Introduction to Microsoft Access Danielle Zammit B.Pharm. (Hons.), M.S.(Pharm.)

Steps Some background on Access and why it is used Some basic definitions Different Components of Access Creating an Access database with pharmacy claims data Extracting useful information to address specific questions

What is Microsoft Access? Relational, multi-user database management system that runs on the Microsoft Windows platform Relational: data stored in one table can be related to data stored in another table within the structure of one database Multi-user: more than one person can access the same data at the same time.

Why Access? Inexpensive Relatively Easy to Use Limitations of Excel Powerful functionality that can be learned gradually

Some Basic Definitions Database: A repository of information e.g. A file containing all the claims records of the members of a health plan Table: A collection of information relating to a specific category e.g claims by therapeutic class Record: A collection of information about one object in the table e.g. each patient has a record Field: A specific category of information in each record e.g. client name

Components of Access TABLES: Store data in rows and columns QUERIES: Extract, summarize and alter table contents

FORMS: templates for altering and viewing table data REPORTS: Display information in an accessible format MACROS and MODULES: Automate processes and create custom functionality Components of Access

Demonstration Tables: - Design View - Datasheet View Queries: - Design View - Design Grid - Running a Query - Totals

Creating an Access Database Starting up Start Access Choose to create a new, blank database Specify the directory Get the data

Three basic methods: 1. Create a table from scratch 2. Import or link to external data 3. Create a table from other information already in the Access database Creating an Access Database Getting the Data

Select “File/Get External Data/Import Select appropriate file type Point to appropriate file in appropriate directory Creating an Access Database Importing Data

For text files The “Import Text Wizard” dialog box will appear and you can see your data Choose (for this dataset): - Comma delimited, first row contains field name - Create in a new table, let Access choose the primary key - Specify the name e.g. “RawData” (Demonstrate with example) Creating an Access Database Importing Data

Click the “Queries” tab, the “New” button, then “Design View” Select the table (and or query) that you want to base your new query on Double click, or drag, each filed that you want into the design grid Hit the red exclamation mark Extracting Information Creating a Query

Extracting Information The Criteria Row E.g Create a query that selects patients who have only filled one prescription Put MBR_ID and DRUG in the Design Grid Save the Query as MonoMbrsPrep Now create a new based on the query MonoMbrsPrep Click the  symbol Group by MBR_ID and count DRUG Use Criteria to include those records where Count of DRUG is 1 Run the Query Save the Query as MonoMbrs.

Extracting Information Creating a Custom Function Right click in an empty Design Grid column Select “Build” Expand “Functions” then “Built-in…..” In the far right column, find and double- click on the function you need E.g. Max ( >)” appears in the “Expression Builder box

Extracting Information Creating a Custom Function Click on “ >” In the lower left hand column, select “Tables” or “Queries”, depending on the filed you want Double-click on the field you want in the middle column

Extracting Information Linking queries to create another E.g. Create a new query based on MonoMbrs, RxSpan and Quantity Click on MBR_ID in MonoMbrs and drag it on top of MBR_ID in RxSpan Repeat this step, but now drag it on top of Quantity Only members common to all tables will be included as output

Extracting Information Creating a Table Click the “Tables” tab Click “New” Select “Design View” Type “Drug” in the “Field Name” column Specify “Text” as the type Provide a useful description

Extracting Information Creating a Table Create the “MinEffDose” in the same way except specify the type as “Number” Save the table as MinEffDose No need for a primary key Select the “Datasheet View”. Specify the following minimum doses: –Paxil:10 –Prozac: 20 –Zoloft: 50

Extracting Information Using Tables and Queries E.g. calculating the percentage of the minimum dose taken by patients - Create a new query based on the tables RawData, MinEffDose and the query:AvgDailyDose - Join RawData and AvgDailyDose on MBR_ID - Join RawData and MinEffDose on DRUG - Put MBR_ID, DRUG, SPAN and MINEFFDOSE in the Design Grid

Extracting Information Using Tables and Queries - Create a field “PercentDose” as a custom function: PercentDose = ([AvgMG])/ ([MinEffDose]) - Run the Query to check if it works - Avoid Duplicate Records: –Go Back to Design View – Right Click in the area where the tables are – Select “Properties” – Change “Unique Values” to “Yes”

Extracting Information Using Tables and Queries - Format the “PercentDose” Field: -With the “Properties” Window still open click in the “PercentDose” column -Select “Percent” in “Format” field -Select zero decimal places - Run the Query to check if it works - Save the Query as SpanDose

Extracting Information Making a Table from a Query Open the query e.g. SpanDose. Go to Design View and Right Click in the area where the tables are Click the “Query” menu item and select the “Make-Table Query” Type the name of the table when prompted, “SpanDose”

Extracting Information Making a Table from a Query Run the Query to check if it works Save the Query as SpanDoseMakeTableQry You should now have in your database: a new table, a new makeTable query and the original SpanDose query.

Biostats Lab You will practice and get more familiar with all these techniques in the lab