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Overview and Implementation of the Naval Disease Reporting System NDRS 3.0 created by Lea Gilchrist RN BSN MCSE MCPI

Naval Disease Reporting System version 3.0 . Electronic data entry and transmissionMandated by Presidential Decision Directive NSTC-7, Emerging Infections"Part of USN

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Overview and Implementation of the Naval Disease Reporting System NDRS 3.0 created by Lea Gilchrist RN BSN MCSE MCPI

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    1. Overview and Implementation of the Naval Disease Reporting System NDRS 3.0 created by Lea Gilchrist RN BSN MCSE MCP+I Navy Environmental Health Center Code PH Portsmouth Virginia Enter your name and organization, if desired. If not, remove this line and save as a PowerPoint show before showing the presentation.Enter your name and organization, if desired. If not, remove this line and save as a PowerPoint show before showing the presentation.

    2. Naval Disease Reporting System version 3.0 Electronic data entry and transmission Mandated by Presidential Decision Directive NSTC-7, Emerging Infections Part of USN & USMC Global Emerging Infections Surveillance and Response activities Required as part of Medical Readiness Checklist Reportable diseases & conditions: includes Tri-Service list and ICD-9 Codes incorporated into automated reporting program developed in conjunction with USAF and USA Surveillance: Data collection Runs on Windows 98, NT 4.0 & Win 2000; using Access 97 or 2000 version Distribution via Internet or CDROM Training support via on-line tutorial, web show, and Technical Forum FAQs Available via Pop Health Website Companion CD with setup & support files Secure File Cabinet in Navy Medicine Online ensures the security of the data This first section is about the history and the legacy NDRS 3.0. For information about what the NDRS & DNBI modules look like in the SAMS 8.02.00, skip to slide 22. Read this stuff to them. This is the background to NDRS, a Microsoft Access-based data collection program. Encounter information about mandated diseases and conditions are transmitted in electronic format, first to the NEPMUs, then NEHC. A web page has been created that will allow for simultaneous transmission to the NEPMUs and NEHC. This first section is about the history and the legacy NDRS 3.0. For information about what the NDRS & DNBI modules look like in the SAMS 8.02.00, skip to slide 22. Read this stuff to them. This is the background to NDRS, a Microsoft Access-based data collection program. Encounter information about mandated diseases and conditions are transmitted in electronic format, first to the NEPMUs, then NEHC. A web page has been created that will allow for simultaneous transmission to the NEPMUs and NEHC.

    3. Setup Files Available by Download from NEHC Web Site or Companion CDROM Disk The Epi section of the NEHC website has support information and download files. Setup can be downloaded as a single file, or as 2 files that will fit on 2 floppy disks. Any known problems are identified and solutions offered. The most current email addresses for the NEPMUs are listed here, as well as informative and tutorial links.The Epi section of the NEHC website has support information and download files. Setup can be downloaded as a single file, or as 2 files that will fit on 2 floppy disks. Any known problems are identified and solutions offered. The most current email addresses for the NEPMUs are listed here, as well as informative and tutorial links.

    4. Create Import & Export Folders Manually create an Import and Export folders under the root drive. Data records are pulled into and exported from NDRS through these folders. You may need administrative control to create folders under your root drive. Numerous errors will result if there isnt an Export folder, as it is the default dump for the NDRS data file. Anytime the email portion of the transmission process fails, the data file can be found in the Export folder. The Import folder is only needed if you import NDRS data reports. (NEPMUs & NEHC)Numerous errors will result if there isnt an Export folder, as it is the default dump for the NDRS data file. Anytime the email portion of the transmission process fails, the data file can be found in the Export folder. The Import folder is only needed if you import NDRS data reports. (NEPMUs & NEHC)

    5. Run Setup and Accept the Defaults Setup can refresh a cranky installation, and if re-installed into the same NDRS folder, configuration settings and data will be kept.Setup can refresh a cranky installation, and if re-installed into the same NDRS folder, configuration settings and data will be kept.

    6. Run Setup and Accept the Defaults You will always want to keep any file thats newer and when un-installing, never remove shared files.You will always want to keep any file thats newer and when un-installing, never remove shared files.

    7. Select Drive Letter Where the NDRS Database is Stored You can choose which drive to install your data onto. A share on a server can be created and local installations mapped to that drive to create a situation where more than one installation of NDRS can share the same database. NDRS isnt designed as a multi-user system, but properly configured, more than one computer can share the same database.You can choose which drive to install your data onto. A share on a server can be created and local installations mapped to that drive to create a situation where more than one installation of NDRS can share the same database. NDRS isnt designed as a multi-user system, but properly configured, more than one computer can share the same database.

    8. MAIN NDRS SWITCHBOARD The SAMS caduceus in the upper right hand corner shows that this installation can import not only the legacy NDRS data files, but also the data files that can be collected using SAMS 8.02.00. This patched NDRS program would be in use at the NEPMUs, NEHC, or any unit that may import SAMS 8.02/8.03 .sam MER files.The SAMS caduceus in the upper right hand corner shows that this installation can import not only the legacy NDRS data files, but also the data files that can be collected using SAMS 8.02.00. This patched NDRS program would be in use at the NEPMUs, NEHC, or any unit that may import SAMS 8.02/8.03 .sam MER files.

    9. NDRS Program Configuration The Program Config window is where all settings are made, and where any specifics for the drop down windows are entered, like Providers, Departments, Operations, etc.The Program Config window is where all settings are made, and where any specifics for the drop down windows are entered, like Providers, Departments, Operations, etc.

    10. Mandatory Fields Required for Program Configuration There are only a few mandatory fields that have to be completed during setup. If you are restoring a data backup after a new installation of NDRS, value only these mandatory fields as the other information will be restored when the database is restored. A backup file not only contains your data, but also all your completed Program Configuration fields. Select FAX for Urgent reports and Mail a Disk for routine. These setting will force the data file into the C:\Export folder for upload through NMO.There are only a few mandatory fields that have to be completed during setup. If you are restoring a data backup after a new installation of NDRS, value only these mandatory fields as the other information will be restored when the database is restored. A backup file not only contains your data, but also all your completed Program Configuration fields. Select FAX for Urgent reports and Mail a Disk for routine. These setting will force the data file into the C:\Export folder for upload through NMO.

    11. EMAIL Addresses Pre-Configured Selecting the DNBI column header will bring up the E-Mail Recipients window.Selecting the DNBI column header will bring up the E-Mail Recipients window.

    12. Enter Your UICs Address, and especially the POC. Verify your units UIC number and the details about the UIC will be displayed.Verify your units UIC number and the details about the UIC will be displayed.

    13. Enter Your UICs Email Address Be sure to enter a valid email address so confirmations of receipt can be sent to the sender.Be sure to enter a valid email address so confirmations of receipt can be sent to the sender.

    14. Adding to Diagnosis List A unit can enter diagnoses common to their area in addition the the 101 most seen diagnoses that are already loaded in NDRS. West Nile Fever (066.3) can be added this way to the diagnosis list.A unit can enter diagnoses common to their area in addition the the 101 most seen diagnoses that are already loaded in NDRS. West Nile Fever (066.3) can be added this way to the diagnosis list.

    15. Adding Animal Bites to Diagnosis List The animal bite diagnosis ICD-9 code in NDRS is not the same code that is on the Tri-Service Reportables list.The animal bite diagnosis ICD-9 code in NDRS is not the same code that is on the Tri-Service Reportables list.

    16. Adding Status Codes You have the capability of adding more patient status categories.You have the capability of adding more patient status categories.

    17. Setup Database Password The database password allows you to delete records only. It is not the same as the password on the NDRS MER zip file. If you have forgotten the password or it wasnt passed on, make a backup of the database and send that to NEHC. The analysts can pull the password out of that file.The database password allows you to delete records only. It is not the same as the password on the NDRS MER zip file. If you have forgotten the password or it wasnt passed on, make a backup of the database and send that to NEHC. The analysts can pull the password out of that file.

    18. Adding Departments/Divisions The next few screens all function similarly. Any information that is selected from any drop-down menu has to be entered here.The next few screens all function similarly. Any information that is selected from any drop-down menu has to be entered here.

    19. Adding Operation Names Add the name of a specific Operation if you want to track incidents by Operation.Add the name of a specific Operation if you want to track incidents by Operation.

    20. Adding DNBI Diagnosis In the DNBI section, the ICD-9 list of patient diagnoses can be modified, too. A sick call record has to be entered into NDRS DNBI side to allow accurate collection of the reference rate data. In the DNBI section, the ICD-9 list of patient diagnoses can be modified, too. A sick call record has to be entered into NDRS DNBI side to allow accurate collection of the reference rate data.

    21. Adding Corpsman Providers For DNBI, enter non-licensed personnel here.For DNBI, enter non-licensed personnel here.

    22. Adding Credentialed Providers For DNBI, list all credentialed or licensed providers in this window. Social Security numbers arent necessary.For DNBI, list all credentialed or licensed providers in this window. Social Security numbers arent necessary.

    23. Accident & Injury Report Here you can format the signature block for the A & I reports created in the DNBI section.Here you can format the signature block for the A & I reports created in the DNBI section.

    24. Data Management The CHCS Interface and the Import SAMS Data buttons here relate to CHCS I and SAMS 7.X series, and are of no interest to the average PMT NDRS user.The CHCS Interface and the Import SAMS Data buttons here relate to CHCS I and SAMS 7.X series, and are of no interest to the average PMT NDRS user.

    25. Export Data Files Start the export process by selecting Export from the main page. The date that appears is the date that export was last attempted. We recommend using Elvis Presley and anthrax as the diagnosis for any sample MER, as these items are screened for regularly.Start the export process by selecting Export from the main page. The date that appears is the date that export was last attempted. We recommend using Elvis Presley and anthrax as the diagnosis for any sample MER, as these items are screened for regularly.

    26. Export Data Files Start the export process by selecting Export from the main page. The date that appears is the date that export was last attempted. We recommend using Elvis Presley and anthrax as the diagnosis for any sample MER, as these items are screened for regularly.Start the export process by selecting Export from the main page. The date that appears is the date that export was last attempted. We recommend using Elvis Presley and anthrax as the diagnosis for any sample MER, as these items are screened for regularly.

    27. Export Data Files Start the export process by selecting Export from the main page. The date that appears is the date that export was last attempted. We recommend using Elvis Presley and anthrax as the diagnosis for any sample MER, as these items are screened for regularly.Start the export process by selecting Export from the main page. The date that appears is the date that export was last attempted. We recommend using Elvis Presley and anthrax as the diagnosis for any sample MER, as these items are screened for regularly.

    28. Export Data Files

    29. Export Data Files Use the A: drive if you need to copy the file to a floppy to move off ship, or to a location where you can connect to NMO to upload.Use the A: drive if you need to copy the file to a floppy to move off ship, or to a location where you can connect to NMO to upload.

    30. Export Data Files

    31. Upload Data Files

    32. Adopt SOPs and create a Transmission Log Document when and where data files were sent & received. Use SOPs for consistency and documentation.Document when and where data files were sent & received. Use SOPs for consistency and documentation.

    33. The Most Important Function !! ONLY BACKUP THOSE RECORDS YOU DONT WANT TO HAVE TO RE-ENTER INTO THE PROGRAM!! ?ONLY BACKUP THOSE RECORDS YOU DONT WANT TO HAVE TO RE-ENTER INTO THE PROGRAM!! ?

    34. Medical Encounter Module in SAMS The first part of this presentation dealt with the legacy NDRS. The section to follow shows what the NDRS & DNBI reporting modules in SAMS 8.02.00 look like, and what the differences are.The first part of this presentation dealt with the legacy NDRS. The section to follow shows what the NDRS & DNBI reporting modules in SAMS 8.02.00 look like, and what the differences are.

    35. Main Page of Master Tickler - Medical These are a few screen shots of the Medical Encounter module in SAMS. These are a few screen shots of the Medical Encounter module in SAMS.

    36. Vital Signs In SAMS Medical Encounter The screens for the SAMS medical encounters and the SAMS NDRS reporting module are very similar. If in doubt, look at the name on the title bar to see if its a SAMS (medical) encounter, or a NDRS (incident reporting) encounter.The screens for the SAMS medical encounters and the SAMS NDRS reporting module are very similar. If in doubt, look at the name on the title bar to see if its a SAMS (medical) encounter, or a NDRS (incident reporting) encounter.

    37. SOAP Note with Active MER Button A reportable diagnosis will activate the MER button, and clicking on it will take you directly to the NDRS module.A reportable diagnosis will activate the MER button, and clicking on it will take you directly to the NDRS module.

    38. Select the DNBI Category for Each Medical Encounter The user must select the DNBI category for his diagnosis. This is not automatic!The user must select the DNBI category for his diagnosis. This is not automatic!

    39. Warning Message When Two Diagnosis Selected In cases where there might be 2 reportable diagnoses, a prompt will remind you to complete a MER on each diagnosis. If there are 2 diagnoses and only one is reportable, make the reportable diagnosis the first diagnosis.In cases where there might be 2 reportable diagnoses, a prompt will remind you to complete a MER on each diagnosis. If there are 2 diagnoses and only one is reportable, make the reportable diagnosis the first diagnosis.

    40. Patient Demographics in SAMS Patient demographics are found in the Master Tickler. SAMS 8.02.00 uses top tabs for ease in navigation.Patient demographics are found in the Master Tickler. SAMS 8.02.00 uses top tabs for ease in navigation.

    41. Patient Administrative Information Home of record and next of kin are some of the administrative information that is available in SAMS 8.02.00.Home of record and next of kin are some of the administrative information that is available in SAMS 8.02.00.

    42. SOAP Note with Active MER Button The SOAP note tab of the Medical Encounter contains a shortcut to go directly to the MER reporting screens in the NDRS module.The SOAP note tab of the Medical Encounter contains a shortcut to go directly to the MER reporting screens in the NDRS module.

    43. SAMS Medical Encounter Disposition Tab This screen gives details of patient disposition. The MER module in SAMS will also document when and to whom the data report was sent.This screen gives details of patient disposition. The MER module in SAMS will also document when and to whom the data report was sent.

    44. MER Details Documented in Tab Format Clicking on the MER button on the SOAP page will take you directly to the Medical Event Report module. The top tab design was used here, too, for consistency. When you go to the MER screens directly from the medical encounter, fields are pre-valued and the user sometimes has to enter only 3 fields to complete the MER.Clicking on the MER button on the SOAP page will take you directly to the Medical Event Report module. The top tab design was used here, too, for consistency. When you go to the MER screens directly from the medical encounter, fields are pre-valued and the user sometimes has to enter only 3 fields to complete the MER.

    45. Travel/Contact Information Tab Document what travel may have occurred prior to onset of symptoms.Document what travel may have occurred prior to onset of symptoms.

    46. Date Report Sent Documented The Actions Taken field in the MER has room for documentation pertinent to the reported incident. Notice last field in this window. It documents when the record was exported, if at all.The Actions Taken field in the MER has room for documentation pertinent to the reported incident. Notice last field in this window. It documents when the record was exported, if at all.

    47. Individual Medical Event Report Form The printed MER form in SAMS is in the same format as the printed MER from NDRS. Unlike NDRS, SAMS 8.02.00 can electronically export only a single record, too.The printed MER form in SAMS is in the same format as the printed MER from NDRS. Unlike NDRS, SAMS 8.02.00 can electronically export only a single record, too.

    48. Mass Export of MERs SAMS creates mass export files from any time period. SAMS creates mass export files from any time period.

    49. Set Time Period for Export file Select the start and end dates you want the report to cover.Select the start and end dates you want the report to cover.

    50. Review All MERs from Export Period Print Preview allows you to view all the MER files prior to being exported. The column headers can be resized to allow visualization of the entire table.Print Preview allows you to view all the MER files prior to being exported. The column headers can be resized to allow visualization of the entire table.

    51. Select Destination of Export File VERY IMPORTANT! SELECT NEW, NOT OK. The program will blow up if you select OK.VERY IMPORTANT! SELECT NEW, NOT OK. The program will blow up if you select OK.

    52. Date of Export Documented on Reports Preview If a report has been transmitted previously, the date and time will show here.If a report has been transmitted previously, the date and time will show here.

    53. DNBI Weekly Report DNBI data is collected differently in SAMS. The rates are pulled from the DNBI category selected when the medical visit is entered. The PMT will not have to enter patient demographics, either. All the crew should be in the SAMS database already. All the user should have to do is select the week they want to examine.DNBI data is collected differently in SAMS. The rates are pulled from the DNBI category selected when the medical visit is entered. The PMT will not have to enter patient demographics, either. All the crew should be in the SAMS database already. All the user should have to do is select the week they want to examine.

    54. DNBI Weekly Rate Comparison by Totals On the second tab in the DNBI section, the user can see a summary of rates for all the weeks at that UIC at a glance. On the second tab in the DNBI section, the user can see a summary of rates for all the weeks at that UIC at a glance.

    55. DNBI Weekly Rate Comparison by Category By selecting a particular DNBI category, the user can see a summary of the rates for that category for all the weeks! The drop down window at the bottom allows the user to select the specific category they want to track over the weeks.By selecting a particular DNBI category, the user can see a summary of the rates for that category for all the weeks! The drop down window at the bottom allows the user to select the specific category they want to track over the weeks.

    56. Current Challenges to NDRS Virus Scan Failures 8 Digit UIC Implementation Impact Secure Redundant Data Pathways Complete HIPAA Risk Assessment Integrate format needs of the legacy NDRS with NEHC, SPAWARS, NMIMC, and AMSA. NDRS is in a very dynamic period now as more programs vie to be the agent of deployment medical surveillance. Because certain technological limitations, NDRS as we know it may soon just fade away. NEHC has posted a web page for online submission where the PMT can attach his/her data records to an email and submit it. NEHC will continue to work and support NDRS 3.0, and the NDRS & DNBI modules in SAMS 8.02.00.NDRS is in a very dynamic period now as more programs vie to be the agent of deployment medical surveillance. Because certain technological limitations, NDRS as we know it may soon just fade away. NEHC has posted a web page for online submission where the PMT can attach his/her data records to an email and submit it. NEHC will continue to work and support NDRS 3.0, and the NDRS & DNBI modules in SAMS 8.02.00.

    57. QUESTIONS?? If questions are raised that cannot be answered here, please contact Preventive Medicine at NEHC for help, or post a question on the Tech Talk Forum in PrevMeds Epi section. For technical help, contact PrevMed or Lea Gilchrist for assistance. We can help support NDRS and the functions of NDRS in SAMS 8.02.00. For questions about SAMS or its setup, please contact SPAWARSYSCEN CHES Fleet Support. Open to comments or discussion.Open to comments or discussion.

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