1. Local Health Department Contact Tracking Database An easy to use, efficient way to track the contacts, inquiries and complaints your local health department receives. New Jersey Office of Local Public Health

2. Features: Tracks complaints, inquiries, investigations and administrative actions Tracks complaints, inquiries, investigations and administrative actions Enhances oversight of staff activity Enhances oversight of staff activity Provides periodic reminder emails Provides periodic reminder emails Provides searchable data and reports Provides searchable data and reports Reduces paper records, files and workload Reduces paper records, files and workload Provides an easy QI project for those seeking PHAB accreditation Provides an easy QI project for those seeking PHAB accreditation. Local Health Department Contact Tracking Database

3. Topics we will cover in this presentation: Compatibility requirements Compatibility requirements Database features Database features Installation Installation User agreement User agreement System configuration and customization System configuration and customization Adding and editing records Adding and editing records Reports and archiving Reports and archiving Local Health Department Contact Tracking Database

4. Compatibility Microsoft Windows XP or newer Microsoft Windows XP or newer Microsoft Access 2003 Microsoft Access 2003 –Part of the Microsoft Office package Microsoft Outlook or IBM Lotus Notes Microsoft Outlook or IBM Lotus Notes –Not compatible with online email servers Network Sharing Network Sharing –Multiple simultaneous users

5. Features Menu driven

6. Features User defined drop-down menus

7. Features Records up to 50+ data points

8. Features Each record has a unique ID number

9. Features Records contact demographics,...

10. Features contact category, source type,...

11. Features property locations, narratives...

12. Features... and much more.

13. Installation  When you receive your database CD, copy the database file to a shared folder that all employees have access to, on your department’s network.  Open the database file in your shared folder. The database file name is: LHDContactTracking_Access2003_20130724A.mde

14. Opening the Database Read the entire user agreement

15. Configuring the Database Select View or Modify Database Configuration

16. Configuring the Database Enter your password at the top of the page

17. Configuring the Database The initial password is “password1”

18. Configuring the Database What MUST be configured, BEFORE the database can be used... What MUST be configured, BEFORE the database can be used... – Hide / Unhide Assigned To – Hide / Unhide Referred To – Hide / Unhide Inspector – Hide / Unhide Communities Served – View Edit Other Configuration Settings – Edit Notifications List

19. Configuring the Database The CD contains detailed configuration instructions The CD contains detailed configuration instructions Configuring the database takes 30 to 45 minutes Configuring the database takes 30 to 45 minutes

20. Adding New Records Select Add a Contact Tracking Record

21. Adding New Records When adding a Tracking Record When adding a Tracking Record – The database automatically assigns a unique ID number, and pre-populates the date, who is entering the record, and a follow-up due date – Complete as many, or as little of the fields, as necessary to meet the needs of your department – Only a few fields (i.e. Category, Assigned To, etc.) are absolutely required

22. Adding New Records – Select View/Update Contact Information to add additional information about a property owner – Records must be saved, before closing the form

23. Adding New Records Select View/Update Contact Information to add additional information about a property owner

24. View or Edit a Contact Tracking Record There are four ways to view a record

25. View or Edit a Contact Tracking Record All Open Contact Tracking Record

26. View or Edit a Contact Tracking Record Open Records Assigned To A Specific Person

27. View or Edit a Contact Tracking Record All Records Using Specific Search Criteria (Search includes both open and closed records)

28. View or Edit a Contact Tracking Record All (Open and Closed) Contact Tracking Records

29. Contact Tracking Reports There are five standard reports available

30. Contact Tracking Reports Open Contact Records – Past Due

31. Contact Tracking Reports Open Contact Records – All

32. Contact Tracking Reports Closed Contact Records – By Date Range

33. Contact Tracking Reports Closed Contact Records – All

34. Contact Tracking Reports Tracking Record Log – Specify Tracking Number

35. Archiving Records As time goes by, it will be become necessary to archive closed records, to conserve space. As time goes by, it will be become necessary to archive closed records, to conserve space. – The Archive / Purge Closed Records selection is on the Database Configuration page, and password protected – Only closed records are archived and deleted

36. Archiving Records – Records are archived to a Microsoft Excel spreadsheet, external to the database, prior to the deletion of records – Data can easily be dumped to an Excel file, for analysis, without deleting records

37. Summary The Local Health Department Contact Tracking Database is an easy to use tool to track ensure that all contacts are handled in a timely manner The Local Health Department Contact Tracking Database is an easy to use tool to track ensure that all contacts are handled in a timely manner – The database provides real-time email notifications – Provides reporting functions and organizes data in an easily searched format

38. Summary – Provides periodic reminder emails – An easy Quality Improvement project for those seeking PHAB accreditation – And, best of all... It’s FREE!

39. New Jersey Office of Local Public Health Natalie Pawlenko Director Wayne Sundmacher Quality Improvement Coordinator