Spell Converter v3.2.1 Manual - Health & Social Care Information
Contents
1. produce a new export or output file that contains spell summaries Conventions Used in this Manual The following conventions are used consistently throughout this manual Control Normal text with single quotes indicates a reference to text appearing upon the screen or a file path name Example Select Run Text Typewriter text with double quotes refers to text that must be literally typed or selected Example Type A SETUP lt Keyname gt A series of one or more key names within angular brackets indicates keys that should be pressed simultaneously Example Use the accelerator key combination lt Alt F gt Installation System Requirements A minimum of a 486 IBM compatible PC with 8Mb RAM running Windows 98 Windows NT 4 0 Windows 2000 or Windows XP with 4Mb hard disk space free is required to install and run this application Installation 1 Run the file SPELL30 EXE to start the installation process 2 Follow on screen instructions note that the setup procedure will also install the Borland Database Engine that this application is dependent upon 3 If desired alter the installation directory and the destination program group for the Episodes To Spells Converter icon Changes in this Version This version of the Episodes to Spells Converter is a 32 bit application that will provide a higher level of performance and compatibility with the latest versions of Microsoft Windows It wil2. Episodes to Spells Converter Version 3 2 December 2007 Standards and Classifications The Information Centre for Health and Social Care User Manual The Information Centre for Health and Social Care 1 Trevelyan Square Boar Lane Leeds LS1 6AE Introduction Overview The Episodes to Spells Converter is an application intended to assist the NHS in the task of submitting Spell based HRG counts for financial flows It is intended that either the output or the export file from the version 3 5 HRG Grouper should be processed using this software If using an output file this must be in CSV format Please note that this software is intended for use within a single provider regardless of number of provider sites A summary of the entire grouping and spelling process is as follows 1 An input file of CSV format is grouped in the HRG Grouper using a Record Definition File describing the positions of the grouper required fields and the additional ones shown in Appendix A 2 Either the export file or the output file can be used as input for the Episodes to Spells Converter However if using the output file then the Grouper must be configured to produce DGVP upon the output file using the Extended Fields facility A record header will also have to be added to the HRG Grouper output file defining each field name 3 The export file or optionally the output file is taken and run through the Episodes to Spells Converter This will
3. a local patient identifier If no legitimate identifier is available use a composite of Date of Birth Postcode and Sex AdmiDate 16 Admission Date Include time of admission as part of this field if possible DisDate 16 Discharge Date Include time of discharge as part of this field if possible EpiOrder N A Number Episode Order EpiDur N A Number Episode Duration The software also expects the following fields to be present upon the input file They do not need to be defined within the grouper Record Definition File because they are derived by the HRG Grouper during processing Ensure however that for the HRG Grouper version 3 5 that DGVP is selected as an optional field on the output file under the Extended Fields section of the Batch Process Request screen Field Name Maximum Size Notes DGVP 4 Dominant Grouping Variable Procedure produced by the HRG Grouper Group 3 Healthcare Resource Group produced by the HRG Grouper Similarly the following optional fields can selected within the HRG Grouper version 3 5 and so be present upon the input file Field Name Maximum Size Notes Special Service 3 Special Services group Appendix B Output File Format The spell records produced by the Episodes To Spells Converter are duplicates of the fields within the dominant episodes with the following additional fields appended Field N
4. ame Notes SpellDisDate Discharge date from discharge episode within the spell SpellEpiCount The number of episodes within the spell SpellLoS Total length of stay for the spell If the optional input field Special Services was present then the following field will also be present upon the output file Spell Special Service The special services band for the spell The logic determining the dominant episode within a spell is shown in Appendix C Appendix C Dominant Episode Algorithm Version 3 5 HRGs The algorithm to select the dominant episode for Version 3 5 HRGs selects the first episode within a spell with the lowest HRG hierarchy value A current list of hierarchy values can be obtained from the NHS Information Authority website Appendix D Development Environment The Episodes to Spells Converter is written in object Pascal using Borland Delphi version 6 The underlying database and tables use the 32 bit Borland Data Engine Helpdesk The NHS Information Authority Population Health and Service Management Information Programme provides a helpdesk service between the hours of 9 00am and 5 30pm from Monday to Friday for both technical and non technical queries Outside these times an answering machine service is provided Telephone 0121 333 0333 Fax 01962 814600 Appendix E Notes The amount of free space required by the Episode to Spells converter to process a single file is dependen
5. l not function under 16 bit Windows Windows 3 1 Windows 3 11 and Windows 95 No support for spell linkage of version 3 1 HRGs is provided within this version earlier versions of the Spell Converter should be used to link records that have been grouped to version 3 1 HRGs Episodes to Spells Converter Version 2 1 1 Support for Specialised Service Groupings has been included in this version and can be included as an optional field within the input file User Guide Input File The input file for the Episodes to Spells Converter must be an export file or alternatively the output file from the version 3 5 HRG Grouper that has been configured to include DGVP and edited to include a header declaring the names of the fields as the first record The input file for the Episodes to Spells Converter must contain some additional fields that have to be declared within the HRG Grouper Record Definition File prior to grouping Appendix A lists these additional fields and their naming convention Main Menu The main menu provides the facility to select and start processing an export file File Open Allows selection of the export file to be converted into a spell based file Once this is selected the file will be processed unless aborted at by pressing the Abort button Exit Closes the Episodes To Spells Converter Help About Shows Episodes to Spells Converter version information Progress Bar The progress bar provides a graphical indica
6. t wholly upon the number of fields and number of records in the input file As a rough guideline processing Version 3 5 HRG files will require up to 2 5 times the size of the input file If space is an issue it is recommended that the fields within the input file are minimised optimally to those required by the HRG Grouper the Episode to Spells Converter and subsequent reporting and analysis If there are episodes missing within the resulting spell dataset episode counts this is likely to be due to invalid HRGs upon the input file This may be because an input file containing version 3 1 HRGs was processed instead of one of version 3 5 HRGs This release of the Episodes to Spells converter can process a maximum file size of 4 Gb
7. tion of how much of a file has been processed Two processes occur Processing Input File and then after selecting an output file Writing Output File These processes can be aborted by pressing the Abort button It is recommended that there is free disk space of twice the size of the input file to be able to process and then write out the output file Appendix A shows the additionally required fields in the input file and Appendix B the fields in the output file Key Controls The following keys can be used to control the Episodes To Spells Converter lt Alt F4 gt Exit the Episodes To Spells Converter lt Escape gt Cancel the current process Command Line Options The Episode to Spells Converter can be run from the command line or called from another program as follows SPELLASSIST32 I lt INPUT FILE gt O lt OUTPUT FILE gt I Specifies the input file O Specifies the output file Appendix A Required Input File Fields The following additional fields need to be defined with the HRG Grouper Record Definition File Ensure that these fields are spelt correctly in the Col Title column of the Record Definition file If these fields are not present an error message will be displayed indicating which cannot be found Field Name Maximum Size Notes UniqueID 30 This should be a unique patient identifier Provider Spell number is recommended Alternatively use NHS Number or
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