1. 206H - Pharmacy FileMan and Query Tools Rob Silverman, PharmD LuAnne Barron, RPh

2. Goals and Objectives Compare and Contrast the utility of VA FileMan and the Query Tool in obtaining typical pharmacy data Practice report building and editing Understand the limitations of each method and the importance of validating your data

3. Sample Reports Outpatient pharmacy : List all the patients that are on simvastatin –Useful for MUE, drug recalls, formulary substitution, etc. Inpatient pharmacy: List all the patients that are on warfarin –Useful for daily clinical monitoring Canned Reports, for example: –Incomplete Orders –Abnormal Results

4. Outpatient Pharmacy – Which Tool to Use Query –Start with a predefined selection of patients Team or Clinic –Potentially runs faster –May be easier to reuse and share with others –Data is exportable FileMan –Select from among all patients –CPU intensive –Save as a FileMan sort and print template –Data is exportable

5. FileMan/Query Tool Comparison IssueFileManQuery Tool Start with ALL Patients?YesNo Control OutputYesMaybe System Performance IssuesYesMaybe End user learn easilyNoYes Templates defined by userYes Import to Excel spreadsheetYes

6. Inpatient Pharmacy – Which Tool to Use Patients on Specific Drugs Report (PSD) –An “old standby” report for many pharmacists –Not too slow once you get to know it –Retrieves orders that are ACTIVE as of a certain date –Difficult to save for reuse

7. Inpatient Pharmacy – Which Tool to Use Query Tool –May start out a little slower (not to mention the learning curve), but gets faster with use –Retrieves orders that were WRITTEN as of a certain date May get some extra (DC’ed) orders in the report –Can be saved for daily reuse Modify and save a variation of an existing report –Exportable and shareable between colleagues –Different control over the data displayed

8. PSD/Query Tool Comparison IssuePatients on Specific Drugs Query Tool Order selection algorithm ACTIVE ordersDate orders were WRITTEN Reuse report dailyNoYes System resource usage AverageStarts Slow, gets much faster

9. A little more about Query Tool It’s part of Care Management on the dashboard Predefined and Custom Queries

10. Step 1 – Select your group of patients

11. Step 2a – Select the timeframe of VISIT

12. Step 2b – Select the timeframe of RESULTS

13. Step 3 – Select what you’re looking for Qualifiers:

14. Step 4 – Define your output

15. Step 5 – Save Custom Reports Stored in 102.21 CPRS QUERY DEFINITION FILE

16. Ready to Run

17. Sensitive Patients

18. Results and Details

19. A little more about FileMan Think of a filing cabinet with –drawers (files) - PRESCRIPTION –folders (records) – RX #901958 –notes on the folder itself (flat fields) Patient Name, Drug, Quantity –papers inside the folders (multiple fields) Refill #1, Refill #2, Partial #1, CMOP Activity

20. FileMan functions INQUIRE – look at a record (a folder) PRINT – look at a series of records –Dynamic searching –A little bit of M SEARCH – look for a selected set of records –Static searches that can be saved –Logical

21. Data Validation Does Your Output Make Sense?Does Your Output Make Sense? Random SampleRandom Sample Time Or Single Events (Snowbirds)Time Or Single Events (Snowbirds) IntuitionIntuition Consult An ADPAC Or ExpertConsult An ADPAC Or Expert

22. What we’re going to do hands-on OUTPATIENT EXAMPLE –Patients on simvastatin (“active and suspended”) via FileMan and Query INPATIENT EXAMPLE –Patients on warfarin via PSD (Patients on Selected Drugs) and Query Discussion of the CANNED QUERY REPORTS

23. Log On Access code: ##VEHU Verify code: VEHU## If your name is not LuAnne Barron or Robert Parish, you are NOT number 00.

24. References Rob Silverman (Robert.Silverman2@med.va.gov)Robert.Silverman2@med.va.gov –708-202-5040 Tom Fagan (Thomas.Fagan@med.va.gov)Thomas.Fagan@med.va.gov –804-675-5298 FileMan documentation –http://vista.med.va.gov/fileman/index.asphttp://vista.med.va.gov/fileman/index.asp Query documentation –http://vaww.vistau.med.va.gov/VistaU/CPRS/rcprsevents. htm (see June 2003 section)http://vaww.vistau.med.va.gov/VistaU/CPRS/rcprsevents. htm

25. ? ? ? ? ? ? ? ? Questions?