Health Indicators Advancing Healthy Aging in Your Community. Database Instructions for Managers

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1 Health Indicators Advancing Healthy Aging in Your Community Database Instructions for Managers Getting to the Database Website You can access the Health Indicators online database in two different ways. 1. You can reach the database via the NORC Blueprint website, at 2. You can also type the web address (URL) for the database https://database.uhfnorcindicators.org directly into your web browser. Both ways bring you to the same Login page of a secure website that keeps your data private and not accessible to outsiders. Logging In In order to access this site, your organization must have an account. To register your organization, please The should include the name of your organization, its mailing address, and the name, title, phone number, and address of a contact person. You will then receive a username and password by . Once at the Login page, type in your username and password in the space provided. Both are case sensitive, so they must be entered exactly as you have received them by . Then click Login. Last modified: 10/1/2010

2 If you have forgotten your username, click Forgot Your Username? and enter your address in the box provided. Once you have entered your address, click my username. All usernames connected to your address will be sent to you by . If you have forgotten your password, click Request New Password and enter your username in the box provided. 2

3 Once you have entered your username, click New Password. You will be taken back to the Login page. After your username and password are sent to you by , enter them in the Username and Password boxes as described above. 3

4 Health Indicators Main Menu Once you have successfully logged in, you will be taken to a main menu that is specific for Managers. In this menu you will be able to add new database users and interviewers, generate senior respondent ID numbers, enter completed survey data, and generate reports. Note: Health Indicators Managers can view information for their site only and not for any other organization. Database User Management Health Indicators managers are responsible for establishing user names that identify staff members who have access to the database. This section allows you to add or delete usernames, and edit user information. To begin, click Database Users. This will take you to the Database User List. The Database User List contains the name, username, address, and role of the user either Manager or Data enterer. It also shows when the user was first entered into the system, and when the information was last modified. 4

5 Adding a New Database User In the Database User List, you can add a new database user by clicking the tab labeled Add User. On this page enter a new user s full name, address, user name, and designated role. Please note, once a username has been created, it cannot be changed. (Other details can be changed, but not the username itself.) For usernames, we suggest following a convention that is easy to remember, such as combining the first initial of a person s first name with his or her last name (e.g., John Doe s user name would be jdoe ). Note that usernames are case sensitive (so jdoe and Jdoe are not the same), and spaces are not allowed. If a user is connected to more than one organization s database account, we recommend that you also include the organization name in the user name (e.g., John Doe who has access to the database for two organizations, Acme and Peak, would have two user names: jdoeacme and jdoepeak ). Once you have added the necessary information, click the Add User button. The database will automatically create an account and send an directly to the new user with his/her username and password. 5

6 Editing User Information To edit database user information, click Edit. You will be able to edit a database user s full name, address, and role only. Database user names cannot be changed. Deleting a User To delete a user from the Database User List click delete, and you will be taken to the Delete User page. You will be asked to confirm whether you want to delete the user or return to the user list. Once you have deleted the user you will return to the User List. Please note that once a username is deleted, you will not be able to restore it. 6

7 Interviewer Maintenance This section allows you to add Interviewer names to the database. The database tracks how many surveys have been administered by each interviewer. Click Interviewers and you will be taken to the List of Interviewers entered into the database. The name of each Interviewer at your site must be entered by the Manager before their surveys can be entered into the database. Entering Interviewer Names To enter a new Interviewer, follow these steps: Type an interviewer s first name, middle initial and last name in the boxes provided, and click Submit. 7

8 You will be taken to a screen that confirms the addition of the interviewer s name. For example, if the interviewer s name is Interviewer D White the screen will display the information: Click Interviewers again and you will see the name you just entered Interviewer D White at the top of the list. You can sort the list by interviewer s last name, or by the date created by clicking on the appropriate radio buttons and then Submit. For example, if you would like to keep the list of Interviewers in alphabetical order, you can sort by last name. 8

9 Editing Interviewer Information To edit the interviewer s name, click Edit in the Interviewers screen. For example, you may have a staff member who gets married and changes her name. Once you have made the necessary changes, click Submit. The next screen will confirm the changes. Click Interviewers in the top left corner of the menu screen to go back to the previous view. Removing Interviewers To take an interviewer off the list, use the Deactivate function which can be found next to Edit. You should deactivate any interviewer who leaves your staff. 9

10 Respondent IDs Each senior participating in the survey is assigned a unique respondent ID. This ID number, which stays the same over time, ensures confidentiality and provides an easy way to track participation in Health Indicators. The Respondent ID section allows the Managers to edit respondents information or deactivate them. Generating the ID Number: Before a completed survey can be entered into the database, the Manager must generate a respondent ID number for the senior. Once you have generated the ID number, be sure to copy it onto all pages of the completed survey. Because the cover page has both the respondent name and ID number, be sure to tear off the cover page from the survey and place it in a secure place or file to protect client confidentiality. Begin by clicking Respondent IDs in the Manager s Menu. You will be taken to Respondent ID page. Type the respondent s first name, middle initial, and last name in the boxes provided at the top of the page. Use the drop-down menu to select the respondent s date of birth. You can find this information on the cover page of the paper survey. Click Submit. 10

11 For example, using the name Client A Wilson and date of birth Apr 1, 1930, you ll be brought to a screen that looks like this: Click Respondent IDs at the top of the page where you will see the row listing for Client A Wilson, along with her ID, at the top of the page. If you would like to change the way the information is sorted in the table of Respondents, click on any of the labels at the top of each column (Client, Date of Birth, Respondent ID, Created Date, Status). For example, if you would like to sort Respondents in alphabetical order, click on the label at the top of the Respondent column. 11

12 Use the navigation buttons available at the top and bottom of the table to scroll through the pages. If you would like to view all Respondents at once, click the View all button. You can print the list of Respondents by selecting File and then Print from your regular navigation menu. Editing Respondent Information You can edit Respondent names by clicking Edit, which will take you to another screen that allows you to modify your entry. After entering the changes, click Submit. A notification of the change will automatically appear. You can also change a respondent s status by clicking on Change Status. Options include: Active, Died, Moved, Inactive, and Other. After entering the changes, click Submit. A notification of the change will automatically appear. Click Respondent IDs to in the top left corner to return to the main Respondent IDs page. 12

13 Entering Completed Surveys This section allows you to enter completed survey information into the database. To begin, click Data Entry (Survey). A Search Respondent ID screen will appear. Type in the respondent ID number in the box provided, and click Submit. Next you will see a box with the Respondent s ID number and a link to the Health Indicators Survey Tool. If survey has already been entered, you will see the word VIEW next to the link. If you see the word CREATE, it means a survey has not been entered. Clicking CREATE will bring up a blank survey. 13

14 The blank online survey tool has four methods for entering survey responses: Drop-down menus (i.e., Interviewer Name) <Graphic> Radio buttons: Round buttons used when only one response may be selected (e.g., Q4) Radio boxes: square buttons are used when more than one response may be selected (e.g., Q9) Combinations: combinations are special cases when you need to perform two actions: first choosing a radio button and then entering a number. This happens in Q2. 14

15 Using the completed paper survey tool, enter all of the information into the online form. Once all of the information has been entered, click the Submit button on the bottom of the screen. Note: The database will not accept a submission with any missing information. Everything must be filled in completely and correctly. If all of the fields are properly filled out a confirmation will appear reading The survey for Respondent was successfully submitted. Incomplete/Incorrect Surveys If there is incorrect or missing information in the survey, you will see an error notification when you try to submit it by clicking Submit. For example if the respondent Q1 is left blank, you will be notified that Q1 response is required. 15

16 Click the Go Back button, and at the bottom of the screen you will see which question(s) require further attention. Each of these questions is a link. Clicking one of these links will take you directly to the question that needs to be completed. This feature saves you the trouble of scrolling to search for the question. When all of the questions are properly filled out, click Submit, and a confirmation will appear reading The survey for Respondent <ID number> was successfully submitted. 16

17 Reports In this section Managers have access to three reports: Activity, Frequency, and Respondent reports. The Activity Report provides details on the surveys completed for each respondent, the interviewer responsible for administering the tool, and the respondent s current status. This report will help you keep track of your progress to ensure that you are meeting your goals and deadlines. Some Managers like to update staff members weekly on the status of administering surveys. Managers can also track how many surveys are being administered by each staff member. To view, click on Activity Report. Once data collection is complete at your organization, the Frequency Report summarizes the results by question for your organization. The report shows you the survey question and the number and percentage of respondent answers per question. For example, if you are interested in knowing how many people have had a flu shot, this report will show you the number and percentage of the respondents that have answered yes, no, and don t know. 17

18 Within the Frequency Report, clicking on any question will show you the Respondent Report in a pop-up window. This report displays the responses for each respondent for whom data was entered on a particular question. For example, if you would like to know who answered no to having a flu shot, it will give you a list of the specific respondents so that you can follow up with them. 18

19 You can change the way the each of these reports by Response. Use the navigation buttons to scroll through the pages. You can print the report by selecting File and then Print from your regular navigation menu. 19

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