Home Forums Discussions Problems IMPORT ITEMS, and REDUCING DATA ENTROPY

Our office had a meeting today and we discovered a problem with the way data is or isn't being filed.

Every user who imports the file into AC database chooses a category so that there is no consistency in the category from one patient's file to another.

Where is the physical data files kept? I can't figure out if the physical data is kept in Amazingcharts import section or whether the import.mdb maps out where the data is kept.
In other words, if the original file was destroyed, would that affect my ability to get the information through Amazingcharts.

The process of importing (or are we tagging?) files is labor intensive. There must be a quick way to tag or import files into AC.

There are add on programs such as Updox that can be used to provide a shortcut to adding (tagging) files into AC import section. However, the add-on program is cumbersome to start (uses a lot of memory)and not intuitive (for a person with small brains such as myself).

I'm not sure how backing up imported items is being done. Are we backing up the references or the whole image? If the data is all jumbled within import.mdb, is there a way to descramble (in a legally approved way) the contents so that the stuff in import.mdb can be attributed to the patient.

I also see that the stuff in the patient file under import can be altered at anytime and saved back under the same name... so how does one establish the integrity of what is filed?

These are some questions I have. I'm sure others have thought this through before and have some answers about "How Things Work."

Roy,
Excellent questions. I've sort of wondered about similar things for quite some time now.
Vinny, Might you have any insite as to "how things work" on any and all of the imported items? Scanned items, MidMark Ritter, the new Lab interfaces and so on? Where and how are all things stored, files, and kept straight? Thanks much. Have a great weekend
Paul

Roy,

I can't help you too much with the categories. I do like the way the subject becomes the name of the file. Maybe you could change the categories to pdf, word, html, Excel, etc. and then file by alphabet, which it already does. Or you could use File Assistant Pro which sorts much more readily.

You are actually right on both of your answers to yourself. The data and any files are stored in individual folders in the ImportItems folder. The only time a folder is made for a patient is the first time a file is imported or a letter is written. The folder will have the patient's account number or whatever you wish to call it. For me, the biggest issue is the saving of the letter as HTML. Basically, I have one chance to print it in a good format and even then, it doesn't look good. It's better to print to PDF if you are planning on printing it again. Then, it's a WYSIWYG file. Yes, the Import.mdb database has links to the files. The reason this is done this way is that our database is about 100 MBs. One 1 GB file would of course make the backup 1 GB larger. Backups give you two options, but it is pretty much always best to backup the databases by themselves so it is a quick backup to offsite and you do not use up your limit. You can back up the ImportItems folder when you back up the server or back the AC folder up by itself.

If the file is destroyed in the ImportItems folder, the you will LOSE the file. It IS the actual file. The database simply links to it. Our Import.mdb is < 300 Kbs while our ImportItems folder is about 400 Mbs. We don't import many files. It's mostly letters and such.

When you use the Import Items feature from within Amazing Charts, you are physically moving the file no matter what size it is into a previously made folder for the patient if one is already there or into a new folder. So, File A moves from My Documents as File B in AC folder. It is copied not moved, although you can delete it from the Import Items window. There is no quicker way. You could physically move tens of files into a patient folder in the ImportItems folder, but then there would be no link to the Import.mdb folder.

UpDox is a convenient way to do this, and I actually met with Andrew who is the CEO of UpDox last weekend. He is a great guy and certainly willing to do anythng to help anyone with the transition. I believe UpDox Standard is free while UpDox Professional is $30.00 per year. Not a bad deal. What makes UpDox a bit confusing is that it is at its best when coupled with OneBox and that makes it more difficult to navigate -- but I digress.

Again, the backup of the ImportItems folder can be backed up over the Internet, but I wouldn't recommend it. If you or your staff are importing multiple labs, x-rays and other paper documents, I would suggest a very good backup strategy. You would want to back up the database connection as well both to your hard drive, DVD, and possibly offsite. There really is no reason for the data links to become jumbled in import.mdb, but, again, that is where a backup would come in. To answer your question, if you lose that database, then you will still have your files, but they will not be linked so you would have to manually match up the account numbers.

Yes, you can alter it, but this is true with a paper chart as well. The letters typed are saved in HTML, and these are difficult to change. A newly typed letter a week later would have a date in the database. If you convert everything to pdfs, this would make it difficult to change, although you can convert pdfs to Word documents.

Roy, yes I have thought about it, and you know how I feel. I rarely use Imported Items and use File Assistant Pro, the best digital file import software on the market today.

Bert,
Can I ask you a few questions about File Assistant Pro?
1. Will AC import.mdb interface with File Assistant Pro (or vice-versa)?
2. File Assistant Pro saves files in a particular format?
3. Is File Assistant Pro basically a large electronic filing cabinet?
4. Will we need to undo the hundreds of hours placed in putting files on Amazingscharts import items section and refile in File Assistant Pro?
5. With File Assistant Pro, can we directly to the FAX server site and assign files by individual patients? If so, do we need to create a file for each patient or can this be done through interfacing with Amazingcharts?
6. I've been thinking of getting two screens for my computer. I would like to look at the imported items (perhaps with File Assistant Pro?) while I am dictating my notes into Amazingcharts? Anyone doing this already?

Another AC user recommended SmartSyncPro. I've bought it and it is great!!!! I backup my entire AC folder to multiple PCs each day. Granted, its not offsite, but it is very quick and my imported items are backed up too. Plus, I can backup other things (spreadsheets, quickbooks, etc.)

I agree. SmartSyncPro is a very nice backup tool. : )

I too bought SmartSyncPro and love it. Very easy to set up and works nicely. I actually have two servers (old and older) and back up AC and many other programs (My PM data, Quicken, My Documents, etc.) to both several times daily.

We use a free program called SyncBack Freeware V3.2.14. You can schedule it and forget it and it keeps on backing up on at midnight every night (or anytime you want to schedule it). You can even have it FTP to offsite storage! You can even do syncs folders and not just back ups.

http://www.2brightsparks.com/syncback/sbse.html

It's free!