The maintenance section of CPDMS.net provides functions related to system control and maintenance. These include editing and maintaining Support Files, unlocking patients, assigning labels for the User Defined fields, updating calculated fields, marking patient records for upload, and sending feedback to CPDMS.net developers.
Highlight 'Maintenance' from the Main Manu, and the screen displays the following submenu:
The various submenu items are described below.
Support Files
Each of the support files acts as a Choice List to validate values entered for specific data items in the patient database. The support files and the items they validate are:
Physician directory- Managing physician, primary surgeon, radiation oncologist, medical oncologist, primary follow-up physician, and follow-up physicians two through five.
Institution- Hospital referred to, hospital referred from, following registry, and therapy facility
When Support Files is highlighted, the submenu will be displayed.
At this submenu, choose either Physician or Institution and the codes and descriptions (or names) contained in that list will be displayed in a dialog box. For example, if Physician is selected, the directory of physician names and identification codes is displayed:
The lists are displayed in pages of fifty records. To move up and down within a page, use the scroll bar to the right of the list or select an item in the list and use the arrow keys or the page up and page down keys. Go directly to the top of the page by pressing the HOME key or directly to the bottom of the page by pressing the END key. Select the buttons labeled "Prev" or "Next" to go to the previous or next page,
A record in a support file may be located by searching for either the code or the description. Type the character string in the appropriate field and select the "Search" button. The program will then display any matches it finds in the file that begin with the characters entered.
To edit a record in a support file, first locate and highlight the desired record. Then select the "Edit" button to open the record. Overwrite the old record values and save the changes by selecting "Submit." Choose "Cancel" to exit without saving.
To add a new record in a support file, choose the "Create" button. A blank data entry screen for a complete record for that support file will be displayed. Enter the code and any other data values that are pertinent for the type of record being created. When the entry is completed, choose "Submit". Choose the "Cancel" button to abandon the record without saving it.
To delete a record from the support field, first highlight the record to be deleted and then choose the "Delete" button. The message "Are you sure you want to delete?" will be displayed. Select "Ok" and the record is erased. NOTE: If users attempt to delete or edit a physician number which is associated with one or more cases, an error message will appear stating "Delete not allowed because Physician ID is currently used in
Case Data records." In order to delete a physician ID, users must first edit all case records which are associated with that ID.
Briefly, the features that are unique to each support file are:
Physician:
- Ordered numerically by physician ID
- Record contains license number, NPI code, last name, first name, address line 1, address line 2, city, state, zip code, and phone
- Required fields are license number, name, and state
Unlock Patient
In order to allow multiple users access to the database at the same time, the records that are currently being viewed or modified by one user must be "locked out" to other users at that time. Once a patient record has been exited, then it is "unlocked" and accessible to other users. However, if a user is logged out by the system while viewing or editing a record, then that patient record will remain "locked" to all other users until the user logs back in and resumes the interrupted session.
In the event that a user is logged out while in the midst of viewing or editing a patient and then does not resume the session, the patient may be "unlocked" by another user through this system maintenance procedure.
First, select "Unlock Patient" from the Maintenance submenu. A warning appears not to unlock records that are currently in use by other users. Then the following screen is displayed:
Enter the social security number of the patient record to be unlocked. The system automatically locates and displays the patient's name. Press ENTER to unlock the record
and the screen displays a message stating that the record has been unlocked and returns to the previous menu. Choose "Cancel" to return to the previous screen without unlocking that patient's record.
User Defined Labels
This feature of CPDMS.net allows meaningful labels to be assigned to the ten patient level and twenty case level user defined fields. The labels for the case level fields may be defined differently for each site group. In order to use this feature, highlight User Defined from the Maintenance submenu and a further submenu appears for Patient level or Case level.
To enter labels for patient level User defined fields, select Patient Labels from the submenu and the following screen will be displayed.
Enter up to fifteen characters for each field which is to be defined. Then choose "Save" to save the entries, or "Cancel" to exit without saving the changes. The screen then returns to the Main Menu. Once labels have been saved in the User Defined Patient Data Labels form, they will automatically be used as the labels on every Patient User Defined data entry screen.
To enter labels for Case level user defined fields, select Case from the User defined submenu and the following dialog box is displayed:
In order to select a site group, highlight the group code and name and choose "Select." A specific site group may be located by searching for the site group number or name using the "Search" button.
A data entry screen will be displayed for 20 possible labels (each 15 characters long) for this site group.
Type meaningful labels for as many fields as desired. When entry is complete, choose "Save" to save the changes or "Cancel" to exit this screen without saving. The system will then return to the Main Menu.
Once labels have been saved in the User Defined Case Data Label form, they will automatically be used as labels on the Case User Defined data entry screens for that site group. Using the above example, when values are entered for case user defined fields during data entry, the labels corresponding to stomach will automatically appear on the User Defined data entry screen.
Update Calculated Fields
This feature allows the user to initiate a recalculation of certain system calculated variables. The recalculated values are then stored in the Patient or Case Records. Select "Update Calculated Fields" and the following screen will be displayed:
All the variables that will be recalculated are listed here. Select "Exit" to return to the Main Menu, or "Run" to proceed with the recalculation.
When the system has completed the calculations, the results are displayed (see below):
Change Login Hospital
This function is available only to multi-hospital facilities. It allows users in a multi- hospital database to log in to a different facility without entirely logging out of CPDMS.net. Choose "Change Login Hosp" from the Maintenance Menu.
The user is now presented with a drop-down menu from which to select a different hospital. After choosing a hospital, click "Submit" to login to that hospital's registry, or "Cancel" to escape to the Main Menu.
Mark Patients for Upload
Rarely, a patient record may be corrupted or deleted in the central database. When this occurs, KCR will request that the patient record be marked for upload in the database of the registry which submitted the record. In order to mark a record, select "Mark Patients for Upload" from the Maintenance Menu. The following screen will appear:
Records may be specified for upload in one of two ways: by Hospital ID and Patient ID, OR by the patient's Social Security Number. It is not necessary to enter all three fields.
Once a SSN or Hospital ID/Patient ID has been entered, the patient's name will automatically appear, as demonstrated in the example below:
Up to ten records may be marked at one time. Once all records have been entered, click "Submit" to mark them. The following confirmation message appears:
Click "Ok" to return to the Main Menu.
CPDMS.Net Feedback
This function allows users of CPDMS.net to directly communicate with the technical support staff. Users may report bugs, make suggestions for improvements, or request technical support. From the Maintenance Menu, select "CPDMS.net Feedback."
The following screen appears:
In the "Comment/Suggestion" field, a Choice List is available which allows the user to specify the nature of the comment (reporting a bug, suggesting a change, asking a question, or requesting urgent technical support). Press TAB or ENTER to move the cursor to the text box and type the comment to be sent. Hit TAB to move from the text box to the buttons beneath it. Choose "Submit" to transmit the comment to the technical staff, "Clear" to delete all of the text in the box, and "Cancel" to return to the Main Menu.