Community Development Learning Team Call Wednesday January 12, 2011 How to Save Time AND help communities complete the Need for Assistance Worksheet (Form 9)

How would you like to have a database where you can punch in a zip code in your state and pull up all the health statistics needed for the New Access Point Grant Needs Assessment (Form 9) ? What if I told you that you can create this database easily? Would this save you time? Would this be a benefit to your members?

For me the answer was YES.

Click here to download what the final report looks like for Zip Code: (Location of WPHCA Office)

Step 1: Read the guidance looking for “rules” You will use these rules to automate as much of the process as possible.

Step 2: Take a look at the final form that will need to be completed Lesson learned: When I started creating an automated version of Form 9 for WI only the guidance was available. Now, having seen how the actual form looks, if I had the time to re- do this I would consider making the “report” the automated tool uses to display the data look more like the form.

Step 3: Find data for the first barrier “Population to One FTE Primary Care Physician” Note: Try to find data on the most local scale possible: State, County, City, Zip Code, Census Tract Also, keep in mind at what level you want your report to show data at. If you want Zip Codes, then City data probably won’t help you. Finally, make sure the data is for all the geographical locations in the state at the scale you choose. For example, if you find county level data, then make sure you have data for all counties in the state.

How do I find this data? 1. Search engine such as Google, Yahoo, Bing 2. Data Sources For Demonstrating Need For Primary Care Services: State Department of Health website and contacts In this case I found the data at the Community Health Status Indicators Website: Since I needed data for all counties I looked to see if the website had a page where it summarized the data for all counties. Luckily I found it at:

Step 3: Download the data and paste it into a new excel tab. When you click on the link you will see a number of.xls and.csv files: Try the first file “CHSI_DataSet.xls” in this case it has the data we need in columns C, D, and AC. Hide the un- needed columns (you never know when the data might come in useful) and you should see something like this. Note: the data is in the form “physicians per 100,000 population” and we need “ “Population to One FTE Primary Care Physician”. That is in Autauga, Alabama there are 47.7 physicians per 100,000 people. So to get # of people per 1 physician take the 100,000 people and divide by the 47.7 physicians to get a rate of:

Step 4: Repeat the step 3 (find data and paste into a new tab ) for each measure needed for Form 9. If I counted right there are 55 measures including the “other” categories in the Need for Assistance Worksheet. So this part will take some time … and patience. Eventually you should have 55 tabs at the bottom of your excel spreadsheet. Each tab will contain data for a particular measure for each county or zip code in the state.

Step 5: Create one more tab for your “report”. Create the outline of what you want your report to look like In my case I wanted to first give the user an opportunity to select the ZIP code or County they are interested in. Once the user has selected a geographical area I wanted to show the user the data for each measure, the point value, the source, and the year.

Step 6: Use formulas and other Excel tools to tell Excel how you want Excel to complete the form. In my case for the first part I did the following steps: 1. Find a list of all the Zip Codes and Counties in your state. One place to look is: 2. Copy and paste the list in your report tab somewhere where the user won’t see it such as column BG. 3. Sort each column numerically and alphabetically respectively 4. Select the cell where you want the user to choose the ZIP code. In my case cell G3. Go to Data -> Data Validation. Under settings select list and in cell dropdown. 5. Click inside the “Source:” blank and use your mouse to select the list you had put in column BG 6. Complete the Input Message and Error Alert sections and press okay.

Step 6: Continued For the second part I used a few useful formulas that may look complex, but once you try them a few times they are okay: The formulas to know are: 1.“Vlookup” which stands for vertical look up 2.“If” which is a basic mathematical term Thus, the formula in cell A68 is: =IF(G3>1,VLOOKUP(C9,PoptoProvider!A:C,3,FALSE),IF(G5>1,VLOOKUP(G5,PoptoProvider!A:C,3,FALSE),"")) which means If cell G3 has a ZIP code entered Use cell C9 to find the appropriate data for Dane County Look for data on Dane County in the tab called “PoptoProvider” in columns A through C Once you locate the word “Dane” in column A go 3 columns over and pull that data Otherwise if cell G3 is blank and the user has instead entered a county do the same thing except use a different starting point G5. Be exact, that is don’t pull the data for Dodge even though it is similar

Step 6: Continued Use the “If” formula and the “rules” from grant guidance to tell the user what score the data for that measure receives. =IF(A68>=6411.5,20,IF(A68>=4109.5,19,IF(A68>=3116.5,18,IF(A68>=2839.5,17,IF(A68>=2466.5,16,IF(A68>=2174.5,15,IF(A6 8>=1990.5,14,IF(A68>=1835.5,13,IF(A68>=1684.5,12,IF(A68>=1574.5,11,IF(A68>=1480.5,10,IF(A68>=1391.5,9,IF(A68>= ,8,IF(A68>=1210.5,7,IF(A68>=1125.5,6,IF(A68>=1044.5,5,IF(A68>=952.5,4,IF(A68>=854.5,3,IF(A68>=721.5,2,IF(A68>=359.5,1,0))))))))))))))))))) Typing out each rule at a time you get the following formula: If the pop to prov ratio for Dane County is equal to or greater than 6,411.5 people to every provider then the measure will receive 20 points on the Needs for Assessment Worksheet If however the pop to provider ratio is not bigger than 6,411.5 people per provider then check if it is bigger than 4,109.5 people per provider. If yes, then the measure receives 19 points And so on What if the pop to provider ratio is equal to , would you give that 19 or 20 points? I decided to round up cases such as these.

That’s it Presented by Aleksandr Kladnitsky Program Coordinator Wisconsin Primary Health Care Association