WELCOME TO BASIC VA FILEMAN
REPORTS SESSION
Tom Fagan, Pharmacy Benefits Management
Clinical Informatics VA FileMan Instructor and
Clinical Applications Coordinator at VAMC
Richmond, Virginia
Pharmacy Informatics
Workgroup
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LEARNING OBJECTIVES AND CLASS
FORMAT
1. Be able to use basic report functions; inquire,
print and search.
2. Be able to use List File Attributes to identify file
and field numbers or labels and data types
3. Know how to create and use templates for
search, sort and print.
4. Understand Intermediate concepts: point (jump
files) and multiples (sub files).
5. Know where to find additional References
6. Understand Importance of Data Validation and
Privacy/Security
Pharmacy Informatics
Workgroup
2
Sources of Data for PI Analysis
Report type
Start with Access to Real
all patients ALL
Time
in database fields and
files
Easy to
Learn
Access Comments
for any
user
FILEMAN
YES
YES
YES
NO
Maybe
DSS (data
warehouse)/
ProClarity PBM
rollup
CPRS QUERY
TOOL
YES
NO
NO
NA
NO
NO
NO
YES
YES
YES
Ideal for Clinical Care
WARD or Clinical
REMINDER DUE YES
NO
YES
MENU
YES
REMINDER
PATIENT LIST
NO
YES
NO
NO
Monitor Clinical Care
Patients/ Performance
monitor
Monitor Clinical Care ,
display results and
demographics
YES
Pharmacy Informatics
Workgroup
ANYTHING; patient
safety alert; create VISTA
option
Service COST Analysis
/Drug budget/
NOT REAL TIME?
Data Sources continued
• MUMPS Routines
• Standard VISTA
options
– Class III
– Data Validation
– Multiples
– No modifications
– Pointing to
related files
– Import to MS-app
(space delimiter)
– Require
Programmer?
– System
Performance?
Pharmacy Informatics
Workgroup
Data Use
• Package Support
– Reports not
present in
package
• Management
– Budget
– Workload
• Research
• Patient Safety
Pharmacy Informatics
Workgroup
TERMINOLOGY Most Important
1. FileMan or VA FILE MANAGER
2. SYNTAX exact sequence of characters and
words for a function to work, may be case
sensitive
3. CONTEXT !
4. Primary Source of Frustration
Pharmacy Informatics
Workgroup
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TERMINOLOGY Miscellaneous
• IEN NUMBER is the unique number
assigned to record by software,
contained in the NUMBER Field
Pharmacy Informatics
Workgroup
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TERMINOLOGY Intermediate
• MULTIPLE is a sub file or a file within a
file can contain zero or multiple entries
• JUMPING(POINTING) access a field in
related file.
• QUALIFIERS and FUNCTIONS are
MUMPS expressions used to enhance
sort or output
Pharmacy Informatics
Workgroup
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TERMINOLOGY Database Related
• DATABASE collection of files
used to store data
–FILE collection of records
• RECORDS are unique entries in File
–FIELDS data type place holders to store
information in records
Pharmacy Informatics
Workgroup
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PAPER ANALOGY
Filing Cabinet with drawers
(DATABASE), folder (FILES) and
sheets of paper (RECORDS AND
FIELDS)
• Complex Relationships
Pharmacy Informatics
Workgroup
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LIST FILE ATTRIBUTES
• Data Dictionary Utility “Display
Structure”
• File Number or Label
• Field Number or Label
• Data Type
• Pointers
• Suggest Brief format
Pharmacy Informatics
Workgroup
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LIST FILE ATTRIBUTES DATA
TYPES
• DATE/TIME
Date of Birth
• FREE TEXT
Address
• SET OF CODES M=Male F=Female
• WORD-PROCESSING Comments
• NUMERIC
Number
• COMPUTED
Age
Pharmacy Informatics
Workgroup
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REPORT FUNCTIONS
• Inquire to File Entries
• Print File Entries
• Search File Entries
Pharmacy Informatics
Workgroup
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REPORT FUNCTIONS
• Inquire to File Entries
•
Print File Entries
• Search File Entries
Pharmacy Informatics
Workgroup
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REPORT FUNCTIONS
• Inquire to File Entries
• Print File Entries
• Search File Entries
??? For help
Pharmacy Informatics
Workgroup
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LIST ALL FIELDS USING
INQUIRE
Drug = SIMVASTATIN 80MG TAB
At Print FIRST PRINT FIELD PROMPT ?
Answer with FIELD NUMBER, or LABEL
Do you want the entire 386-Entry FIELD List? y
(Yes) = SORT by FIELD NUMBER
Do you want the entire 386-Entry FIELD List?
^A =
Sort FIELDS by LABEL starting with A
ASCII SORT
Pharmacy Informatics
Workgroup
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TEMPLATE COMPARISON
• Search = saved Search Results or
Saved Search Logic
• Print Sort = saved Sort Logic
• Print Output = saved Print or
Display Format
Pharmacy Informatics
Workgroup
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SEARCH TEMPLATE
• Static as of Run Date and Time
• Access Results from Print
(Sort)
• Access Logic from Search
• Orders from a month
Pharmacy Informatics
Workgroup
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PRINT (SORT) TEMPLATE
• Dynamic
• Use to Refine Search Template
TIP: Sort by: field name [ “TEXT”
= field name Contains TEXT
Pharmacy Informatics
Workgroup
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PRINT OUTPUT TEMPLATE
• Save Print Format
• Select Fields
• ']' TO FORCE SAVING PRINT
TEMPLATE
• Print “TEXT”
• Print Qualifier syntax is FIELD; CHARACTERS
• EXAMPLE;Ln (Left Justify (Limit))
FIRST PRINT FIELD: NAME;L8 =
Print 8 characters of the name
Pharmacy Informatics
Workgroup
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PRINT OUTPUT TEMPLATE
STANDARD CAPTIONED OUTPUT
FIRST PRINT FIELD: [CAPTIONED = SYNTAX
Include COMPUTED fields: (N/Y/R/B):
Enter a code from the list. Select one of the
following:
N = NO - No record number (IEN), no
Computed Fields
Y = Computed Fields
R = Record Number (IEN)
B = BOTH Computed Fields and Record
Number (IEN)
DISPLAYS only populated fields – default with
INQUIRE
Pharmacy Informatics
Workgroup
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INQUIRE
SEARCH PRINT PRINT
SORT OUTPUT
Type of
Templates
To
Inquire
Create or
Edit
Template
Use
Function
Search
(NO Edit)
Print
ALL
Functions
from
FIRST
PRINT
FIELD
To
Print
Access
Template
Use
Function
Print for
results
OR
Search –
run again
Print
ALL
Functions
from
FIRST
PRINT
FIELD
22
INTERMEDIATE CONCEPT JUMP
FILES
• Jump or Point with :
• Access a field in related file (example
patient demographics from prescription
file)
• Syntax: Prescription (first print field):
PATIENT:AGE
OR
FIRST PRINT FIELD: PATIENT:
THEN PRINT PATIENT FIELD: AGE
Pharmacy Informatics
Workgroup
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POINTERS for JUMPING
When A Field In The Start File Points To
The File We Want To Go To, A
FORWARD Pointer Relationship Exists
– Read access required to RELATED
file
Pharmacy Informatics
Workgroup
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INTERMEDIATE CONCEPT
MULTIPLES FIELDS
• Multiples Fields: Sub file within a file
• Designation: (multiple) and “indent”
• Can be blank or contain one or more entries
• Subfield has all characteristics of a file,
folder within a folder
Pharmacy Informatics
Workgroup
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E-TRIP NATIONAL
RESOURCES
• FileMan Homepage url:
http://www.va.gov/vdl/application.asp?appid=5
Advanced VA FileMan User Manual contains
explaination commands and examples
• PBM FileMan SharePoint:
http://vaww.infoshare.va.gov/sites/vapharmacy
informatics/WIKI/FileMan/Home.aspx
Pharmacy Informatics
Workgroup
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DATA VALIDATION
•
•
•
•
•
•
Does Your Output Make Sense?
Random Sample
Time Or Single Events (Snowbirds)
Intuition
Consult An ADPAC Or Expert
Other DATA SOURCES, CPRS QUERY TOOLS,
VISTA REPORTS, Clinical Reminders
Pharmacy Informatics
Workgroup
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PRIVACY SECURITY ISSUES
For Protected Health Information (PHI)
• Distribution: Need to Know- VISTA
Email or Outlook with PKI or RMS
• Secure – Encryption or Server
Role of Local VISN Information Security
Officer
National Website:
https://vaww.infoprotection.va.gov/index.aspx
Pharmacy Informatics
Workgroup
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1-800-HELP ME
Phone: Tom Fagan (804)675-5298
EMAIL: THOMAS.FAGAN@VA.GOV
Pharmacy Informatics
Workgroup
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QUESTIONS
?
Pharmacy Informatics
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LOG IN FOR HANDS ON
ACCESS: nnVEHU
VERIFY: VEHUnn
nn number to be assigned by instructor
Training Menu
Training Menu
1
List File Attributes
2
Inquire to File Entries
3
Print File Entries
4
Search File Entries
5
Template Edit
Pharmacy Informatics
Workgroup