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1 TUTORIAL: RETRIEVING AND IMPORTING CHCS DATA INTO MICROSOFT EXCEL Purpose: The purpose of this tutorial is to provide step by step instructions on how to retrieve data from CHCS(Composite Healthcare System) and import it into Microsoft Excel using the built in application features from CHCS, Reflection ( CHCS terminal emulator), and Excel. Overview: CHCS Adhoc Reports are custom CHCS data reports specifically designed for export from CHCS and import into Microsoft Excel or other applications capable of importing delimited text files. When you run reports in CHCS, you can direct the output to your monitor, printer or create a file on CHCS. The file on CHCS is also known as a spool file. There are (3) major steps in this process. The first step is queuing and spooling a CHCS report to file. The second step is logging the CHCS spool file to a text file also known as an ASCII file. And the final step is importing the text/ascii file into Microsoft Excel. System Requirements: Computer running Windows XP or higher, CHCS, Reflection for UNIX and OpenVMS v14 or higher and Microsoft Excel 2007 or higher Prerequisites: User must have or obtain access to CHCS. Possess a basic understanding on how print reports in CHCS. Must have a basic understanding of Reflection for UNIX and OpenVMS (software used emulate the CHCS terminal). User must be familiar with and be able to run Microsoft Excel Duration: 20 minutes THINGS TO KNOW BEFORE YOU BEGIN Text (ASCII) Files ASCII text files are specialized text files whereas data elements are separate using a common character called a delimiter. Most CHCS adhoc reports designed for this purpose use the ^ (caret) as the delimiter. Example: DOE,JOHN^20/ ^45^07/28/1957. After file creation, the file will look similar to the one below when viewed in the Windows NOTEPAD utility. NAME^FMP/SSN^AGE^DOB SMITH,JOHN^20/ ^49^02/05/1963 SMITH,SANDY^30/ ^47^07/15/1965 SMITH,TOMMY^01/ ^9^02/28/2003 The first row represents the HEADER row. Each data element (i.e., NAME, FMP/SSN, etc.) will be a column in your Excel spreadsheet. And, each row represents a row in your spreadsheet. Queuing and spooling the CHCS report to file Queuing and spooling the report to file causes CHCS to run the report in the system background and stores the report on the system in a special area for later retrieval by the user. Spooled reports are retained by CHCS for (7) days by default. RETRIEVING AND IMPORTING CHCS DATA INTO MICROSOFT EXCEL C SATCHELL NOV

2 Logging the spool file to text file using Reflection for UNIX and OpenVMS (REFLECTION) logging the spool file to text enables the user to retrieve the report from CHCS and store the data in a text file for import later in Microsoft Excel Import text file into Microsoft Excel (other applications beyond the scope of this tutorial) this is the final step in which the use imports the previously retrieved text file in Microsoft Excel using the Import Wizard. STEP 1: QUEUEING AND SPOOLING A CHCS REPORT During this step, you will queue your CHCS report to print in the system background and store it in a special holding area on the system to be retrieved later. As usual, select the report menu option to print/spool and press RETURN NDTS Lab Orders By MEPRS Code(s) REF Referrals By Requesting MEPRS Code(s) ROMC Radiology Orders By Requesting MEPRS Code(s) MHA Appointments By MEPRS Code(s) ITCN Incomplete Tel-Cons By MEPRS Code(s) CTCN Completed Tel-Cons By MEPRS Code(s) DBD Demographic Report By DMIS ID Code DBG Demographic Report By PCM Group DBP Demographic Report By PCM Name PSR Print Spooled Report ACLN Patient Appointments for Selected Clinics/MEPRS ADHD ADHD Related Patient Visits (Delim) Select Medical Home Reports Menu Option: Answer the report prompts as usual (i.e. date ranges, clinic name, provider name, etc) Latest APPOINTMENT DATE/TIME: LAST// 7 NOV (07 Nov 2012) Select CLINIC: EMERGENCY MEDICINE NMCP Select another CLINIC: Follow these instructions at the FIRST Device prompt DEVICE: ueue to print on ( ) DEVICE: 132 col X 60 line Spool File Select SPOOL DOCUMENT NAME: ( ) Are you adding 'SAT ER APPT' as a new SPOOL DOCUMENT? (YES) EXPIRATION DATE: 04 Dec 2012// Requested Time to Print: NOW// Request QUEUED! IMPORTANT! Recommend using the first (3) letters of your last name as part of the spool file name. It will make retrieving your spooled reports later easier. RETRIEVING AND IMPORTING CHCS DATA INTO MICROSOFT EXCEL C SATCHELL NOV

3 STEP 2: LOG SPOOL FILE TO TEXT FILE USING REFLECTION After the report has been created, you must retrieve the report using the PSR command in CHCS. Type SPOL and press ENTER at any CHCS menu prompt. Then, type PSR and press ENTER. Some reports may take several hours to run in the background. If your report is not ready, the system will prompt you to wait until it is finished. Select Emergency Room Menu Option: Spooler Menu DSR PSR Delete Spooled Report Print Spooled Report Select Spooler Menu Option: Print Spooled Report Select SPOOL DOCUMENT NAME: 1 SAT BERYL 26 Nov 2012@ SATCHELL,CRAIG C 2 SAT ER APPT 27 Nov 2012@ SATCHELL,CRAIG C 3 SAT ER CHEST PAIN 20 Nov 2012@ SATCHELL,CRAIG C 4 SAT ER CHEST PAIN2 20 Nov 2012@ SATCHELL,CRAIG C 5 SAT ER ICD9 20 Nov 2012@ SATCHELL,CRAIG C Type '^' to stop, or Choose 1-5: Select SPOOL DOCUMENT NAME: SAT ER APPT 27 Nov 2012@ SATCHELL,CRAIG C Number of Copies: 1// STOP AT THE PROMPT: Configure RELECTION and log spool file At the top of your screen, find and click on the SETUP menu. Then, click DISPLAY. Once this dialog box pops up, click on the SCREEN tab. RETRIEVING AND IMPORTING CHCS DATA INTO MICROSOFT EXCEL C SATCHELL NOV

4 Under DIMENSIONS, set COLUMNS to 999 and click OK At the top of your screen, find and click on the FILE menu. Then click on LOGGING. When this dialog box pops up, tick the LOGGING ON box, un tick the PRINTER box, tick the DISK box and click the BROWSE button to select a filename to store your data retrieval. Recommend storing the file to your Windows DESKTOP folder, this will allow easy retrieval later. After you choose a file, click OK to close dialog box. BEWARE! You can overwrite and append existing files. RETRIEVING AND IMPORTING CHCS DATA INTO MICROSOFT EXCEL C SATCHELL NOV

5 Now, you are ready to proceed. Press ENTER at prompt. Your report will scroll data across the screen as it captures data and places it in the text file. This is a very literal process. Whatever comes across the screen will be captured in the text file as such. It is important that you follow the steps exactly or your output may be garble and skewed. If this happens, check to ensure you set the screen COLUMNS in REFLECTION to 999 and try again. Once data has stopped scrolling across the screen, you are done LOGGING. Number of Copies: 1// Output to: FTA Terminal NAME^FMP/SSN^AGE^DOB SMITH,JOHN^20/ ^49^02/05/1963 SMITH,SANDY^30/ ^47^07/15/1965 SMITH,TOMMY^01/ ^9^02/28/2003 DSR PSR Delete Spooled Report Print Spooled Report Select Spooler Menu Option: Next save the text file by turning off LOGGING in REFLECTION. At the top of your screen, find and click on the FILE menu. Then click on LOGGING. When this dialog box pops up, un tick the LOGGING ON box, tick the PRINTER box, un tick the DISK box. Then click OK to close dialog box. This will reset RELEFECTION back to the defaults. RETRIEVING AND IMPORTING CHCS DATA INTO MICROSOFT EXCEL C SATCHELL NOV

6 STEP 3: IMPORTING TEXT (ASCII) FILE INTO EXCEL USING THE IMPORT WIZARD During this step you will retrieve and import your text file into Microsoft Excel using Excel s data import wizard. Invoke the Microsoft Excel application by using the DESKTOP icon or from your WINDOW START MENU. Use the OPEN command to open a new document. Then, BROWSE to the location on your workstation where you stored the text file and select it. Ensure you set the file filters as shown below otherwise it may difficult to locate your text file. RETRIEVING AND IMPORTING CHCS DATA INTO MICROSOFT EXCEL C SATCHELL NOV

7 Select your text file by double clicking the filename inside the dialog box. Once the file has been selected, Excel will attempt to analyze the file and detect whether it is a text file. If it detects a text file, it will automatically invoke the TEXT IMPORT WIZARD shown below. Tick the DELIMITED box and click the NEXT button to proceed. Tick the OTHER box and Type ^ in the box next to it. That is SHIFT 6 on most computer keyboards. Click the NEXT button to proceed. RETRIEVING AND IMPORTING CHCS DATA INTO MICROSOFT EXCEL C SATCHELL NOV

8 Select the data format for each element by first clicking the element and next selecting the column data format. The GENERAL column data format will suffice for most elements, but beware of dates and numbers. Excel interprets dates and numbers literally, so you have to make changes. This is critical to your data displaying in Excel as intended. When done making changes, click FINISH to proceed. After import, your spreadsheet will look similar to the one below. Your spreadsheet may need some cleanup. The cleanup is unavoidable due to the way the data is LOGGED (captured) using REFLECTION. See annotation below. RETRIEVING AND IMPORTING CHCS DATA INTO MICROSOFT EXCEL C SATCHELL NOV

9 To cleanup, simply delete the affected spreadsheet rows. From this point, you can manipulate the data any way you choose using Excel sorting and organizing features which are beyond the scope of this tutorial. Congratulation! You are done SUMMARY 1. Create spool file in CHCS by running adhoc report and queuing it to file 2. Log (capture) spool file data into text file using REFLECTION 3. Import text file into Microsoft Excel using Excel s Text Import Wizard 4. Manipulate your data using Microsoft Excel s built in features RETRIEVING AND IMPORTING CHCS DATA INTO MICROSOFT EXCEL C SATCHELL NOV