Extracting data from the database

Transcription

1 Extracting data from the database QUICK OVERVIEW: Incidence data extraction: Step 4 PICANet data extraction: Step 5 NCHDA data extraction: Step 6 Impact data extraction: Step 7 STEP 1 INSTALLING THE FRONT END (only need to do once) Install the latest version of the Front End database and link it to your existing back end database. There is an extra step of also linking the picanet & NCHDA excel files (see v2 of the linked database document, pages 4-6). STEP 2 SAVE THE NEW EXCEL FILES INTO THE SAME COMPUTER DIRECTORY AS YOUR DATABASE (only need to do once) Save the files qrygetincidenceexport.xlsm, qrypicanetimport.xlsm, NCHDA anonymised xlsm into the same computer directory as your database front end. STEP 3 - PICANET AND NCHDA EXCEL FILES You should already have the blank picanet and NCHDA excel files in the same computer folder as your databases (see the linked database document). The files are called: Excel file name in the folder tblnchda.xls tblcomorbidity.xls tbldiagnosesandprocedures.xls tblepisode.xls tblepisodedetails.xls tbloperationorprocedure.xls tblotherreason.xls tblprimarydiagnosis.xls Data it is for NCHDA standard extract Your PICAnet and NCHDA data managers should paste in NCHDA and PICanet extract data into these spreadsheets for all patients admitted from 1 October 2015 to the most recent available date. Each time you do a data extract, your data managers should update these spreadsheets with patients up to the most recent available date. *IMPORTANT* In the tblnchda.xls file, column CO titled Optional - Procedure Unique ID should hold the NCHDA ID that is entered in the Procedure form on the database! In many sites this will happen automatically with Heartsuite. STEP 4 - INCIDENCE DATA SET 1. Open the Front End database and log in as normal. On the Dashboard, select Run all incidence query. 1

2 This saves into the database folder on your computer and you ll see this message on the dashboard screen click ok. 2. Open the Excel Spreadsheet called qrygetincidenceexport.xlsm. If you are asked to Enable Content, do so by clicking on the yellow button (you should only have to do this once). 2

3 3. Go to the Dashboard worksheet and click on the purple button saying Click here to get incidence data and anonymise. 4. You will see lots of data going in and being re-ordered. At the end you are left with a single additional worksheet called NoDateData. This worksheet contains the incidence data from the database. It does NOT contain patient identifiers and it does NOT contain any dates. 5. You can now this Excel file to GOSH (to Kate Brown). STEP 5 EXTRACTING PICANET DATA FOR PATIENTS IN THE DATABASE 1. From the Front End database, run the query Run Picanet Queries. 3

4 This saves into the database folder on your computer and you ll see this message on the dashboard screen click ok. 2. Open the Excel Spreadsheet called qrypicanetimport.xlsm. If you are asked to Enable Content, do so by clicking on the yellow button (you should only have to do this once). 3. Go to the Dashboard worksheet and click on the blue button: 4. You will see lots of data going in and being re-ordered. At the end you are left with a single additional worksheet called NoDateData. This worksheet contains the anonymised PICAnet data that we need for this study. It *only* contains data where a PICAnet ID has been entered for a patient in the database. It does NOT contain patient identifiers and it does NOT contain any dates. 5. You can now this Excel file to GOSH (to Kate Brown). 4

5 STEP 6 EXTRACT NCHDA DATA FOR PATIENTS IN THE DATABASE 1. From the Front End database, run the query NCHDA Queries. This saves into the database folder on your computer and you ll see this message on the dashboard screen click ok. 2. Open the Excel Spreadsheet called NCHDA anonymised xlsm. If you are asked to Enable Content, do so by clicking on the yellow button (you should only have to do this once). 3. Go to the Dashboard worksheet and click on the green button: 5

6 4. You will see data going in and being re-ordered. At the end you are left with a single additional worksheet called NoDateData. This worksheet contains the anonymised NCHDA data that we need for this study. It *only* contains data where a NCHDA ID has been entered for a patient in the database on their procedure form. It does NOT contain patient identifiers and it does NOT contain any dates. 5. You can now this Excel file to GOSH (to Kate Brown). STEP 7 EXTRACTING IMPACT DATA Since there is so much impact data, we are leaving this data as an Access database file. We basically make a copy of your existing database which removes ALL incidence only patients, all NHS numbers, all Hospital ID numbers, all PICANET IDs and all NCHDA IDs. Since impact patients have explicitly consented, we can keep dates in. The first stage of this process (7A) only needs to be done once but is a little involved bear with me! Detailed instructions below STEP 7A SETTING UP THE ACCESS DATABASE MORBImpact_anonymised. (only needs to be done once) 1. Open the database MORBImpact_anonymised. The first time you do this, you will have close the setup screen and then click on the yellow Enable Content button. Once you ve done this, log in as normal. 2. You will then see this screen which you should close using the x in the top right hand corner. 6

7 3. You should then see this screen: 4. Go to the External Data tab and click on the Access button (shown in the red circle below). 5. Once you ve clicked on this button, use the Browse button to navigate to your BACKEND database and select it. Make sure the radio button for Import data is selected. You should have a screen like this: 7

8 6. Click OK. Select the Tables tab on the next window and scroll down until you find TblPatient. Select TblPatient and then click ok. 8

9 7. On the next screen tick the box that says save import steps and then in the save as box type: Import_BackEnd_Patient. It must be called this exact name. Once you ve done this click on Save Import at the bottom: 8. (almost done) As for step 4, click on the Access button again to do a new import task and navigate again to the back end database in exactly the same way as in step 5: 9

10 9. This time after you ve clicked ok, choose Select All on the right hand side: 10. Once you ve selected all, manually scroll through the table and deselect TblPatient (by clicking on it once) and then scroll to the very top and deselect the first 8 things at the top as well (none of which have tbl prefix). Then click OK. It will take about a minute to do stuff after you ve clicked ok don t worry! 10

11 11. Again on the next screen tick the box that says save import steps and then in the save as box type: Import_BackEnd_Data. It must be called this exact name. Once you ve done this click on Save Import at the bottom: YOU HAVE NOW FINISHED STEP 7A AND DON T HAVE TO DO THIS AGAIN! CLOSE THE DATABASE AND GO TO STEP 7B. STEP 7B 1. Open the database MORBImpact_anonymised and log in as normal. 2. On the dashboard click on the Create Impact Database for Export Button. 3. BE PATIENT it takes about a minute or two to do step 2!! It will look as if it s not doing anything!! 4. Once it is finished, this message will pop up: 5. Click OK and then close the Dashboard. 11

12 6. Go to the File tab and click Save Database As 7. Then navigate to the same folder your database is in and save the database as MORBImpact_MYSITE_MYDATE where MYSITE is your site (eg EVE) and MYDATE is the date (eg ). 8. You will be taken to the setup screen again, but now just press EXIT. 9. This database now contains ONLY impact patients and no patient identifiers and can be sent to Kate Brown. STEP 8 OPTIONAL If you want to check what your new anonymised impact database contains you can do the following to make sure it is only impact patients and no NHS numbers etc. 1. Make a copy of your front end database and call it FRONT END IMPACT ONLY or something like that. 2. Follow the steps for linking to the back end database as normal but this time link it to the database MORBImpact_anonymised. (You only need to do this once!). 3. If you then open this Front end database and log in as normal you can see what is in this anonymised database. 12

13 STEP 9 OPTIONAL BUT RECOMMENDED In your database folder you will now have lots of xls files starting with qry. You can delete these periodically. (see screen shot for what I mean!). DON T delete the three spreadsheets qrygetincidenceexport.xlsm, qrypicanetimport.xlsm, NCHDA anonymised.xlsm since you ll need them for the next data extract! 13