How to Input Data into the HALT Software

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Austen Boyd
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1 Topics Covered Healthcare associated infections & antimicrobial use in long term care facilities (HALT) 2013 How to Input Data into the HALT Software How to input data from completed forms into the software How to generate a summary report How to export data to the HPSC Live demonstration of software What have you received so far? HALT software and user guide available from HPSC website Login and password provided by LTCF code provided by Ensure software is installed and your LTCF is registered before your HALT study day! Opening the HALT Software The HALT 2 software folder contains following files: DO NOT DELETE FILES FROM THIS FOLDER!!! Click on HALT_LTCF to open the application Opening screen: When logging in for the first time registration is required Click on Continue Login & Password: XXXXXxxx (Capital sensitive!) Click Yes 1

HALT software and user guide available from HPSC website Login and password provided by email LTCF code provided by email Ensure software is installed and your LTCF is registered before your HALT

2 REGISTER YOUR LTCF 1. Select your country from the drop down list 2. Choose the correct LTCF code for the facility from the drop list Do not directly enter a LTCF code in this field! Use the drop down menu. It is very important that the right code is selected! 3. Enter the name of the facility Only use letters, No symbols! (., etc) 4. Choose the day the survey was performed in the LTCF from the drop down list 5. Click on the Accept button The name and ID of the facility as well as the country will appear on the bottom left corner of the software window 2

It is very important that the right code is selected! 3. Enter the name of the facility Only use letters, No symbols! (., etc) 4.

3 If logging in for the second time and you need to make changes: The software can only be used for the data entry of one institution (i.e. one study number) The Register yourself window appears again. Fill in details again making changes where needed. If you want to enter data for more than one facility: 1. Create a new folder on your computer 2. Cope the original.zip file containing the software to this folder 3. Extract the.zip file 4. Open the software and enter data for a new LTCF Use a different LTCF study number allocated by the HPSC!!! Functions of the HALT Software 1. Register a LTCF 2. Insert institutional data 3. Insert resident dt data 4. Generate a summary report 5. Export the LTCF data to the national centre (HPSC) Functions of the HALT Software 1. Register a LTCF 2. Insert institutional data 3. Insert resident data 4. Generate a summary report 5. Export the LTCF data to the national centre (HPSC) Institutional Questionnaire 6 main sections (tabs) to complete Button type Example Description Radio buttons Answer possibilities Only one answer possible Tick boxes Multiple answers possible Number field with arrows Text field Enter a number directly OR click the arrows to increase or decrease Type your text in the field 3

zip file containing the software to this folder 3. Extract the.zip file 4. Open the software and enter data for a new LTCF Use a different LTCF study number allocated by the HPSC!

4 For example: Institutional Questionnaire Institutional Questionnaire Radio button: Tick one Tick box: Tick multiple (if relevant) Warnings if questions not answered Unanswered questions are highlighted in purple. These do not have to be answered to save the form Functions of the HALT Software 1. Change the LTCF identification data 2. Insert institutional data 3. Insert resident data 4. Generate a summary report 5. Export the LTCF data to the national centre (HPSC) Resident Questionnaire 3 main sections (tabs) to complete A: Resident data parts 1 and 2 B: Antimicrobial treatment data C: Signs and symptoms of an infection A software number is automatically assigned to each resident form. It is incremental, i.e. the first resident form receives number 1, the second receives number 2 and so on. A resident study number consisting of letters and numbers should have been allotted to each resident during the PPS. This number should appear on the resident questionnaire (paper form) and entered into software Warnings if questions not answered Unanswered questions are highlighted in purple. These do not have to be answered to save the form 4

5 This question must be answered to save the form. Fill in section B only You must also answer this question so that you can fill in Section B (Antimicrobial Treatment) and/or Section C (Signs and Symptoms of Infection) Fill in section C only Fill in sections B and C Resident Q: Antimicrobial Data Resident Q: Antimicrobial Data Click here to add a new antimicrobial The ATC code is automatically added Select an antimicrobial from the predefined list. Do not type in this box! OR Enter the antimicrobial name in the free text field Note: Antimicrobials manually entered in the free text box are not included in the automatic summary report (no ATC code) 5

Infection) Fill in section C only Fill in sections B and C Resident Q: Antimicrobial Data Resident Q: Antimicrobial Data Click here to add a new antimicrobial The

6 Resident Q: Antimicrobial Data Resident Q: Antimicrobial Data The antimicrobial treatment data cannot be saved if: 1. No antimicrobial was chosen from the drop list or no antimicrobial name was inputted. If a culture was taken then you must record the results in the next tab 2. No answer given to the questions type of treatment, antimicrobial given for and was a culture sample taken? 3. No answer given to the question: For urine: dipstick test before prescribing [This is only needed if the antimicrobial is given for an indication related to the urinary tract] 1. No culture result reported in the tab isolated microorganisms [only necessary if a culture sample was taken] Resident Q: Infection Data ENTER INFECTION CONFIRMATION Signs and symptoms should not and cannot be reported in the software. Only the decisions in the grey text boxes of the paper resident questionnaire should be transferred. e.g. Resident Q: Infection Data ENTER INFECTION CONFIRMATION DATA 8 infection groups provided. Some infection groups have multiple subgroups. Be sure to record the infection result in the correct tab! Resident Questionnaire YOU CAN MODIFY RESIDENT DATA Select the resident from the list and click on the Accept button YOU CAN DELETE RESIDENT DATA View the Summary Report In the menu, select Reports > View Report You will receive a document that explains the calculations in this report You can print and/or save the report 6

No answer given to the questions type of treatment, antimicrobial given for and was a culture sample taken? 3.

7 Export of the LTCF Data Once all data have been encoded, the data should be exported and ed to HPSC 1. Click in the menu on Data > Export 2. Select a folder in which the file should be saved. Click OK 3. A dialog box appears, confirming that the file was saved. The name of the file is automatically generated: [ID of the facility].[name of the facility].haltdatabase.zip Important: Do not rename the created.zip file 4. The file should be sent to the national study coordinator by Example of an Export Select the folder to save the exported file Example of an Export Example of an Export Check your file is where you saved it. The name of the file should be in the format: [ID of the facility].[name of the facility].haltdatabaseexport.zip 0100.St Marys LTCF.HALTDatabaseExport.zip You cannot double click and open this file as it is a zip file. Open an and attach this file and send to HALT@hse.ie Any Questions? 7

zip Important: Do not rename the created.zip file 4.

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