1. 1 WELCOME TO Advanced VA FILEMAN 210 H Tom Fagan Clinical Applications Coordinator at VAMC Richmond, Virginia (804) 675-5298

2. 2 LEARNING OBJECTIVES AND CLASS FORMAT  Review and Understand Basic Functions  Review use and compare Templates  Use of Sort and Print Qualifiers and Functions  Understand how to use File Jumping (pointing)  Understand the File Multiples  Understand concepts of Export data using Text File  Know where to find additional References: FILEMAN Website and REFERENECE SLIDES Qualifiers, Functions and Operators(48 &49)  Understand Importance of Data Validation and Privacy/Security

3. 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. 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. 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. 6 BASIC REPORT FUNCTIONS REVIEW Inquire to File Entries Print File Entries Search File Entries ??? For help

7. 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. 8 TEMPLATE COMPARISON Search = saved Search Results or Search Logic Print Sort = saved Sort Logic TIP: Sort by:[ “ TEXT ” = Contains TEXT Print Output = saved Print or Display Format

9. 9

10. 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. 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. 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. 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;X 3. STREET ADDRESS [LINE 2];L10;X 4. CITYL15;X 5. STATE:ABBREV;X 6. ZIP+4;L9;X

14. 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. 15 MULTIPLE Example (Standard) Inquire to File Entries OUTPUT 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 CLINIC THEN PRINT FIELD:

16. 16 MULTIPLE Standard Output FIRST PRINT FIELD: APPOINTMENT (multiple) DATE/TIME CLINIC ------------------------------------------------------------- MAY 21,2000 10:00 GENERAL MEDICINE MAY 22,2000 10:00 GENERAL MEDICINE MAY 23,2000 10:00 GENERAL MEDICINE MAY 24,2000 10:00 GENERAL MEDICINE

17. 17 MULTIPLE Example (INSIDE) TEMPLATE H210.INSIDE FIRST 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. 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 MEDICINE SEVENTYTWO,PATI MAY 22,2000 10:00 GENERAL MEDICINE OUTSIDE OUTPUT: DATE/TIME CLINIC ------------------------------------------------------------- MAY 21,2000 10:00 GENERAL MEDICINE

19. 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. 20 EXAMPLES of FUNTION SORT Sort by COUNT of patient APPOINTMENTS Multiple OUTPUT FROM WHAT FILE: PATIENT// SORT BY: NAME// +APPOINTMENT APPOINTMENT SUB-FIELD: +CLINIC START WITH CLINIC: FIRST// WITHIN CLINIC, SORT BY: FIRST PRINT FIELD: !NAME Sample output CLINIC: 19 LINDA'S FUNNY CLINIC SUBCOUNT 14 CLINIC: 20 MINUTE SUBCOUNT 2 CLINIC: 45 PATTERN

21. 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. 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. 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. 24 FORMATTING-SMUSH TAKES OUT ALL THE SPACES Syntax= FIELD:NAME;X

25. 25 FORMATTING-DELIMITER Signals New Column Carriage Return Signals New Row Syntax THEN PRINT FIELD: “ any character or text string ”

26. 26 SMUSHING AND DELIMITING example OUTPUT FROM WHAT FILE: PATIENT// THEN PRINT FIELD: $E(SSN,6,9);X THEN PRINT FIELD: "@" THEN PRINT FIELD: LOWERCASE($P(NAME,",",1));X THEN PRINT FIELD: "@" THEN PRINT FIELD: LOWERCASE($P(NAME,",",2));X THEN PRINT FIELD: "@" FIRST PRINT FIELD: LOWERCASE(STREET ADDRESS [LINE 1]);X THEN PRINT FIELD: "@" THEN PRINT FIELD: LOWERCASE(STREET ADDRESS [LINE 2]);X THEN 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. 27 SMUSHING AND DELIMITING example Sample Output 1.2.3. 0003@Three@Patient@1312 Ashton Place@@Rowling@West Virginia@99998-0071 1. $E(SSN,6,9);X 2. LOWERCASE($P(NAME,",",1));X 3. LOWERCASE(STREET ADDRESS [LINE 1]);X

28. 28 CAPTURE TEXT FILE “ PACKING ” 1. At VistA DEVICE Prompt, 0;132;99999 SYNTAX 0= display on screen; 132= column width; 99999= page length before page break 2. WAIT! 3. Turn On Capture KEA- Tools/Capture Incoming Data 4. Enter File Name, Location, And Click Save 5. Press ENTER 6. When Scrolling Stops, End Capture KEA-Tools/End Capture

29. 29 IMPORT TEXT FILE “ UNPACKING ” 1. Open MS Application Excel 2. Click On File/Open 3. Choose TEXT File You Captured REMEMBER THE LOCATION 4. Use The Import Wizard 5. Parse and Label Data-Save as Excel File

30. 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. 31 LOG IN FOR HANDS ON ACCESS: 00VEHU VERIFY:VEHU00

32. 32 #1 HANDS ON Jumping (Pointing) PRINT SORT OUTPUT PRINT File Entries OUTPUT FROM WHAT FILE: PRESCRIPTION OR 52 SORT 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 DRUG THEN PRINT FIELD: Heading (S/C): PRESCRIPTION LIST// STORE PRINT LOGIC IN TEMPLATE: START AT PAGE: 1// DEVICE: TELNET PORT Right Margin: 80// ^

33. 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. 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'? Yes STORE IN 'SORT' TEMPLATE: FIRST PRINT FIELD: [H210.ORDERABLE

35. 35 #4 HANDS ON PRINT OUT TEMPLATE EDIT PRINT File Entries OUTPUT FROM WHAT FILE: ORDER SORT BY: NUMBER// [ 00.IPMEDS 6/8/2007 WITHIN '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'? Y THEN PRINT ORDERABLE ITEMS SUB-FIELD: // Y THEN PRINT ORDERABLE ITEMS SUB-FIELD:

36. 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.REFILLINSIDE WANT TO EDIT 'H210.REFILLINSIDE' TEMPLATE? No// (No) Heading (S/C): PRESCRIPTION LIST// DEVICE: TELNET PORT Right Margin: 80// ENTER UNTIL PAGE 5 RX #: 300077 RX #: 300078 RX #: 300079 RX #: 300082 RX #: 300173 RX #: 300211 RX #: 300212 RX #: 300226 RX #: 300227 RX #: 300228 RX #: 300248 RX #: 300249 300249@05/31/95@666427065@05/31/95@13.9@ RX #: 300250 ^

37. 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. 38 #7 HANDS ON TEMPLATE EDIT with PRINT OUTPUT Utility Functions Option: Template Edit MODIFY WHAT FILE: PRESCRIPTION// Select TEMPLATE File: print TEMPLATE Select PRINT TEMPLATE: 00.REFILLINSIDE Y for screen mode FOLLOWING INSTRUCTIONS IN SCREEN MODE TO DELET ROW AND SAVE

39. 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.N STORE RESULTS OF SEARCH IN TEMPLATE: SORT BY: GENERIC NAME// START WITH GENERIC NAME: FIRST// FIRST PRINT FIELD:.01 THEN PRINT FIELD: DEA, SPECIAL HDLG THEN PRINT FIELD:

40. 40 HANDS ON DEMO EXCEL import Jumping (Pointing) using Prescriptions Patient Demographics OUTPUT FROM WHAT FILE: PRESCRIPTION SORT BY: RX #// [H210METOPROLOL TARTRATE WANT TO EDIT '210METOPROLOL TARTRATE' TEMPLATE? NO FIRST PRINT FIELD: [H210.RECALLIMPORT WANT TO EDIT “ H210.RECALLIMPORT ” ? N Heading (S/C): PRESCRIPTION LIST// START AT PAGE: 1// DEVICE: TELNET PORT Right Margin

41. 41 HANDS ON Optional Print and Sort Functions DRUG FILE FIRST PRINT FIELD: [H210.NARC $S(DEA["2":"NARC",1:"NOT NARC") Function file

42. 42 STEPS TO IMPORT MS- ACCESS (Optional) 1. Open MS-Access 2. Start New Database (File/New) 3. Select Location and Name File 4. File/Get External Data 5. Import (Select Location of text file) 6.Use Import Wizard (Must format and name fields)

43. 43 E-TRIP NATIONAL RESORUCES Fileman Homepage: http://www.va.gov/vdl/application.asp?appid=5

44. 44 PRIVACY REVIEW For Protected Health Information (PHI) Distribution: Need to Know- VISTA Email or Outlook with PKI Secure – Encryption or Server Role of Local VISN Information Security Officer National Website: https://vaww.ocis.va.gov/portal/server.pt

45. 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. 46 1-800-HELP ME Phone: Tom Fagan (804)675-5298 EMAIL: THOMAS.FAGAN@VA.GOVTHOMAS.FAGAN@VA.GOV

47. 47 QUESTIONS ?

48. 48 Reference 1- Select Print, Sort Qualifiers and Operators

49. 49 Reference 2 – Select Fileman Functions