NHS Health Checks Recall Library Query Set Overview
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1 NHS Health Checks Recall Library Query Set Overview Prepared by the PRIMIS Information and NHS Health Checks Teams April 2013 The University of Nottingham. All rights reserved.
2 Contents Query Files... 3 Patient criteria necessary for being analysed by this query... 3 Datasheet columns... 4 What the datasheet shows... 5 Filters... 6 What the summary sheet shows... 7 How to create mail merge letters... 8 Trouble Shooting Tips for using the mail merge function Recall_Library_QS_V th April 2013
3 Query Files The queries that need to be run for this topic are: CCALL.HQL AAAGE.HQL AACHD.HQL AACKD.HQL AAAF.HQL AACVA.HQL AADIAB.HQL AAFCHOL.HQL AAHF.HQL AAHYPER.HQL AAPAD.HQL AASTAT.HQL AATIA.HQL AAR1.HQL AAR2.HQL AAR3.HQL AAR4.HQL AAR6.HQL AAR7.HQL AAR8.HQL AAR9.HQL AAR10.HQL AAR11.HQL AAR12.HQL HCREP.HQL HCREPA.HQL When run through the clinical system, each of these will create a file with the same name, but with an extension of.csv Patient criteria necessary for being analysed by this query All the patients who are analysed by this query set (and who can therefore be seen on the datasheet) will: be aged >= 40 AND <75 at the CHART Reference Date; and NOT have a diagnosis code at any time for any of the following diseases: Atrial Fibrillation (unresolved)* Coronary Heart Disease (CHD) Chronic Kidney Disease (CKD) Stages 3-5 Cerebral Vascular Accident (CVA) Stroke Diabetes (unresolved)* Familial Hypercholesterolaemia Heart Failure (unresolved)* Hypertension* Peripheral Arterial Disease Transient Ischaemic Attack OR have a prescription for Statins in the last 12 months *Patients with a diagnosis of Atrial Fibrillation, Diabetes, Heart Failure or Hypertension, who also have a subsequent resolved code for that disease, will appear in the datasheet. Recall_Library_QS_V1.0 Page 3 of th April 2013
4 Datasheet columns The following columns can be seen in the datasheet: COLUMN NAME Usual GP Reference Surname Forename NHS Number Age Sex Registered Date Title Address Postcode AF Resolved Date Diab Resolved Date HF Resolved Date Hypertension Resolved Latest HCheck code Last 5 yrs Latest HCheck date Last 5 yrs Health Check indicated code Health Check indicated date Invited for Health Check code Invited for Health Check date Health Check declined code Health Check declined date Health Check DNA code Health Check DNA date COMES FROM Recall_Library_QS_V1.0 Page 4 of th April 2013
5 What the datasheet shows The AF Resolved Date, Diab Resolved Date, HF Resolved Date and Hypertension Resolved Date columns display the date of resolved codes for the four disease areas, but only if the resolved code is later than the diagnosis code. If a patient has a diagnosis code later than a relevant resolved code, they will be excluded from the recall list. Where patients have had an NHS Health Check code in the last five years, the code and date are shown. The mail merge spreadsheet is generated automatically. Patients who have had a health check in the last five years are NOT included in the mail merge list. Recall_Library_QS_V1.0 Page 5 of th April 2013
6 Filters 1. Filters have been set at the tops of columns to aid with patient identification. 2. There is also a preset filter which can be accessed: Please refer to the CHART Manual for your version of CHART (Excel 2003 or Excel 2007) for details on how to use preset filters. Recall_Library_QS_V1.0 Page 6 of th April 2013
7 What the summary sheet shows The summary sheet shows: The Practice Population The number of patients aged currently registered with the practice who do not have a diagnosis or medication code as specified above The number of patients who have had an NHS Health Check in the five years before the Reference date Recall_Library_QS_V1.0 Page 7 of th April 2013
8 How to create mail merge letters The queries produce a list of patients who may be eligible for an NHS Health Check. A clinician should review the list of patients provided before the letters are sent out. Should you encounter any problems with the mail merge process, please refer to the Troubleshooting section at the end of this document. Steps 1-4 are the same for Word 2003 and 2007, then follow the remaining steps under the heading In Word 2003 or In Word Run the named queries and load the results into CHART; the response file to be selected is HCREP.CSV. Closing CHART at this stage is not necessary. 2. Open the directory: C:\CHART\NHS_HC_Recall\ There are two documents: mmerge.xls this is the Excel spreadsheet that contains the patient details that will be used to create the letters HCheck letter.doc this is the Word Document that will be used to create the letters 3. Open the HCheck letter.doc and click Yes when the following message appears: If you get a message asking you to Select Data Source at this stage, please refer to the Troubleshooting section at the end of this document. Recall_Library_QS_V1.0 Page 8 of th April 2013
9 4. In the Word document, enter the practice address in the right hand corner where it states Add Practice Address and scroll down to enter the standard text for your letter. Do not edit any of the name or address information. This will be visible for one patient at this stage. An invitation letter template has been developed and tested and can be downloaded here: s/invitation_letter/ In Word 2003: 5. Select the Mail Merge option from the Tools menu, as shown below: The letter will be shown (with the new text) with the Mail Merge menu to the right-hand side. Recall_Library_QS_V1.0 Page 9 of th April 2013
10 6. Click on Next: Write your letter to continue. Recall_Library_QS_V1.0 Page 10 of th April 2013
11 7. Click on Next: Preview your letters. Recall_Library_QS_V1.0 Page 11 of th April 2013
12 The arrow keys (indicated by the red arrow above) can be used to scroll through the letters, showing each patient s name and address. There are two methods for excluding patients from the mail merge: a) If there are very few patients to exclude, scroll through to find the relevant patient and click on the Exclude this recipient button. b) If there are a number of patients to exclude, click on the link: Edit recipient list (shown by the blue arrow). The following message box will be shown: Recall_Library_QS_V1.0 Page 12 of th April 2013
13 Click to untick each patient to be excluded. The columns can be filtered by clicking on the down-arrows to the left of each column heading or double-click on a heading to sort by that field. Then click on OK to continue. 8. You are now at Step 5 of 6 (see previous image). Click on the text Next: complete the merge 9. Click on the link to Edit individual letters. This will show the Merge to New... message box: If you choose All, Word will create letters for all the patients in the mmerge.xls spreadsheet who haven t been excluded. These can then be printed, or letters can be selected for printing by their page numbers e.g. Pages 1-50 Recall_Library_QS_V1.0 Page 13 of th April 2013
14 In Word After following the initial instructions above and editing the standard text in the letter, click on the Mailings tab. 6. Clicking on the Edit Recipient List option will display the following message box: As with Word 2003, patients can be unticked to exclude them from the mailing. Columns can be filtered and sorted using the links beneath the Refine recipient list heading. Recall_Library_QS_V1.0 Page 14 of th April 2013
15 7. Clicking on the Start Mail Merge option allows you to choose the Step by Step Mail Merge Wizard which uses the same functionality as Word 2003 (please see the previous instructions). Alternatively, choose the Finish & Merge option and select Edit Individual Documents. 8. This will show the Merge to New Document message box. If you choose All, Word will create letters for all the patients in the mmerge.xls spreadsheet who haven t been excluded. These can then be printed, or letters can be selected for printing by their page numbers e.g. Pages Please note that letters will not be produced for patients who are coded as having had an NHS Health Check in the five years prior to the reference date. Recall_Library_QS_V1.0 Page 15 of th April 2013
16 Please note that the mmerge.xls file is refreshed each time the HCREP.CSV response file is opened in CHART. Please rename it (e.g. Hcheck_mmerge_02/03/2013.xls) if you wish to keep a copy before loading up a subsequent response file. The mail merge letter will only link to a file called mmerge.xls. Recall_Library_QS_V1.0 Page 16 of th April 2013
17 Trouble Shooting 1. If you see the following error message, close Word and CHART down and reopen CHART. This message occurs if you have the mail merge letter (HCheck letter.doc) already open when you load up the CHART responses: 2. If the mail merge spreadsheet is moved from its original location, the link will be broken and you will see the following message box when you click Yes to link to the mail merge data source (step 3). Click OK. Recall_Library_QS_V1.0 Page 17 of th April 2013
18 You will then see the following message box. If you know the new filepath for the mmerge.xls file, type it in here and click OK. You will be taken back to the letter and can resume the mail merge process from this stage. If you are not sure of the filepath, click on OK and you will see the following message box. Click OK and you will see the following message box. Click on Find Data Source. Recall_Library_QS_V1.0 Page 18 of th April 2013
19 You will see the following message box. Browse to the mmerge.xls file. Then click on the Open button to select the mmerge.xls. Click Ok to continue when you see the following message box and resume the mail merge process. Recall_Library_QS_V1.0 Page 19 of th April 2013
20 Tips for using the mail merge function You are unlikely to want to print off and send out invitation letters to everyone eligible for a health check all in one batch. In order to group the mail merge process into manageable chunks, you may wish to: Ensure CHART and the HCheck letter.doc are closed Copy the mmerge.xls file and save it with another name e.g. mmerge_original.xls Open the mmerge.xls file and sort by Surname Delete all patients with a surname beginning with letters other than A:C Open the HCheck letter.doc and follow the steps for the mail merge You could also sort the mmerge.xls spreadsheet by Age or Registered_date. Alternatively, you could filter out patients with a surname other than A:C in the mail merge process (set the filter to SURNAME < D) and generate a smaller batch of invitees that way instead. Recall_Library_QS_V1.0 Page 20 of th April 2013
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