1

WELCOME TO Advanced VA FILEMAN 210 H

Tom Fagan Clinical Applications Coordinator at VAMC Richmond, Virginia

(804) 675-5298

2

LEARNING OBJECTIVES AND CLASS FORMAT

1. Review and Understand Basic Functions2. Review use and compare Templates3. Use of Sort and Print Qualifiers and Functions4. Understand how to use File Jumping (pointing)5. Understand the File Multiples6. Understand concepts of Export data using Text

File7. Know where to find additional References:

FILEMAN Website and REFERENECE SLIDES Qualifiers, Functions and Operators(48 &49)

8. Understand Importance of Data Validation and Privacy/Security

3

TERMINOLOGY Most Important

• SYNTAX exact sequence of characters and words for a function to work, may be case sensitive

• Primary Source of Frustration

4

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• IEN NUMBER is the unique number

assigned to record by software, contained in the .001 field

5

TERMINOLOGY- ADVANCED

• MULTIPLE is a sub file or a file within a file can contain zero or multiple entries

• JUMPING(POINTING) access a field in a related file.

• QUALIFIERS and FUNCTIONS are MUMPS expressions used to enhance sort or output

6

BASIC REPORT FUNCTIONS REVIEW

• Inquire to File Entries• Print File Entries • Search File Entries??? For help

7

• Data Dictionary Utility “Display Structure”

• File Number or Label• Field Number or Label• Data Type• Index and Pointers• Suggest Brief format.

LIST FILE ATTRIBUTES

8

TEMPLATE COMPARISON

•Search = saved Search Results or Search Logic

•Print Sort = saved Sort LogicTIP: Sort by:[ “TEXT” = Contains

TEXT

•Print Output = saved Print or Display Format

9

(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

10

INTERMEDIATE ADVANCED 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

11

JUMP FILES PRINT OUTPUT EXAMPLE

OUTPUT FROM WHAT FILE: PRESCRIPTION// FIRST PRINT FIELD: [H210.DEMOGRAPH

FIRST PRINT FIELD: PATIENT:// THEN PRINT PATIENT FIELD:

$P(NAME,",",1)_"@"_$P(NAME,",",2) THEN PRINT PATIENT FIELD: "@" THEN PRINT PATIENT FIELD: STREET

ADDRESS [LINE 1];L25;X THEN PRINT PATIENT FIELD: "@"

12

JUMP FILES PRINT OUTPUT EXAMPLE (continued)

THEN PRINT PATIENT FIELD: STREET ADDRESS [LINE 2];L10;X

THEN PRINT PATIENT FIELD: "@" THEN PRINT PATIENT FIELD: CITY;L15;X

THEN PRINT PATIENT FIELD: "@" THEN PRINT PATIENT

FIELD:STATE:ABBREV;X THEN PRINT PATIENT FIELD: "@" THEN PRINT PATIENT FIELD: ZIP+4;L9;X THEN PRINT PATIENT FIELD: "@"

13

JUMP FILES PRINT OUTPUT EXAMPLE OUTPUT

1. 2. 3. 4. 5. 6.THREE@PATIENT@1312 ASHTON PLACE@@ROWLING@WV@99998-007@

1. $P(NAME,",",1)_"@"_$P(NAME,",",2)2. STREET ADDRESS [LINE 1];L25;X3. STREET ADDRESS [LINE 2];L10;X 4. CITYL15;X5. STATE:ABBREV;X6. ZIP+4;L9;X

14

INTERMEDIATE ADVANCED

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

15

MULTIPLE Example (Standard)

Inquire to File EntriesOUTPUT FROM WHAT FILE: PATIENT// Select PATIENT NAME:SEVENTYTWO,PATIENT

STANDARD CAPTIONED OUTPUT? Yes// n (No)FIRST PRINT FIELD: APPOINTMENT (multiple)

FIRST PRINT APPOINTMENT SUB-FIELD: .001 APPOINTMENT DATE/TIME

THEN PRINT APPOINTMENT SUB-FIELD: .01 CLINICTHEN PRINT FIELD:

16

MULTIPLE Standard Output

FIRST PRINT FIELD: APPOINTMENT (multiple)

DATE/TIME CLINIC-------------------------------------------------------------MAY 21,2000 10:00 GENERAL MEDICINEMAY 22,2000 10:00 GENERAL MEDICINEMAY 23,2000 10:00 GENERAL MEDICINEMAY 24,2000 10:00 GENERAL MEDICINE

17

MULTIPLE Example (INSIDE)

TEMPLATE H210.INSIDEFIRST PRINT FIELD: APPOINTMENT// (multiple) FIRST PRINT APPOINTMENT SUB-FIELD: NAME;L15// By 'name', do you mean PATIENT 'NAME'? Yes// THEN

PRINT APPOINTMENT SUB-FIELD: APPOINTMENT DATE/TIME;C20

THEN PRINT APPOINTMENT SUB-FIELD: CLINIC;C45// THEN PRINT APPOINTMENT SUB-FIELD: THEN PRINT FIELD:

18

MUTIPLE Example (INSIDE) Output

THEN PRINT APPOINTMENT SUB-FIELD: APPOINTMENT DATE/TIME;C20

NAME DATE/TIME CLINIC-----------------------------------------------------------------------------

SEVENTYTWO,PATI MAY 21,2000 10:00 GENERAL MEDICINESEVENTYTWO,PATI MAY 22,2000 10:00 GENERAL MEDICINE

OUTSIDE OUTPUT:DATE/TIME CLINIC-------------------------------------------------------------MAY 21,2000 10:00 GENERAL MEDICINE

19

SORT and PRINT Qualifiers

• Suffix and Prefix Syntax –USE CAPS• Example ;Ln limit to n characters• Harmony SORT-PRINT +field then !

field subtotal count• Reference Slides

20

EXAMPLES of FUNTION SORT

Sort by COUNT of patient APPOINTMENTS MultipleOUTPUT FROM WHAT FILE: PATIENT// SORT BY: NAME// +APPOINTMENTAPPOINTMENT SUB-FIELD: +CLINIC START WITH CLINIC: FIRST// WITHIN CLINIC, SORT BY: FIRST PRINT FIELD: !NAMESample output CLINIC: 19 LINDA'S FUNNY CLINICSUBCOUNT 14 CLINIC: 20 MINUTESUBCOUNT 2 CLINIC: 45 PATTERN

21

SORT and PRINT Functions

• Function File• Local entries may be file

dependent• Example NUMDATE(DATE field) =

date MM/DD/YY format • Standard Syntax FUNCTION (Field Name)

22

ADVANCED CONCEPT DATA EXPORT

DATA VS. INFORMATION • Information has meaning• EXCEL formatting and analyzing data• ACCESS capacity or advanced

analysis• RELATED Session 216H Extracting

and Exporting Pharmacy Data (Absolute Power) - Extended Session on Thursday 8/23/07 at 9:10am

23

STEPS TO MS APPLICATION

1. Select Output Source File and Find Records (SEARCH or PRINT SORT)

2. Select Output Details in Fields, use Template (PRINT OUTPUT) to Format

3. Save Output to ASCII Text File “PACK”4. Import to Chosen MS-Application with

Import Wizard “UNPACK”5. Parse and Label Data and Save as MS-File

24

FORMATTING-SMUSH

TAKES OUT ALL THE SPACESSyntax= FIELD:NAME;X

25

FORMATTING-DELIMITER

• Signals New Column• Carriage Return Signals New

Row Syntax THEN PRINT FIELD: “any character or text

string”

26

SMUSHING AND DELIMITING example

OUTPUT FROM WHAT FILE: PATIENT// THEN PRINT FIELD: $E(SSN,6,9);XTHEN PRINT FIELD: "@"THEN PRINT FIELD: LOWERCASE($P(NAME,",",1));XTHEN PRINT FIELD: "@" THEN PRINT FIELD: LOWERCASE($P(NAME,",",2));XTHEN PRINT FIELD: "@"FIRST PRINT FIELD: LOWERCASE(STREET ADDRESS [LINE 1]);XTHEN PRINT FIELD: "@"THEN PRINT FIELD: LOWERCASE(STREET ADDRESS [LINE 2]);XTHEN PRINT FIELD: "@"THEN PRINT FIELD: LOWERCASE(CITY);X// THEN PRINT FIELD: "@"THEN PRINT FIELD: LOWERCASE(STATE);X// THEN PRINT FIELD: "@"THEN PRINT FIELD: ZIP+4;X// THEN PRINT FIELD: "@"

27

SMUSHING AND DELIMITING example Sample Output

1. 2. 3.0003@Three@Patient@1312 Ashton Place@@Rowling@West Virginia@99998-

0071

1. $E(SSN,6,9);X2. LOWERCASE($P(NAME,",",1));X3. LOWERCASE(STREET ADDRESS [LINE 1]);X

28

CAPTURE TEXT FILE “PACKING”

1. At VistA DEVICE Prompt, 0;132;99999SYNTAX 0= display on screen; 132= column width;

99999= page length before page break2. WAIT!3. Turn On Capture KEA- Tools/Capture Incoming Data4. Enter File Name, Location, And Click Save5. Press ENTER 6. When Scrolling Stops, End Capture KEA-Tools/End Capture

29

IMPORT TEXT FILE “UNPACKING”

1. Open MS Application Excel2. Click On File/Open3. Choose TEXT File You Captured REMEMBER THE LOCATION4. Use The Import Wizard5. Parse and Label Data-Save as

Excel File

30

SESSION MENU

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 ... Template Edit Data Dictionary Utilities ... List File Attributes Transfer Entries Other Options ...

31

LOG IN FOR HANDS ON

ACCESS: 00VEHUVERIFY:VEHU00

32

#1 HANDS ON Jumping (Pointing) PRINT SORT OUTPUT

PRINT File EntriesOUTPUT FROM WHAT FILE: PRESCRIPTION OR 52SORT BY: RX #// DRUG["DIAZEPAM" WITHIN DRUG["DIAZEPAM", SORT BY: FIRST PRINT FIELD: PATIENT: THEN PRINT PATIENT FIELD: AGE 1 AGE ….. 5 AGENT ORANGE EXPOSURE LOCATION CHOOSE 1-5: 1 AGE THEN PRINT PATIENT FIELD: THEN PRINT FIELD: RX # THEN PRINT FIELD: DRUG 1 DRUG ……..4 DRUG EXPIRATION DATE CHOOSE 1-4: 1 DRUGTHEN PRINT FIELD: Heading (S/C): PRESCRIPTION LIST// STORE PRINT LOGIC IN TEMPLATE: START AT PAGE: 1// DEVICE: TELNET PORT Right Margin: 80// ^

33

#2 HANDS ON search order file INPATIENT PACKAGE

SEARCH File Entries

OUTPUT FROM WHAT FILE: ORDER//

-A- SEARCH FOR ORDER FIELD: PACKAGE -A- CONDITION: CONTAINS -A- CONTAINS: MEDICATIONS

-B- SEARCH FOR ORDER FIELD: WHEN ENTERED -B- CONDITION: GREATER THAN -B- GREATER THAN DATE: 6/8/2007@1600 (JUN 08, 2007@16:00)

-C- SEARCH FOR ORDER FIELD:

IF: AB PACKAGE CONTAINS (case-insensitive) "MEDICATIONS" and WHEN ENTERED GREATER THAN JUN 8,2007@16:00 (6/8/2007@1600)OR:

STORE RESULTS OF SEARCH IN TEMPLATE: 00.IPMEDS6/8/2007 Are you adding '00.IPMEDS6/8/2007' as a new SORT TEMPLATE? No// Y (Yes)DESCRIPTION: No existing text Edit? NO//

SORT BY: NUMBER// START WITH NUMBER: FIRST// FIRST PRINT FIELD: Heading (S/C): ORDER SEARCH// DEVICE: TELNET PORT Right Margin: 80// ORDER SEARCH JUL 25,2007 14:10 PAGE 1--------------------------------------------------------------------------------

182 MATCHES FOUND..

34

#3 HANDS ON search results in order file orderable item contains codeine

PRINT File Entries

OUTPUT FROM WHAT FILE: ORDER// SORT BY: NUMBER// [00.IPMEDS 6/8/2007 WITHIN ‘00.IPMEDS6/8/2007' NUMBER, SORT BY:

ORDERABLE

ORDERABLE ITEMS SUB-FIELD: ORDER["CODEINE“By 'ORDER', do you mean ORDERABLE ITEMS

'ORDERABLE ITEM'? YesSTORE IN 'SORT' TEMPLATE: FIRST PRINT FIELD: [H210.ORDERABLE

35

#4 HANDS ON PRINT OUT TEMPLATE EDIT

PRINT File EntriesOUTPUT FROM WHAT FILE: ORDERSORT BY: NUMBER// [ 00.IPMEDS 6/8/2007WITHIN 'TF.IPMEDS' NUMBER, SORT BY: FIRST PRINT FIELD: [ H210.ORDER WANT TO EDIT 'H210.ORDERABLE' TEMPLATE? No// Y NAME: H210.ORDERABLE// READ ACCESS: WRITE ACCESS: FIRST PRINT FIELD: ORDER #// THEN PRINT FIELD: ORDERABLE ITEMS// (multiple) THEN PRINT ORDERABLE ITEMS SUB-FIELD: ORDERABLE ITEM// THEN PRINT ORDERABLE ITEMS SUB-FIELD: WHEN;d;L18// By 'WHEN', do you mean ORDER 'WHEN ENTERED'? Y THEN PRINT ORDERABLE ITEMS SUB-FIELD: WHO// By 'WHO', do you mean ORDER 'WHO ENTERED'? Y THEN PRINT ORDERABLE ITEMS SUB-FIELD: OBJEC// By 'OBJEC', do you mean ORDER 'OBJECT OF ORDER'? YTHEN PRINT ORDERABLE ITEMS SUB-FIELD: // Y THEN PRINT ORDERABLE ITEMS SUB-FIELD:

36

# 5 HANDS ON multiple PRINT OUTPUT TEMPLATE

PRINT File Entries

OUTPUT FROM WHAT FILE: 52 OR PRESCRIPTION (2644 entries)SORT BY: RX #// START WITH RX #: FIRST// FIRST PRINT FIELD: [H210.REFILLINSIDEWANT TO EDIT 'H210.REFILLINSIDE' TEMPLATE? No// (No)Heading (S/C): PRESCRIPTION LIST// DEVICE: TELNET PORT Right Margin: 80// ENTER UNTIL PAGE 5RX #: 300077 RX #: 300078 RX #: 300079 RX #: 300082 RX #: 300173 RX #: 300211 RX #: 300212 RX #: 300226 RX #: 300227 RX #: 300228 RX #: 300248 RX #: 300249300249@05/31/95@666427065@05/31/95@13.9@300249@05/31/95@666427065@05/31/95@13.9@300249@05/31/95@666427065@05/31/95@13.9@300249@05/31/95@666427065@05/31/95@13.9@ RX #: 300250^

37

# 6 HANDS ON multiple PRINT OUTPUT TEMPLATE

Print File Entries……..OUTPUT FROM WHAT FILE: PRESCRIPTION/SORT BY: RX #// START WITH RX #: FIRST// FIRST PRINT FIELD: [ H210.REFILLINSIDE WANT TO EDIT 'H210.REFILLINSIDE' TEMPLATE? No// Y (Yes)NAME: H210.REFILLINSIDE// FIRST PRINT FIELD: REFILL// (multiple) FIRST PRINT REFILL SUB-FIELD: rx;X// By 'rx', do you mean PRESCRIPTION 'RX #'? Yes// (Yes) THEN PRINT REFILL SUB-FIELD: "@";X// THEN PRINT REFILL SUB-FIELD: NUMDATE(issue);X// By 'issue', do you mean PRESCRIPTION 'ISSUE DATE'? Yes// (Yes)THEN PRINT REFILL SUB-FIELD: "@";X// THEN PRINT REFILL SUB-FIELD: patient:ssn;X// By 'patient', do you mean PRESCRIPTION 'PATIENT'? Yes// (Yes) By 'ssn', do you mean PATIENT 'SOCIAL SECURITY NUMBER'? Yes// (Yes) THEN PRINT REFILL SUB-FIELD: "@";X// THEN PRINT REFILL SUB-FIELD: NUMDATE(REFILL DATE);X THEN PRINT REFILL SUB-FIELD: "@";X// THEN PRINT REFILL SUB-FIELD: (curren*qty);X// By 'curren', do you mean REFILL 'CURRENT UNIT PRICE OF DRUG'? Yes// (Yes) By 'qty', do you mean REFILL 'QTY'? Yes// (Yes) THEN PRINT REFILL SUB-FIELD: "@";X// Heading (S/C): PRESCRIPTION LIST// STORE PRINT LOGIC IN TEMPLATE: 00.REFILL INSIDE Are you adding '00.REFILL INSIDE' as a new PRINT TEMPLATE? No// Y

38

#7 HANDS ON TEMPLATE EDIT with PRINT OUTPUT

Utility Functions Option: Template Edit

MODIFY WHAT FILE: PRESCRIPTION// Select TEMPLATE File: print TEMPLATESelect PRINT TEMPLATE:

00.REFILLINSIDE Y for screen modeFOLLOWING INSTRUCTIONS IN SCREEN

MODE TO DELET ROW AND SAVE

39

# 8 HANDS ON Search with MATCH number 1 place

SEARCH File Entries

OUTPUT FROM WHAT FILE: DRUG// 50 OR DRUG (3587 entries)

-A- SEARCH FOR DRUG FIELD: DEA, SPECIAL HDLG -A- CONDITION: MATCHES -A- MATCHES: 1.N -B- SEARCH FOR DRUG FIELD: IF: A// DEA, SPECIAL HDLG MATCHES 1.NSTORE RESULTS OF SEARCH IN TEMPLATE: SORT BY: GENERIC NAME// START WITH GENERIC NAME: FIRST// FIRST PRINT FIELD: .01THEN PRINT FIELD: DEA, SPECIAL HDLG THEN PRINT FIELD:

40

HANDS ON DEMO EXCEL import Jumping (Pointing) using

Prescriptions Patient Demographics

OUTPUT FROM WHAT FILE: PRESCRIPTIONSORT BY: RX #// [H210METOPROLOL

TARTRATE WANT TO EDIT '210METOPROLOL TARTRATE'

TEMPLATE? NOFIRST PRINT FIELD: [H210.RECALLIMPORTWANT TO EDIT “H210.RECALLIMPORT”? NHeading (S/C): PRESCRIPTION LIST// START AT PAGE: 1// DEVICE: TELNET PORT Right Margin

41

HANDS ON Optional Print and Sort Functions

•DRUG FILEFIRST PRINT FIELD: [H210.NARC

$S(DEA["2":"NARC",1:"NOT NARC")

•Function file

42

STEPS TO IMPORT MS-ACCESS (Optional)

1. Open MS-Access2. Start New Database (File/New)3. Select Location and Name File4. File/Get External Data5. Import (Select Location of text file)6. Use Import Wizard (Must format and

name fields)

43

E-TRIP NATIONAL RESORUCES

• Fileman Homepage:http://www.va.gov/vdl/application.asp?appid=5

44

PRIVACY REVIEW

For Protected Health Information (PHI)Distribution:Need to Know- VISTA Email or Outlook

with PKISecure – Encryption or ServerRole of Local VISN Information

Security OfficerNational Website:https://vaww.ocis.va.gov/portal/

server.pt

45

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

46

1-800-HELP ME

Phone: Tom Fagan (804)675-5298EMAIL: THOMAS.FAGAN@VA.GOV

47

QUESTIONS

?

48

Reference 1- Select Print, Sort Qualifiers and Operators

49

Reference 2 – Select Fileman Functions