AOS User Manual - Data Extract
Contents
1. Changing my password In the AOS login section click Change Password Figure 5 The Change Password screen will appear My Facility This menu option shows users which facility or facilities their AROC account is associated with Figure 6 This option is read only and users will not be able to edit the facilities they are listed against or details recorded for a facility If the facility or list of facilities is incorrect please lodge a support ticket refer to page 9 Getting help in AOS The HELP menu Figure 7 is always available during an AOS session and has two options e USER MANUAL this links to the AROC documentation page relevant to the system currently being accessed a PDF of the User Manual and Quick Reference Guide relevant to this system are located here The online data dictionary is also accessible here This should be the first port of call for help This page will be continually updated so it is worth bookmarking e LODGE SUPPORT TICKET If you are unable to find an answer to what you need within the online documentation you should lodge a support ticket page 9 Miss ENTRY Data CONTACT DETAILS Title Miss First Name data Last Name entry Preferred Name N A Contact Person Contact Details Phone 4221 4356 Mobile 0412 7777 50 Fax N A Email data_entry noemail net Website N A Contact Physical Address Details Contact PoBox Address Details AOS LOGIN Login Name data_entry Archived Not A2. ANANA 7 Returning to the AOS home page eesesssssseressssereserecesssreresssreressseersssrerosssrerosssreresssecoessrerosssreressseeresssecesssreee 7 KY OTU een ene ee E E E E EA EEEIEE ETNE E E A E A E EAN 7 Checking my FIM WeeFIM status sssessesererrrrrrrrrrrrrrrrrrrrttttttttttttttttttttttttttttttt ttrt rttr ttrt ertr rrt rrrrrrrrrrrrerrrrerens 8 Ce AY PISS WOT O isisisi ia a E E A E ae inaa 8 ELS r E EAE N AAE EI A ANA E A AA A A A T 8 Gelmo Neb TAOS srira ennir i anna E E O TOOR EENEN EET 8 Lod mne ac upoo eE a E E E E E EE E E 9 Loo o Ou O A OS are Ea E EEE OOTO NE EE OA 10 Extracting data rom AOS cicccescdusasesecenvenccdeseducacecesenndyasseseauawsenecsacansedesw sean EE E a 11 Some Data Pxiract DaSiCS purrrisriricriaree Tunn ETENA A EOE ENERE EEN EERE EE EENEN EEEE TEENE ERR ETET 11 Flow for extracting data from the AROC database ccccesccccccssssecceccesececsceesececseeeeccessaeeceessaaneseessaaasses 11 Accessing online data CXtIACT scccccseecccneesecssseccsausecssneseesaenecssauseessaueeessuneessauseeesausesssuaeeesauaesesausesssuasessagaeeeas 13 Selecting one facility or one ward to extract data from ssssserssssrersssrrerssssrresssrrresssreressereresserrrsssrerens 13 Selecting more than one facility to extract data from ss sssserensssseresssreessssreresssreresserrrresssrrresserrresseeeees 13 Defining the Extract Parameter Selection issisciciasesacracceveienacosasstsencanponsovtaencsvabses
3. facility has provided ward details the wards will be available for selection Selecting one facility or one ward to extract data from a Click on the facility or ward Figure 11 for which you will be extracting data A R O C DATA EXTRACT SELECT FACILITY HELP EXIT DATA EXTRACT Select More Than One Facility Anywhere Hospital AU Ward SW E Anywhere Kiwi Hospital NZ Figure 11 Select Facility screen Selecting more than one facility to extract data from a If the user works across multiple facilities and would like to extract data from two or more of these facilities the user will click Select More Than One Facility Figure 11 b The user will now have a choice to either Select All or manually select which facilities wards they would like to extract data from Figure 12 Selected facilities wards will be added to the selection list highlighted in blue AOS User Manual V5 0 September 2014 Fa i e t ahsri australian health services research institute WOLLONGONG australasian rehabilitatior outcomes centre UNIVERSITY OF AROC c Tochange any or all of the facilities selected for data extract the user has the option to e Select None which removes all facilities wards from the selection list e Manually select which facilities wards to remove from the selection list e Select ONLY One Facility which will return the user to the previous screen Figure 11 d If the selection l
4. to users associated with one facility ward NOTE If left un ticked the extracted data for all facilities wards selected will appear in one CSV file AOS User Manual V5 0 September 2014 a UNIVERSITY OF EFF AROC WOLLONGONG OC australasian rehabilitatior outcomes centre ate t ahsri australian health services research institute Extract File Properties Extract File Type AROCv4 CSV Extract All Pathways Create a separate file for Each Facility Figure 14 Data Extract screen file properties 6 Click on Confirm Parameters and Continue Figure 13 once extract parameters and file properties have been selected Data Extract Summary and Download The Data Extract Summary page Figure 15 summarises by facility how many episodes are in your data are within the date range and meet the extract parameter criteria Facility Episodes in dataset Episodes in date range Episodes matching criteria Anywhere Hospital 13 Anywhere Kiwi 3 Hospital Total gt 16 Download Extract File Figure 15 Data Extract Summary screen 7 Click on Download Extract File to extract the data requested from the facility facilities listed in the summary table into your selected file type You will be prompted to select a destination to download the file to Interpreting the extracted data The data extracted from the AROC database will be in AROC V4 data format and use V4 data item short form names and cod
5. 5 0 September 2014 14 ate t ahsri australian health services research institute UNIVERSITY OF AROC WOLLONGONG OC australasian rehabilitatior outcomes centre Extract Parameter Selection Episode End Date 01 01 2013 Episode Start Date Open Episodes Clear Filter Pathway Clear Filter 3 Impairment Group Clear Filter Impairment Clear Filter Extract File Properties Extract File Type AROCv4 CSV Extract All Pathways Create a separate file for Each Facility T Extract Parameter Summary Episode End Date From 01 01 2013 Episode Start Date From open ended Open episodes Exclude Pathway s all Impairment Group s all Impairment Code s all Clear All Parameters Confirm Parameters and Continue gt Figure 13 Data Extract screen extract parameters Extract File Properties 4 Users will select an Extract File Type from the drop down list Figure 14 e AROCV4 CSV Extract all pathways o The full AROC V4 data set and all calculated fields e AROCV4 CSV Extract inpatient pathways available soon o Inpatient AROC V4 data item and calculated fields e AROCV4 CSV Extract ambulatory pathways available soon o Ambulatory AROC V4 data items and calculated fields 5 Users extracting data from more than one facility ward can tick the box Create a separate file for Each Facility to extract a ZIP file containing one CSV file for each facility ward This option is not relevant
6. AROC australasian rehabilitation outcomes centre AROC Online Services AOS User Manual Version 5 0 September 2014 Data Extract AOS system ahsri australian health services research institute UNIVERSITY OF WOLLONGONG ve ve ve ate i t ahsri australian health services research institute UNIVERSITY OF AROC WOLLONGONG OC australasian rehabilitatior outcomes centre Contents BERGE O gsc cere ets occ fea coo eos cite er ets eee icnine sine es inie EENE E sina oa odie AEEA 2 FIOW COON OF AOS JUDCHON GUY eiir an E EEE EEEE E ce vesed neater eee 2 COP NOI GUNE NONI oer anea EE EA EE Racers veenand aoe genase vente E EE ENEA ERR 2 BC SSION CHC E t AE E T EE A T A EA E E E nnaseuanecondtonsneaeeeine 3 Gelling stared WIO AOS arc cnvecnnecaeetenorcsasnnncheasuatensmacaventpnsaeneadveesunen cnr EEA AE EEEE REEERE EREE EEEE EEEE 3 OS Vr A E E E E A A E E O A E E E E E A E E A 3 CERNE aA TOE e E E E E E 3 EOCEEN OAO ea rcs E E E EE EA EA ET EEA 5 C GT FA Ea a E E E AEA E O EA A E OOA AE OAE OEO ENAA 5 i you have an AOS FS Sia eo sestgrcececasaasiomeguesatevasoasaaecanoteeuasaneuienaonedeusareancacasntatuaceanueuausedoneeestaeoeoataeecanneusanten 5 If ON Me A a FIM HD casera ict EEEE E E E E i 5 If you do not have an AOS username of FIM ID nas sosssssosssnnsssssenssssrerssssrerssssrresssreresssrerossereresseeeessreressereresseeee 6 THe AOS ROMO ACS nipsririsrerireriva ris inaran raaraa ANNETO OE NOA TA
7. Figure 2 2 Once the Login screen has opened Figure 3 choose from AOS LOGIN or FIM LOGIN a To log into AOS using the AOS login enter Username and Password in the corresponding fields and click Log In to AOS b To log into AOS using the FIM login enter your FIM ID in the corresponding field and click Log In to FIM ARO australasian rehabilitation outcomes centre ABOUT AROC AROC ONLINE SERVICES AROC E What is AROC australasian rehabilitation outcomes centre a AROC Membership e Login to AOS a Guidelines for Data Submission u Uep a AROC Annual Report and Benchmarks e AOS Online Tutorials r Data Entry Pathway 3 ANNOUNCEM ENT a Impairment Specific Benchmark Outcome Targets ae AROC is very pleased to make available an Extract Data Mea VETY gr ete ee ene SE a Presentations and Publications z ONLINE TRAINING VIDEO to help Figure 2 Location of AOS Log in on AROC Website Contacting AROC If you have an AOS username For any general AROC questions or queries related to functions within AOS please contact AROC using the AOS Menu HELP gt Lodge Support Ticket page 9 If your query relates to an inability to login please email aroc uow edu au For information related to FIM workshop organisation clinical queries or invoicing queries please email fim uow edu au If you have a FIM ID For information related to FIM workshop organisation clinical queries or in
8. a from AOS Some Data Extract basics AOS enables users to extract their own data using a range of parameters This functionality allows users to extract their AROC v4 data with calculated fields such as AN SNAP class FIM change length of stay etc that has been entered directly or uploaded into the AROC database The default extract includes all CLOSED episodes of care i e episodes with an episode end date within the current reporting period Users are able to e Restrict the extract by date range by either rehab episode start or end dates e choose between extracting only CLOSED episode only OPEN episodes i e without an end date or CLOSED OPEN episodes e restrict the extract to certain impairment groups or impairment codes e restrict the extract by care pathway s Data extracted from the AROC database in a CSV format and can be opened in Excel Users can extract data for multiple wards or facilities where appropriate Personnel with overarching data responsibilities for example area health services or private hospital groups are now able to extract data for multiple sites simultaneously This function is only available to individuals whose AOS account reflects such security privileges If the user works at a single facility only the name of that facility will be displayed If the user works across multiple facilities the names of all the facilities the user is affiliated with will be displayed If the facility has provided ward
9. details the wards will be available for selection Flow for extracting data from the AROC database The flow chart in Figure 9 page 12 demonstrates the process for extracting data from AROC using AOS ODUS This flow chart can also be found on the quick reference guide for data extract in AOS available from the help menu in AOS page 8 AOS User Manual V5 0 September 2014 aaoo i ahsri australian health services research institute UNIVERSITY OF AROC WOLLONGONG australasian rehabilitatior outcomes centre AOS Log In Click on Data Extract elect Facility or ward from list all facilities associated with the account will be visible Single facility Multiple facilities Confirm selection Enter parameters Confirm parameters Extract summary Extract complete Figure 9 AOS Online Data Extract flow chart AOS User Manual V5 0 September 2014 ae 3 ahsri australian health services research institute WOLLONGONG australasian rehabilitatior outcomes centre UNIVERSITY OF O AROC Accessing online data extract 1 Click on DATA EXTRACT from the DATA menu Figure 10 A RO C DATA MY DETAILS MY FACILITY REPORTING HELP DATA ENTRY Figure 10 AOS data menu 2 Ifthe user works at a single facility only the name of that facility will be displayed If the user works across multiple facilities the names of all the facilities the user is affiliated with will be displayed If the
10. entaaniesersstoesnsheseosusanseesevenntveesasen 14 ae AET A OCICS E E AA IE E A AA E A A E es 15 Data Extract Summary and Download cccssccecccseecccnaseccsesecssusecesasecsscueeessuneeesauseessaueessausecssausesssueessauasessges 16 Interpreting the extracted MAtA cccccsseccccseseecccsescccseeseccsuseccsauseesaaueeesausecssauseessauseessaecssausecssausecssuasessauasessges 16 Draft AOS User Manual V4 5 June 2014 Fan UNIVERSITY OF EFF AROC WOLLONGONG CO australasian rehabilitatior outcomes centre ate i t ahsri australian health services research institute Introduction AROC Online Services AOS is a secure web based service that enables staff of AROC member facilities to manage their facility s AROC data their personal details and FIM WeeFIM credentialing status AOS is intended for e Staff involved in the data entry or data upload of AROC data e Staff responsible for downloading and reviewing AROC benchmarking reports e Staff wanting to extract and analyse their facility s data e Staff needing to become credentialed re credentialed in FIM WeeFIM e Staff planning on sitting the online FIM WeeFIM refresher course e Staff intending on purchasing managing FIM WeeFIM keys and resources Facilities can opt to have one or many of their staff registered to use AOS and are responsible for ensuring that no unauthorised staff gains access to AOS This user manual provides AROC members with detailed instructions o
11. esets For example the data item Sex has four codeset values Data Item Sex Codeset Value Indeterminate Not stated inadequately defined 9 The extracted data file will not list the data item descriptions but instead their codeset values AOS User Manual V5 0 September 2014 e ate i t ahsri australian health services research institute UNIVERSITY OF ee AROC WOLLONGONG OC australasian rehabilitatior outcomes centre The AROC Online Data Dictionary V4 for data analysts provides all necessary information required to properly interpret the extracted data from the AROC database The data dictionary contains the following information about each data item in the extract file Data element short and long name Country for which the data element is to be collected Pathway in which the data element is to be collected The definition of the data item Why it is being collected justification The codeset Business rules The AROC Online Data Dictionary V4 for data analysts can be accessed from the AOS Help menu user manual and from the AROC homepage select About AROC in the menu on the left then Online Data Dictionary V4 from the bottom of the list AOS User Manual V5 0 September 2014 w
12. he screen will exit the function the user is in and return them to the AOS homepage A R O C DATA MY DETAILS MY FACILITIES REPORTING HELP AROC ONLINE SERVICES Welcome to AROC Online Sevices lf you are new to this system this first page will give you a brief introduction to this system What is AROC Online Services AOS AROC Online Services is a web based system which provides online automatic services for facilities and payers that are members of AROC Figure 4 AOS homepage My Details This menu option allows users to view their profile Users are able to edit certain details by clicking on Edit under Quick Links on the left hand side We encourage users to keep their details as up to date as possible Users are unable to update details in greyed out fields These include e Contact Person Details e AOS Login e Credentialing If you need to change any of these details please lodge a support ticket which can be found in the Help menu option AOS User Manual V5 0 September 2014 ae ate i t ahsri australian health services research institute UNIVERSITY OF AROC WOLLONGONG CO australasian rehabilitatior outcomes centre Checking my FIM WeeFIM status If you are FIM WeeFIM credentialed you can view your FIM ID and exam results including when your FIM certification expires via My Details If you believe these details are not correct please lodge a support ticket refer to page 9
13. ist is correct Confirm Selection and Continue A R O C DATA EXTRACT SELECT FACILITY HELP EXIT DATA EXTRACT m H acl VW Select ONLY One Facility Select All gJ Select None Facility Anywhere Kiwi Hospital x Confirm Selection and Continue Anywhere Hospital AU Ward SW Figure 12 Select Facility screen Defining the Extract Parameter Selection 3 Users will define the extract parameter selection by either a accepting all the default extract parameter selections OR b further filtering the data extract by one or more parameters Figure 13 e Episode End Date enter date range From and To DD MM YYYY o default current reporting period e Episode Start Date enter date range From and To DD MM YYYY o no default e Open Episodes select option from drop down list and click Add o default exclude e Pathway select option s from drop down list and click Add o default all o multiple pathways can be chosen e Impairment Group select option s from drop down list and click Add o default all o multiple impairment groups can be chosen o if selecting impairment group s users cannot filter by impairment e Impairment select option s from drop down list and click Add o default all o multiple impairments can be chosen o if selecting impairment s users cannot filter by impairment group AOS User Manual V
14. n how to use the functions available within AOS Flow chart of AOS functionality The flow chart presented in Figure 1 provides a quick reference to all the functions available from the AOS menu and demonstrates the pathways of entry into the system A AOS Login B FIM ID Each function listed in the flow chart is explained in detail within this document This manual is available online at from both the AROC Homepage AROC Online Services AOS and FIM User Manuals and from all AOS Menus Help User Manual and can be downloaded as a complete document or by chapter Computing requirements To access AOS users will need e An AOS username and password or FIM ID page 3 e Internet connectivity e A standard internet browser with pop ups browser scripting and cookies enabled e Adobe Acrobat reader to view or open PDF files The recommended browsers are e Internet Explorer 8 0 e Mozilla Firefox e Google Chrome e Safari The recommended screen resolution is 1024 x 768 Draft AOS User Manual V4 5 June 2014 Cae UNIVERSITY OF EFF AROC WOLLONGONG CO australasian rehabilitatior outcomes centre ate t ahsri australian health services research institute Session time out To maintain security AOS sessions including data entry and FIM WeeFIM online exam will automatically time out if inactive for periods of 30 minutes or more If in the middle of a data entry tab or an exam the user will lose any unsaved data
15. or exam progress An error message will appear indicating the session has timed out and the user will be returned to the AOS login screen Getting started with AOS To access AOS users require either an AOS username and password AOS login or a FIM ID FIM and WeeFIM clinicians wishing to purchase an exam key and or sit an exam with or without the refresher course can access this limited functionality of the online FIM system within AOS by logging in with their FIM ID For full online FIM system functionality or access to other AOS functions such as data entry and data upload users of AOS require an AOS login Getting a FIM ID A FIM ID is a unique and unchanging identifier assigned to each individual FIM WeeFIM clinician known to AROC The FIM ID is provided on your FIM WeeFIM credentialing certificate If you cannot locate your FIM ID please ask your facility trainer who will have the latest credentialing status report listing all FIM WeeFIM clinicians and their FIM IDs If the facility trainer cannot locate it either please email fim uow edu au and include your name facility email address and the date you last completed the FIM WeeFIM exam If you are new to FIM WeeFIM and are booked to participate in a workshop you will receive your FIM ID and instructions about how to access the FIM WeeFIM online system via email shortly after the workshop Getting an AOS login If you require an AOS username and password please email AROC a
16. rchived Figure 5 Changing password in My Details screen AOS User Manual V5 0 September 2014 eo i e t ahsri australian health services research institute UNIVERSITY OF 22 AROC WOLLONGONG OC australasian rehabilitatior outcomes centre A RO C DATA MYDETAILS MYFACILITIES REPORTING HELP Anywhere Hospital 26994373 Anywhere Kiwi Hospital 269943 73 K Figure 6 My Facilities Screen 4 A R O DATA MY DETAILS MY FACILITY REPORTING HELP USER MANUAL LODGE SUPPORT TICKET Figure 7 Help menu Lodging a support ticket From all systems within AOS users can send AROC a message asking for support by clicking HELP LODGE SUPPORT TICKET After selecting this option a pop up screen titled Lodge a support ticket will appear Figure 8 NOTE if the support ticket window does not appear check that pop ups are enabled in your browser Some items may pre fill based on the account you are logged in as Please fill out all the other items where you can before submitting otherwise we may not be able to get back to you e Summary This is a summary of your issue think of it like a subject line in an email e Description This is the overall description of the issue you are having e Attach file If you have a file that is relevant to the issue attach it here Files that may be useful are screenshots of your issue or a data file that is causing the issue e Component s Thi
17. s is where you will select what area of AOS you are having an issue with e Organisation This is where you will select what facility or area you are representing with respect to this issue e Name Your name e Email Your email address AOS User Manual V5 0 September 2014 oman i ahsri australian health services research institute WOLLONGONG australasian rehabilitatior outcomes centre UNIVERSITY OF AROC Lodge a support ticket Please provide your feedback below detailing what your issue is and attaching any relevant files for example a screenshot Please provide your organisation details facility area or payer your name and your email address so that we can get back to you regarding this issue Without these details we will not be able get back to you Summary Description Attach file Choose Files No file chosen ok Com pon entis Start typing to get a list of possible matches or press down to select Organisation Facility Organisation Submit Close Figure 8 Lodge a support ticket Logging out of AOS Clicking on the Logout button in red at the top right corner of the screen will log users out of their AOS session and re direct them to the AROC homepage AOS User Manual V5 0 September 2014 aw ate t ahsri australian health services research institute WOLLONGONG australasian rehabilitatior outcomes centre UNIVERSITY OF AROC Extracting dat
18. t aroc uow edu au and provide the following details e your name e facility role e facility name e email address e your telephone number at this facility If you work at more than one facility please clearly state each facility along with your role and telephone number at each A unique AROC username and password will be provided to you by email Your username and password will be case sensitive so it is best to copy and paste from the email sent to you by AROC to your internet browser When you first log in to AOS you will be prompted to change your password Draft AOS User Manual V4 5 June 2014 ww oF hsri UNIVERSITY OF EEF AROC australian health services WOLLONGONG BA australasian rehabilitatior research institute k outcomes centre AROC Homepage Obtain AOS login Obtain FIM ID Log in using AOS Username and Password Log in with FIM ID AOS Homepage k asi adia o E Generate Data Entry Data Download aiani TER Lodge Upload AROC reports Re My Exam mae support Online Store ee ticket AN SNAP HCP i extract data entry ACHS clinical Other Manage Keys Reports only indicator reports Figure 1 AOS flow chart Draft AOS User Manual V4 5 May 2014 UNIVERSITY OF a2 AROC WOLLONGONG OC australasian rehabilitatior outcomes centre oe ahsri australian health services research institute Logging into AOS 1 Log into AOS from the AROC homepage http ahsri uow edu au aroc
19. voicing queries please email fim uow edu au AOS User Manual V5 0 September 2014 Bo o ahsri australian health services research institute UNIVERSITY OF AROC WOLLONGONG australasian rehabilitatior outcomes centre Welcome to AROC Online Services AOS Login FIM Login Username FIM ID pig Log In to FIM Log In to AOS Go to the AROC Home page Figure 3 AOS Login screen If you do not have an AOS username of FIM ID For any general AROC questions or access requests to AOS please email aroc uow edu au For information related to FIM workshop organisation clinical queries or invoicing queries please email fim uow edu au AOS User Manual V5 0 September 2014 e UNIVERSITY OF EFF AROC WOLLONGONG OC australasian rehabilitatior outcomes centre ate i t ahsri australian health services research institute The AOS homepage After logging in the AOS homepage Figure 4 will open The AOS home page provides the latest news about AOS and AROC and a list of available functions If access to additional functions is required please email AROC at aroc uow edu au Depending on the user s level of access the functions available may include e My Details e My Facility e Data Entry e Data Upload e Data Extract e Data Audit e Reporting e FIM Online Store e FIM My Exam Keys e FIM Manage Keys e Help Returning to the AOS home page Clicking on the AROC logo on the top left corner of t
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