Intro to Databases I Data Gathering Nancy Clark, MEd Director of Medical Informatics Education FSU College of Medicine 11/19/2018

Goal Recognize Database application Participate in design process 11/19/2018

Objectives Part I Create a simple database Create a form Students will demonstrate an understanding of databases by accomplishment of the following tasks: Part I Create a simple database Create a form Search a database Sort a database Query a database Part II Data Extraction Create a simple report Create a form Letter Create mail labels 11/19/2018

Database Software Oracle SQL (‘sequal’) JFile Access HanDbase File Maker Pro dBase Corel Paradox FoxPro Lotus Approach JFile HanDbase Pendragon Forms Satellite Forms 11/19/2018

Not Quite Databases Excel Word Tables Mail Merge/form letters 11/19/2018

Examples of Databases in Healthcare Patient Billing Patient Demographics Appointment System Centralized physician order entry (CPOE) In the doctors office you would find the following typical databases, either on paper, or in an electronic format. When you look at hospitals you add a new layer of complexity. While it is known the CPOE is shown to increase compliance with formularies, and with evidence based guideline, decrease adverse drug events, order duplications and time to receit of services, many hospitals have not implemented these systems because of expense, training and so forth. Medical Records HMO Formulary MEDLINE Lab Data 11/19/2018

Database Functions Information for decision making Research Get paid Improve day-to-day operation Quality improvement Reduce errors 11/19/2018

Healthcare Systems Databases Hospital 11/19/2018

Vocabulary Database: Flat vs Relational Field Table Record Form Sort Fieldname Table Record Form Sort Search Export/Import Query Print Report Mail Merge Form Letter 11/19/2018

Database Collection of similar data Fields Field Names 11/19/2018

Database Collection of similar data Fields Table Field Names 11/19/2018

Database Collection of similar data Fields Table Record Field Names 11/19/2018

Types of Fields Text Memo Number Date/Time Currency Yes/No (Radio Buttons) Object Picture, audio, etc Hyperlink Pick list Short list Table 11/19/2018

Reasons to Use Pick Lists Free text unpredictable Can do summaries Ease of reporting Standard vocabulary 11/19/2018

Database Collection of similar data Fields Table Record Field Names Table Record Data Entry Form 11/19/2018

Field Formats Size Format Default Value Caption Validation Required? Etc. 11/19/2018

Database Flat Relational 11/19/2018

Queries Filter Selects only records that meet criteria Examples of criteria Dates Genders Value ranges Diagnoses 11/19/2018

Reports Lists of data Summaries of all or parts of data Counts Sums Averages Comparisons Screen or printout 11/19/2018

Designing a Database 11/19/2018

Goals of Design Process Understand your data and why tracking Eliminate duplication data Eliminate redundant data Eliminate meaningless data Promote accuracy and consistency of data 11/19/2018

Goals of Design Process Insure ability to retrieve needed information Support business functions using it Easy to use Lends itself to future growth 11/19/2018

Process Step 1 What is the purpose of the database? What information do I want to get out of it? What should the reports look like? What am I going to do with this information? Step 2 What data do I need to collect to provide this information? Define fields, tables Design data entry forms Ask yourself, How much can I pay to get this developed? 11/19/2018

Big Questions in Healthcare Where is the data going to live? Who owns the data? Who inputs the data? Who can access the data? How does the data get into the system? Can we share data? 11/19/2018

Hands-on Experience Using JFile Using Access Using Word Create a simple database to keep track of all of your passwords and UserIDs Using Access Use Wizard to create CD or Book inventory Using Word Create a simple mail merge 11/19/2018

Theoretical Experience Design a diabetic patient registry Users: practicing docs in FL Goal: improve diabetic care based on guidelines Provide data for research What are the issues? What is best way to collect and compile data? (hardware? software?) 11/19/2018