1. Registry 201 Excel Registry Training

2. Registry 201 Excel Registry Training Outline ► Important Information about PHI ► Getting to know you ► Excel Training

3. Don’t send the Coordinating Center any PHI (Protected Health Information)

4. What is PHI ► Names ► Geographic subdivisions smaller than a state (tribe is ok) ► Date of birth, date of death ► Telephone numbers, fax numbers ► Email addresses ► Social Security Numbers ► Medical Record Numbers ► Health plan beneficiary numbers

5. What is PHI (cont) ► Account numbers, certificate/license numbers ► Vehicle identifiers & serial numbers including license plate numbers ► Device identifiers & serial numbers ► URLs, IP address numbers ► Biometric identifiers including finger & voice prints ► Full face photographic images & any comparable images ► Any other unique identifying numbers, characteristic code

6. PHI in the Excel Registry Columns 2 – 14 (columns E – Q), Black text on a gray background, White cells

7. Before we begin ► New to the SDPI program or first time here? ► New with computers? ► Never used Excel?

8. Excel Registry Training ► Walk through setting up folders on your computer ► Naming the Excel Registry Files ► Macros in Excel ► Formulas ► Copy data from version 1 to version 3 of the registry file

9. Folders and Naming Files ► Create 3 folders  at the root of c:\ 1. Excel_Data_Files  within the Excel_Data_Files folder 1. Backup_files 2. Files_sent_to_CC

10. View from Windows Explorer 3 folders created

11. Most important things to remember ► Don’t send the Coordinating Center any PHI ► Backup your files ► Password protect the Excel Registry file on laptop 1. File save as – tools – general options 2. Tools – Options – Security tab

12. Name of the Excel Registry File sent to Coordinating Center ► NDPID.site # - CC – DP Excel Registry ver 3 – mm.dd.yyyy ► The date at the end of the file is the date you sent the file to the Coordinating Center ► How to handle more than one site

13. Name of the Excel Registry File sent to Coordinating Center ► More than one site For example: Chickasaw has 4 sites Chickasaw has 4 sites Excel Registry file name 50103.1 – CC – DP Excel Registry ver 3 – 02.28.2006 50103.1 – CC – DP Excel Registry ver 3 – 02.28.2006 50103.2 – CC – DP Excel Registry ver 3 – 02.28.2006 50103.2 – CC – DP Excel Registry ver 3 – 02.28.2006 50103.3 – CC – DP Excel Registry ver 3 – 02.28.2006 50103.3 – CC – DP Excel Registry ver 3 – 02.28.2006 50103.4 – CC – DP Excel Registry ver 3 – 02.28.2006 50103.4 – CC – DP Excel Registry ver 3 – 02.28.2006

14. Opening Excel

15. Setting Macro Security ► On the tool bar – Tools – Macro - Security

16. Setting Macro Security ► Change to Medium, click on OK

17. ► Close the Excel program down ► Open the Excel Registry file ► Click on Enable Macros

18. What the Macro will do ► Clears the data out of the white cells  Columns 2 – 14 (E – Q) ► Changes the formulas to a value

19. Running the Macro ► Run the Macro only in the file you will be sending to the Coordinating Center ► On the tool bar - Tools – Macro – Macros…

20. Running the Macro ► Highlight the Macro name “Set_Values_and_Clear” ► Click Run

21. What to do if the Macro doesn’t work? ► Manually Clear out the PHI ► First replace the formula cells with the value 1.Highlight the cells 2.Right click on the cells 3.Select Copy 4.Right click on the cells 5.Select Paste Special…

22. ► Click on Values ► Click on ok

23. Formulas ► Cells with formulas may have a green mark in the upper left hand corner of the cell ► In the Excel Registry, Column headings with purple text should have formulas

24. What’s new in Version 3 ► Has more formulas ► Macro runs faster ► Macro replaces formulas with a value

25. Copy data from version 1 to version 3 ► Open up Excel Registry Version 1 ► Open up Excel Registry Version 3 ► Check the participant number order ► Highlight the rows in version 1 ► Ctrl-C to copy the data ► Go to version 3 and click on cell A4 ► Ctrl-V to paste the data

26. Excel 201 Lab 1. Create new folders 2. Change Macro Security Setting 3. Password Protect the Excel file 4. Add a few names to Excel Registry 5. Make a copy of the Master Excel file 6. Run the Macro 7. Multiple tabs for consortium sites 8. Copy data from one Excel file to another

27. Send Excel Registry files to: Karen Rogers Karen.rogers@uchsc.edu Questions?Lab