PC-MIS. IAPT Intermediate Database Creation Procedure. Patient Case Management Information System

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1 PC-MIS Patient Case Management Information System IAPT Intermediate Database Creation Procedure Patient Case Management Information System

2 PC-MIS v Document Control Document Information Title IAPT Intermediate Database Creation Procedure Version 1.1 Status Published Key Personnel Authors Reviewers Contributors Document History Chris Jones Gareth Percival Gareth Percival PC-MIS Support Version Date Details Initials 1.0 February 2012 Initial draft CJ 1.1 March 2012 Minor edits GP This document is designed to outline the data export procedure from PC-MIS of the four data files that make up the IAPT monthly reporting dataset, as outlined in ISB This document also outlines the import process of these data extract files into the IAPT Intermediate Database. The IAPT Intermediate Database is a Microsoft Access database that was produced by the Department of Health Information Centre. This documentation shows screen shots taken from MS Access 2010, though the IDB is compatible with MS Access 2003 format onwards. COPYRIGHT 2011 University of York, all rights reserved worldwide. No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system, or translated into any language in any form by any means, without prior written permission from the Department of Health Sciences, University of York. 2

3 Exporting Data from PC-MIS Please note you must be logged on to a Supervisor account in PC-MIS to export the monthly IAPT service data. As the relevant reports contain Patient Identifiable Data then access to them will be restricted to certain individuals within your service. Select Reports > Exportable Reports menu. Using the From and To date fields in the Export Criteria section, select the date range that you want the report to include this will typically be the first and last day of the previous month for the IAPT monthly data submission reports. Once the date is set, select the Comma option as the CSV Separator and then select the relevant exportable report from the drop down list. 3

Select Reports > Exportable Reports menu.

4 There are four separate exportable reports that make up the monthly IAPT data submission. These are: IAPT Data Set 2012: Appointment IAPT Data Set 2012: Person IAPT Data Set 2012: Disability IAPT Data Set 2012: Referral Select one of these reports e.g. Appointment and the data will be displayed in the preview screen below. It is possible to view this data using the preview screen before you export the data. Once you are happy with the data in the report select the CSV icon to export..... you will then be asked to Save the file. 4

Select one of these reports e.g. Appointment and the data will be displayed in the preview screen below.

5 We would recommend that the file name relates to the report data name e.g. if it is the Appointment data report then include the word Appointment in the file name. This will help with the import process later. Repeat this process for the three other reports Disability, Person and Referral. 5

6 Importing Data into the IDB (Access Database) Open Microsoft Access and select File > Open and select your copy of the Intermediate Database (Access database) as provided by the Information Centre. Right click on the Appointment object and select Import > Text File In the File Name field use the Browse button to select the correct Appointment export file. Select the Append the copy of the records to the table option and ensure that the correct table e.g. Appointment is selected from the drop down list. Then select OK. 6

Right click on the Appointment object and select Import > Text File In the File Name field use the Browse button to select the

7 You will be asked whether the file is Delimited or Fixed Width select Delimited. Select Comma as the delimiter value and also select the First Row Contains Field Names option and then OK..and Finish completing the import process for that file. 7

8 Opening the Appointment object will display the imported data. Repeat the import process for the three other reports Disability, Person and Referral. Your IDB is now complete. To save a copy of this IDB select File > Save Database As and save the IDB with a suitable file name that indicates the reporting period covered in that IDB. Your saved IDB is now ready to be uploaded into the IC web portal. For further information on the IDB and IC web portal uploads, please go to Contact Us PC-MIS Technical Support Helpline 8 t: e: [email protected] w:

To save a copy of this IDB select File > Save Database As and save the IDB with a suitable file name that indicates the reporting period covered in

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