving RecordsArchiving Records

– Records are archived to a Microsoft Records are archived to a Microsoft Excel spreadsheet, external to the Excel spreadsheet, external to the database , prior to the deletion of database , prior to the deletion of recordsrecords

– Data can easily be dumped to an Data can easily be dumped to an Excel file, for analysis, without Excel file, for analysis, without deleting recordsdeleting records

SummarySummary

• The Local Health Department The Local Health Department Contact Tracking Database is an Contact Tracking Database is an easy to use tool to track ensure easy to use tool to track ensure that all contacts are handled in a that all contacts are handled in a timely mannertimely manner– The database provides real-time email The database provides real-time email

notificationsnotifications– Provides reporting functions and Provides reporting functions and

organizes data in an easily searched organizes data in an easily searched formatformat

SummarySummary

– Provides periodic reminder emailsProvides periodic reminder emails– An easy Quality Improvement An easy Quality Improvement

project for those seeking PHAB project for those seeking PHAB accreditationaccreditation

– And, best of all . . .And, best of all . . .

It’s FREE!It’s FREE!

New JerseyNew JerseyOffice of Local Public Office of Local Public

HealthHealth

Natalie PawlenkoNatalie Pawlenko

DirectorDirector

Wayne SundmacherWayne Sundmacher

Quality Improvement CoordinatorQuality Improvement Coordinator