1. Registry 201 Excel Registry Training

2. Registry 201 Excel Registry Training Outline ► Important Information about PHI ► Getting to know you ► Excel Registry Training

3. Don’t send the Coordinating Center any PHI (Protected Health Information)

4. What is PHI ► Names ► Geographic subdivisions smaller than a state (tribe is ok) ► Date of birth, date of death ► Telephone numbers, fax numbers ► Email addresses ► Social Security Numbers ► Medical Record Numbers ► Health plan beneficiary numbers

5. What is PHI (cont) ► Account numbers, certificate/license numbers ► Vehicle identifiers & serial numbers including license plate numbers ► Device identifiers & serial numbers ► URLs, IP address numbers ► Biometric identifiers including finger & voice prints ► Full face photographic images & any comparable images ► Any other unique identifying numbers, characteristic code

6. PHI in the Excel Registry Columns 2 – 14 (columns E – Q), Black text on a gray background, White cells

7. Before we begin ► New to the SDPI program or first time here? ► New with computers? ► Never used Excel?

8. Excel Registry Training ► Walk through setting up folders on your computer ► Naming the Excel registry Files ► Macros in Excel ► Formulas ► Copy data from version 1 to version 3 of the registry file

9. Folders and Naming Files ► Create 3 folders  at the root of c:\ 1. Excel_Data_Files  within the Excel_Data_Files folder 1. Backup_files 2. Files_sent_to_CC

10. View from Windows Explorer 3 folders created

11. Most important things to remember ► Don’t send the Coordinating Center any PHI data ► Backup your files ► Password protect the Excel Registry file on laptop 1. File save as – tools – general options 2. Tools – Options – Security tab

12. Name of the Excel Registry File sent to Coordinating Center ► NDPID.site # - CC – HH Excel Registry ver 3 – mm.dd.yyyy ► The date at the end of the file is the date you sent the file to the Coordinating Center ► How to handle more than one site

13. Name of the Excel Registry File sent to Coordinating Center ► More than one site For example: Northwest Washington Indian Health Board has 4 sites Northwest Washington Indian Health Board has 4 sites Excel Registry file name 64207.1 – CC – HH Excel Registry ver 3 – 02.28.2006 64207.1 – CC – HH Excel Registry ver 3 – 02.28.2006 64207.2 – CC – HH Excel Registry ver 3 – 02.28.2006 64207.2 – CC – HH Excel Registry ver 3 – 02.28.2006 64207.3 – CC – HH Excel Registry ver 3 – 02.28.2006 64207.3 – CC – HH Excel Registry ver 3 – 02.28.2006 64207.4 – CC – HH Excel Registry ver 3 – 02.28.2006 64207.4 – CC – HH Excel Registry ver 3 – 02.28.2006

14. Opening Excel

15. Setting Macro Security ► On the tool bar – Tools – Macro - Security

16. Setting Macro Security ► Change to Medium, click on OK

17. ► Close the Excel program down ► Open the Excel Registry file ► Click on Enable Macros

18. What the Macro will do ► Clears the data out of the white cells  Columns 2 – 14 (E – Q) ► Changes the formulas to a value

19. Running the Macro ► Run the Macro only in the file you will be sending to the Coordinating Center ► On the tool bar - Tools – Macro – Macros…

20. Running the Macro ► Highlight the Macro name “Set_Values_and_Clear” ► Click Run

21. What to do if the Macro doesn’t work? ► Manually Clear out the PHI ► First replace the formula cells with the value 1.Highlight the cells 2.Right click on the cells 3.Select Copy 4.Right click on the cells 5.Select Paste Special…

22. ► Click on Values ► Click on ok

23. Formulas ► Cells with formulas may have a green mark in the upper left hand corner of the cell ► In the Excel Registry, Column headings with purple text should have formulas

24. What’s new in Version 3 ► Has more formulas ► Marco runs faster ► Marco replaces formulas with a value

25. Copy data from version 1 to version 3 ► Open up Excel Registry Version 1 ► Open up Excel Registry Version 3 ► Check the participant number order ► Highlight the rows in version 1 ► Ctrl-C to copy the data ► Go to version 3 and click on cell A4 ► Ctrl-V to paste the data

26. Send Excel Registry files to: Jeanne Amos Jeanne.amos@uchsc.edu Questions?