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SNAPshot Version 3.8 User Manual - (AHSRI) @ UOW

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1. AdultHoNOS AdultLSP AdultMHI ChildMH 01 01 2000 2 01 01 2000 Perry 3 01 01 2000 1 1003 Page 4 0120172000 1004 Birchall 5 01 01 2000 1 6 7 8 9 Lockwood 1005 McCabe 01201 2000 11006 Ford i Armitage 0170172000 1 01 01 2000 1 Glover 0101 2000 Aspinall 10 01 01 2000 1 Hampson 7 01 01 2000 1 Berg 12 01 01 2000 1 Cox 13 01701 2000 Taylor 14 Manual38 doc Micro fe SNAPshot3 80a CD Two data sets are included in the SetList called WardTeam and Members The process for defining WardTeam records and the Staff Members that WardTeams comprise is as follows 1 Select the WardTeam set and create new WardTeam record s using the Add button Select a WardTeam record The latest WardTeam record selected will be used when adding new members to the team 3 Click on the Members set 4 Select a staff member and press the Add button to add the staff member to the selected WardTeam 5 Repeat step 3 above for all staff members that belong to the WardTeam 6 Go to step 2 above to select the next WardTeam SNAPshot 3 8 User Manual Page 22 The Members record MBN Pat 20000145 Clarke Libby 20001278 Belmont Rosemary Chappell Chris Jensen Kate Aitchison Jane f i e rou d 0770872007 H
2. Coll ProvUnit text Col2 MRN text Col13 DOB text Col4 Facility text Col5 CaseType text Col6 EpisType text Col7 CareDate text Col8 Item text Col9 Num text Col10 Cost text Equip txt ColNameHeader Fals Format CSVDelimited MaxScanRows 0 CharacterSet OEM Coll ProvUnit text Col2 MRN text Col3 DOB text Col4 Facility text Col5 CaseType text Col6 EpisType text SNAPshot 3 8 width widt widt widt widt widt widt widt widt widt widt d vd vd vd vd vd vd vd d width width width width widt widt widt widt widt widt 5 HOD vd vd vd width width width width width width width width width width width width width width width width 30 3 30 6 30 12 30 Date 30 4 30 1 30 1 30 Date 50 12 30 Short 30 Double 30 6 30 12 30 Date 30 4 30 1 30 1 30 Date 50 12 30 Short 30 Double 30 6 30 2 30 Date 30 4 30 1 30 1 30 Date 50 12 30 Short 30 Double 30 6 30 12 30 Date 30 4 30 1 30 1 User Manual Page 39 Col7 CareDate text Col8 Item text Col9 Cost text OOS txt ColNameHeader Fals Format CSVDelimited MaxScanRows 0 CharacterSet OEM Coll ProvUnit text Col2 MRN text Co1l3 DOB text Col4 Facility text Col5 CaseType text Col6 EpisType text Col7 Staff text Col8 CareDate text Col9 Shift text Col10 Mins text Col11 IV1 text Col12 IV2 text Col13 IV3
3. 20007462 Daems Jang 15 04 3 Classes by episode Facility 20007612 Guer Ee 113 01 3 Classes by phase wm 5 Discharge summary 6 Pall care patients by date GO IET JET Sp ened 7 Non pall care patients by date From Sepn Date r S 8 Pall care reason for phase end a feria 9 Open phase 5 pall care To Sepn Date Fi boriginal Origin 10 90 day review s 11 FIM tm motor change CaseType 12 BPM Reconcile A gt 13 Current patient list Epis Type ee 14 Completed episode reason Hospi ETE 15 MH Number of Episodes Clients Cate Model Provider No 16 HoNOS Change wm d StaffName StafflD 17 HoNOSCA Change DE EE Daly mm 18 LSP Change Ward Team Data Coll ID Lockwood 2 O1 01 2 18 Database Summary Staff Listing S e Peny 7 D 54 10 Mast Common SNAP Classes Constan Agency Page 4 01 01 21 122 ACAP MDS V2 Report 1 Case M es Birchall 5 01 01 2 23 ACAP MDS V2 Report 2 EE McCabe 6 01 0142 24 ACAP MDS V2 Report 3 rag 5 d 5 2 2 Sipan Aoa lna 100 Report I Patient page throw Generate Report mitage Glover 9 Out EE Aspinall 10 0170172000 1 ke 4 Address 16 Main St Hampson 11 01 01 2001 SS TT Address Berg 12 01 01 2000 1 EZ Suburb Westville Cox 13 01 01 2000 1 T 1013 Taylor 14 01 01 2000 1 BEE SEH __ Postcode 2611 J104 Lyons 15 01 01 2000 1 1015 Lincom 16 01 01 2000 1 7 _ Local Government Area 1234 4 E Phone 222661234 untitled To display th
4. pio eee Extensive assistance E gt Equip Symptom score AdminStatus HACCMDS ACAT AGSIM ACATMDS2 PatClARR EpiCl4RR DVAAss MDS Daly 01 01 2000 DVAReviMD Lockwood 01 01 2000 SC Pery 01701 2000 Faclty Page 01 01 2000 Epi90Day Birchall 01701 2000 UserTable McCabe 01 01 2000 ImpDetail Ford 0170172000 Import Armitage 01 01 2000 UserDef Glover 01 01 2000 Migrate Aspinall 01 01 2000 Hampson 01 01 2000 Berg 01 01 2000 Cox 01 01 2000 Taylor 01 01 2000 2 AN Snap 2 Palliative care records can only be added for Episodes with CaseType 1 A list of all of the existing PallCare records for the currently selected episode appear in MultiList and you can view or edit the details in EditView by selecting the required record SNAPshot 3 8 User Manual Page 17 The Staff Data Set SNAPshot 3 80a Main Provider Unit PU1001 Facility X245 Bi rie edit 8 x Patient Episode Ge ee Le 01 01 1999 31 12 2008 Clinical Rehab GEM AROCDatase PallCare FCO Maint RUG MH p 20000145 Clarke Libby 06 01 1934 20000326 Kennedy Martha 05 11 1916 20001278 Belmont Rosemary 09 05 1904 20001777 Ingham Jane 22 07 1938 20001784 Chappell Chris
5. 31 12 2008 20000826 Kennedy Martha 05 11 1916 Rehab GEM 20001278 Belmont Rosemary 09 05 1904 AROCDatase 20001777 Ingham Jane 22 07 20001784 Chappell Chris A0 G T 20002695 Jensen Kate 30 04 20004229 _ Aitchison Jane 02 03 Report DB Jo SnapShot RepDB mdb Compact 20004833 Kellett Joan 11703 e 20005249 McCabe Deier 16 07 Extact Folder c SnapEsxtract 20005605 Rossitor Deidre 25 01 S EE 20005629 Shepard Geraldine 31 10 Ge a Selection critena 4 20006439 Nugent N 29 12 eport a mz 20006489 knes K 03 06 E PT EHA PERR S get peas Geo 20007462 Dwere Jare 15 04 26 Cost Weight Report Facility 20007612 Gumeu Elsie 13 01 27 Missing AROC Fields Report MRN po Episode HCH Jeerpacts m Beate UEL et E 51 VAP Data Extract p Joroi 2007 1 1 52 ACAT AGS MDS Extract Toos Dae r 53 ACAT MDS 2 Extract K boriginal Origin 54 FIM Listing Extract K 55 AN SNAP HCP Summary Extract CaseType 56 HIE Extract p hkl TA AROC Inpatient Extract Epis Type os SC 8 HACC MDS Extract os Hospital a ene ee BP SC Estos Care Mauer Provider No at StafiName Stati S HACC REPORTS Boss Mese DEKAN gt 1000 aly 1 017017 71 HACC Main interven O0S mins Wait ean Data Coll mi SC fiom Lockwood 2 mum a 72 HACC Age group sex min
6. A new item called Country of residence has been added to the patient screen The item Indigenous status has been amended to include a separate codeset for New Zealand facilities Episode Screen Two new items called Support provided prior to admission and Support provided at episode end have been added to the episode screen The item interruption days has been re named to suspension interruption days The item type of usual accommodation prior to admission has been amended to include a separate codeset for New Zealand facilities The item accommodation post discharge has been amended to include a separate codeset for New Zealand facilities The item Funding source for hospital patient has been amended to include a separate codeset for New Zealand facilities The Episode type item has been amended to allow overnight admitted patients in designated and non designated sub non acute units to be separately identified The items Usual living arrangements episode beginning and Usual living arrangements episode end have been moved to the Episode screen Rehab GEM Screen A new function has been added that allows non palliative care episodes to be reviewed and new clinical scores to be recorded without ending the episode To do this enter relevant end clinical scores for the current review period and click on the add button The end clinical scores of the
7. Advocacy with other agency Bereavement support Bereavement counselling Allied health therapy Assessment allied health 1 discipline Assessment allied health 2 or more disciplines Assessment medical only Assessment nursing only Assessment multidisciplinary CasePlanning CaseConference and Coordination Case Management Centre based day care Counselling and support Diagnostic imaging Domestic assistance Group contact Home maintenance Home modification Information support for family carers Legal reporthearing zz Meals Medical treatment Medication dispensing administration or supervision Medication prescription Monitoring and surveillance Clients Seen SWONWNWNOAEWWONWUN ODEO EN EN Minutes 45 151 176 171 130 139 211 220 96 76 192 129 98 186 152 78 93 84 116 DW 214 102 161 This report shows the number of OOS and total minutes by main intervention code This report will only include occasions of service that have had a yes to include in HACC MDS Extract entered in the Episode screen SNAPshot 3 8 User Manual Page 92 72 HACC Age Group Sex Minutes Report e aofm d HACC Minutes by Age Group by Sex Age Group Sex Minutes 36 64 Female 676 65 79 Female 1 148 80 Female 2 023 Total 3 847 This report shows number of minutes by sex by age group for the following age group ranges 0 14 15 36 36 64 65 79 80 This report will onl
8. Pysch Spiritual Family carer scores within PallCare dataset 309 Field error RUG Admission Ensure that the RUG scores have been entered in the Total Maint RUG screen 310 Field error Impairment Integer Ensure that the Impairment Code has been entered in the Rehab GEM screen 311 Field error FIM Admission Ensure that the FIM motor scores have been entered in Motor Score the Rehab GEM screen 312 Field error FIM Admission Ensure that the FIM cognition scores have been entered Cognition Score in the Rehab GEM screen 313 Field error HONOS Total Ensure that the AdultHoNOS data items have been entered for adult mental health episodes 314 Field error HoNOS Ensure that the AdultHoNOS data items have been Overactive Score entered for adult mental health episodes 315 Field error HoNOS ADL Ensure that the AdultHoNOS data items have been Score entered for adult mental health episodes 316 Field error Maintenance Type Ensure that the Maintenance Type has been entered in the Maint RUG screen 317 Field error Focus of Care Ensure that the MH data items have been entered for mental health episodes 318 Field error Sole Practitioner Ensure that the data item Sole Practitioner in the Episode Screen has been completed 319 Field error MH Service Ensure that the Mental Health Service data item in the Episode screen has been completed for mental health episodes 320 Field error Diagnosis 1 Enter primary diagnosis diagnosis 1 in Clinical screen for me
9. There are two operations which the Administrator should perform regularly Backup and Compact Database transactions cause wasted space to build up within the database Before you take your regular backup Compact the database to reduce its size and make access more efficient The Delete Queries Button You should not normally need to use this option but if your database is damaged it is probably a good idea to press this button after you have used the Repair option It will remove all of the stored query definitions which will be recreated when you open the Main screen The Backup Database Button This option will compress the current database as it copies it to the file that you nominate You should not rely on backup files stored on the same system as the Snap database but rather backup to removable storage such as Tape Zip Jaz LS120 or floppy drives or to the network storage If you store your backup file on the same drive as the current database and there is a disk crash you could lose both the database and backup If you are backing up to floppy drive 1 44MB you may need to click on the Multi Volume check box because more than one floppy may be required Selecting Multi Volume will cause a spanned volume to be created if one floppy is not enough The Restore Database Button Use the Restore button to restore a file previously created using the Backup options described above You can select the target folder to be the same a
10. e A new item called Time since onset replaces the previous item Date of onset of impairment e The codeset for the employment status item has been amended e A new item called Was impairment the result of trauma has been added to the AROC Dataset screen e The ASIA impairment scale has been moved to the clinical screen e The list of health funds other payers has been updated e A new item called Number of occurrences treatment suspensions has been added to the AROC Dataset screen e The item Reason for program interruption has been re named to Was suspension unplanned e The list of comorbidities has been updated Pall Care Screen e Anew clinical tool called Symptom Assessment Scale has been added to the Palliative Care screen e The capacity to record the Karnovsky Rating Scale and the Palliative Care Severity Scale scores has been added Palliative Care Outcomes Collaboration PCOC Screen e t is compulsory to create an PCOC dataset record before ending overnight episode type 1 palliative care case type 1 episodes This is done by clicking on add and save in the PCOC Dataset screen e Anew screen called PCOC has been added to allow the capture of the following PCOC dataset items not included in other screens Referral date Source of referral Date of first assessment Proposed model of care episode start Reason for consultative service
11. end the episode and record the mode of episode end as 90 day review Open a new episode and record the Reason for Episode Start as 90 Day Review New episode start data will then need to be entered The episode will then be assigned to the previous class or to a new one if their condition has changed The pattern of episodes for Ongoing cases is reported in the Classes by Episode Report For rehabilitation GEM psychogeriatric and maintenance episodes a patient can be reviewed and have an AN SNAP class assigned without ending the episode To do this select the relevant clinical screen rehab GEM MH or Maint RUG click on the add button and enter a review date for the patient Relevant clinical data such as FIM scores can then be entered against the currently selected episode The 90 Day Review Report lists all open episodes which started before or on the From date The To date must not be specified The purpose of the 90 Day Review Report is to provide the facility with a list of all open episodes of more than 90 days If the From date is empty when the report is selected the date will be calculated by SnapRep using the current date If a date is present however it will not be overwritten so you may need to clear the From date before clicking on the 90 Day Review Report SNAPshot 3 8 User Manual Page 66 11 The FIM Motor Change Report Report WE 2 ho 7 FIM Motor Change C
12. 00 Barker Melinda 20009264 01 01 00 Yabsley Camille 20001115 23 12 99 Ash Lorna 20008588 01 01 00 Townsend Josie 20009374 01 01 00 Birchall Melinda 20002702 01 01 00 Osmond Melinda 20008875 01 01 00 Foster Rosemary 20004688 01 01 00 Agnew Verona 20006139 01 01 00 Sargent Rosalind 20001185 14 12 99 Beasley Martha 20001659 29 12 99 Sanders Veronica 20002625 01 01 00 Eggleton Barbara 20005760 01 01 00 Chivers Sandra 20001926 01 01 00 Whelan Jackie 20003261 01 01 00 Shipton Josie 20002303 01 01 00 Lake Vera 20008526 01 01 00 Becker Irene 20002483 01 01 00 Beggs Melinda 20006641 01 01 00 Parr Martha 20003169 01 01 00 Jago Jackie fe as ee es gg a Sk oe ck ce ck gg ice oe This report shows the change in the HoNOS begin and end scores by episode SNAPshot 3 8 User Manual Page 72 17 HONOSCA Change Report Ieeeke 2 Change in HONOSCA Score by Episode MRN Episode Begin Patient Name 20008703 01 01 00 Barker Melinda 20009264 01 01 00 Yabsley Camille 20001115 23 12 99 Ash Lorna 20008588 01 01 00 Townsend Josie 20009374 01 01 00 Birchall Melinda 20002702 01 01 00 Osmond Melinda 20008875 01 01 00 Foster Rosemary 20004688 01 01 00 Agnew Verona 20006139 01 01 00 Sargent Rosalind 20001185 14 12 99 Beasley Martha 20001659 29 12 99 Sanders Veronica 20002625 01 01 00 Eggleton Barbara 20005760 01 01 00 Chivers Sandra 20001926 01 01 00 Whelan Jackie 20003261 01 01 00 Shipton Josie 20002303 01 01 00 Lake Vera 20008526 01 01 00 Becker Irene
13. 10 00 10 00 10 00 10 00 10 00 10 00 5 00 5 00 Client no longer needs assistance from agency Client moved to residential institutional or supported acc Clients needs increased other service provider required Services terminated due to budget staffing constraints Services terminated due to Occ Health amp Safety OHS rea Client moved out of area Client died Client terminated service Other Not stated inadequately described Total Sse AHA HAHAHAHA r W N This report shows number of client episodes and percentage by main reason for cessation of service SNAPshot 3 8 User Manual Page 101 81 HACC Client CarerResid AgeGroup Report eap a HACC Clients by Carer Residency Status by Age Group Clients Carer Status Age Group Number Percent 1 Co resident carer 36 64 1 5 00 65 79 4 20 00 80 6 30 00 2 Non resident carer 36 64 2 10 00 65 79 2 10 00 80 3 15 00 9 Not stated inadequately described 80 2 10 00 Total 20 This report shows number of client episodes and percentage by age group by care status SNAPshot 3 8 User Manual Page 102 82 HACC Client Accom Setting Report 64 9fo a Number of Clients by Accommodation Setting Clients Accommodation Setting Number Percent 47 37 5 26 5 26 Private residence owned purchasing 9 Private residence private rental 1 Private residence public rental 1 Private residence mobile home 1 5 26 Independent living unit
14. 14 0701720001 Lyons 15 070172000 7 Lincon 16 01 01 2000 i RE XB om ER De DistributionInfo A Cy Manual33 doc Mi For the StaffOOS data set the date and shift fields play a more important role since they restrict the list of time records in MultiList to only those with the selected date time Update transactions work in the same way as for EpiOOS If you change the date shift fields the data set will disappear for the EditView When you have completed the changes simply reselect the required data set in SetList and the EditView will reappear SNAPshot 3 8 User Manual Page 20 The GenTime data set SNAPshot 3 80a Main Provider Unit PU1001 Facilit BB rie edit Patient GenTime 0 Episode staffid StaffName CareDate Jore GenActiv Name Mins 20000145 Clarke Libby 06 01 1934 Clinical 20000326 Kennedy Martha 05 11 1916 Rehab GEM 20001278 _ BelmontRosemary 09 05 1904 E Sie 20001777 __ Ingham Jane 22 07 1938 PEOC Save Can Add Del Group Reset 07 08 2007 f1 20001784 Chappell Chis 14 10 1930 Maint RUG 20002695 Jensen Kate 30 04 1918 MH 0004229 Aitchison Jane 02 09 1940 AdultHoNOS 20004833 _ KellettJoan 11 03 1927 AdultLSP 16 01 1917 AdultMHI 05605 Rossitor Deidre 25 01 1902 ChildMH 0005629 Shepard Geraldine 31 10 1912 SnapClass 20006439 Nugent Nora 29 12 1912 PrivRehab 20006469 Knowles Kay 03 06 1928 20007462 OwensJane 15 04 1903 20007612 Gumey Elsie 13 01 19
15. 20008875 01 01 00 20009264 01 01 00 20009374 As with the previous report this report will allow you to print out a list of all patients in care on a specified date s It is designed for local clinical management purposes SNAPshot 3 8 User Manual Page 63 8 The Palliative Care Reason for Phase End Summary Report Palliative Care Reason for Phase End Summary Reason for phase end Number Percent No phase end reason recorded 1 597 99 56 Phase change 7 0 44 1 604 This report provides summary data on the reasons for the end of each palliative care phase It shows the number and percentage for each reason SNAPshot 3 8 User Manual Page 64 9 The Open Phase 5 Palliative Care Report ege d Open Phase 5 Palliative Care Total Phase 5 No End Date MRN Phase Start Date 10801 31 08 98 12203 30 05 99 12439 16 01 99 12443 28 09 98 12582 26 02 99 12906 11 12 98 13677 26 03 99 13678 07 10 98 13734 16 03 99 14058 12 01 99 14492 12 02 99 14522 09 07 98 14683 02 06 99 14905 09 12 98 15349 22 03 99 16370 31 03 99 16405 04 08 98 15446 14 10 98 15529 22 08 98 15579 30 08 98 15601 10 07 98 15667 06 08 98 15668 25 07 98 15701 16 08 98 15746 18 01 99 15748 19 09 98 15750 23 1 2 98 16788 1110 98 15793 26 12 98 16931 05 05 99 15966 17 01 99 16000 22 11 98 16057 02 04 99 16104 05 02 99 16160 06 04 99 04 06 99 This report lists all bereavement cases for which no end date has been recorded It is designed f
16. Curent DB CAs napShot SnapT est mdb Target Source Copy Repair Compact Database Backup Restore Database Repair Database Backup Database Restore Database Copy No Names Compact Database T Multi Volume Delete and recreate Queries Exit The Copy Database Button You can use this button to make a copy of the current database as displayed in the top panel You may wish to do this simply to make a backup of the database on for example the network server disk but the Backup Database option is normally more efficient since it will compress the database before copying to the target drive The most important use for this option is creating a new empty Snap database To do this you should use File Select Database to choose the SnapOrig mdb file and then use Copy Database to copy it to say Snap mdb Note that you will not be able to open the Main screen with SnapOrig mdb as the selected database since it is provided as a template to create new empty Snap database files The Copy No Names Button Use this option to copy the current database to a new database with patient names removed If you use either of the Copy buttons Snap will Compact the target database The Repair Database Button If the database becomes damaged you may be able to recover it by pressing this button See also the Delete Queries button The Compact Database Button SNAPshot 3 8 User Manual Page 29
17. EE 85 55 AN SNAP HCP Summary Extract WEE 86 OHIE ee EE 87 67 AROC A LEE 89 58 HACC MDS Extract RE 90 71 HACC Main Interven OOS Mins Report ceecceeeeeeeeeeeeeeeeeeeeeeeeeeeeeseseeeeeesiaaeeees 92 72 HACC Age Group Sex Minutes Heport AEN 93 73 HACC Client Country of Birth RepOM in eieiei Egeter CHA Gocseeneineast Sa 94 74 HACC Client IndigStat Main Intervention Heport 95 75 HACC Client Benefit Status Report Aen 96 76 HACC Staff OOS Main Intervention Report cccceceeeeeeeeeeeeeeeeeereeeeeeeeeeeeeeneeeees 97 77 HACC Staff OOS Minutes Heport EEN 98 78 HACC Staff Client OOS Main Intervention Heport 99 79 HACC Client Referral Source Report ANEN 100 80 HACC Client Cessation Reason Report ceeecceeeeeeceeeeceeeneeeeeeeeeeeeeeeeeeeeeeeneeees 101 81 HACC Client CarerResid AgeGroup Report ccccccceeeeeeeteeeeeeeeeeeeeeeeeeeeeeeneeeees 102 82 HACC Client Accom Setting Report Aen 103 83 HACC Number of Episodes Clients Report ccccccceeeeseseeeeeeeeeeeeeeeeeeeeeeeeneeees 104 84 HACC Agency Staft OOS Maind Int ws cetccsacsetiacessataneneedstnchweesdensenertdieaiees lacbeeetneees 105 Troubleshooting sssrinin canes ule Nieg colon oa Satenesie Facey duacednaced saens AEEA eheenskeneexsoauacunbaseneaaeeie uals 106 DEIRE Iin EE 108 Introduction This manual describes the main features of SNAPshot 3 8 SNAPshot is generally referred to simply as Snap within this manual INSTALLA
18. Episode data set and edit the relevant record s SNAPshot 3 8 User Manual Page 27 Administrator Functions A Snap database must be managed by an Administrator and there are certain functions which can only be accessed by the Administrator STARTING SNAP Normally when Snap is started the Main processing screen appears which is convenient for most users The facilities which are provided by the startup empty screen such as selecting a different Snap database can usually be accessed simply by closing the Main screen and selecting the appropriate menu item However if the database becomes damaged it is possible that Snap will try to open the database to display the Main screen but a system failure may occur which will prevent access to the startup screen If you start the system by holding down the Shift key whilst clicking on the Snap icon the Main screen will not be opened Note that the Snap startup screen might not be displayed but there will be a button on the task bar at the bottom of the screen which you can click or you can use Alt Tab to switch to Snap Warning if you start Snap from the Windows Explorer rather than from the icon you cannot hold down the Shift key and double click with the mouse Instead click once on Snap exe and then hold down the Shift key and press the Enter key ADMINISTRATOR OPTIONS DIALOG You can logon off as the Administrator on the Main screen if you know the password but for some opera
19. GenLUT GenTime Imag ImpDet MHIS Migrate Path Patient Phase ProvUnit PrvRehab Rehab Staff StafTime SysTab UserDef Section 1 shows number of episodes episodes with no end date and ungroupable episodes by case type Section 2 shows number of phases phases with no end date and ungroupable phases for palliative care records Section 3 shows record counts for all record types Section 4 shows MRNs for Episodes gt 90 Days or No End Date Section 5 shows MRNs for Patients without Episodes Section 6 shows MRNs for Episodes without occasions of service for Episode Types 2 LOS gt 1 3 and 4 Section 7 shows DOBs MRNs for patients with the same date of birth Section 8 shows MRNs DOBs for patients with the same MRN but different DOB Section 9 shows Ungroupable records SNAPshot 3 8 User Manual Page 75 20 Staff Listing Ce Di a amp F por gw de gt gt a a _ i Staff Listing Selection Criteria StaffName cc Desig HaccAgency Daly RN 12345 Lockwood RN 12346 Perry RN 12345 Page RN 12345 Birchall RN 12345 McCabe RN 12346 Ford RN 12346 Armitage RN 12345 Glover RN 12346 Aspinall RN 12345 Hampson RN 12345 Berg RN 12345 Cox RN 12345 Taylor RN 12345 Lyons RN 12345 Lincoln RN 12345 Lindsay RN 12345 Parr RN 12345 Barrett RN 12345 Shipton RN 12345 Astar Seil amp tes Bilsvarshot 3 EEA m ranss Mir pmicrosoft Ph This report shows the details
20. KellettJoan di Mc abe Helen AdultMHI Rossitor Deidre ChildMH D Day T 10170172000 1001 Lockwood _ 2 01 01 2000 1 01 01 2000 1 1902 Pem pios fe 01201 2000 0170172000 01 01 2000 01 01 2000 01 01 2000 SS A 01 01 2000 011 Be 01 01 2000 Cox 01 01 2000 013 Ta lor SNAPshot 3 8 User Manual Page 23 The System Data Set SNAPshot 3 80a Main Provider Unit PU1001 Facility X245 BB rie edit Patient Episode oe 20000145 Clarke Libby 06 01 1934 Clinical I TEES 31 12 2008 20000326 Kennedy Matha 05 11 1916 Rehab GEM 20001278 Belmont Rosemary 09 05 1904 AROCDatase 20001777 inohamdane 2270771938 ler 20001784 Chappel Chis 1471071930 Iwscnus Saye Can Add Del Group Reset 0770872007 f1 20002695 Jensen Kate 20099 lw Jann Atchisonane 02 09 1940 amer 20004833 Kellett Joan 11 03 1927 20005249 McCabeHelen 16 01 1917 gt 20005605 Rossiter Deidre 25 01 1902 20005629 _ Shepard Geraldine 31 10 1912 20006439 Nugent Nora 29 12 1912 20006489 KnowlesKay 03 06 1928 Owens Jane 15 04 1909 20007612 Burer Elsie 13 0 1926 20008519 Bed Lane 10 09 1903 20008200 OwensJackie 24 01 1925 20008313 VickersJosie 15 10 1902 200039469 Kane Kate 19 10 1903 20009812 Aimstrona Gilian 07 05 1940 System Value A 80 Data colle
21. Kennedy Martha 05 11 1916 Rehab GEM 20001278 Belmont Rosemary 09 05 1904 AROCDatase 20001777 Ingham Jane 22 07 20001784 Chappell Chris 14 1 GEET OO 20002695 Jensen Kate 30 04 20004229 Aitchison Jane 02 09 Report DB jc SnapShot RepDB mdb Compact 20004833 _ KellettJoan 11 03 20005249 McCabe Helen pl Extract Folder c SnapExtract 20005605 RossitorDeidre 22401 01 01 1999 31 12 2008 20005629 Shepard Geraldine 31 10 Reports e 20006439 Nugent Nora 29 12 23 ACAP MDS V2 Report 2 a Potter Class 20006489 _ Knowles Kay 24 ACAP MDS V2 Report 3 20007462 0 Sr 25 Suspect Age not 14 100 Report Foca Ka E 26 Cost Weight Report y 20007612 Gumev Elsie 13 01 27 Missing AROC Fields Report MBN p 2 _ Episode fi Fr n Ter ET Fa Tenan 51 VRP Data Extract From Sepn Date FiGn aterBesDate p oror2o07 1 1 52 ACAT AGS MDS Extract To Sepn Dater TF Inolude 53 ACAT Mos 2 Extract H aia boriginal Origin NAI CaseType 56 HIE Extract Ta RE Zz 57 AROC Inpatient Extract Epis Type coreg HAI it TEETE E Ge Send Care Modet Provider No Staff _ StaffName Jemp HACC REPORTS Postcode Re
22. Location of consultative service Mode of consultative service PCOC diagnosis Place of death Main language spoken at home ee ge die ie affer Web er SNAP Class Screen e The SNAP grouping functions have been upgraded to allow episodes to be grouped to either AN SNAP Version 1 or AN SNAP Version 2 Refer to Section titled The SNAPshot Grouper on Page 44 for details of this set of changes Reports Extracts e The default destination for SNAP extracts has been changed to c SnapExtract e A new report called Missing AROC Fields Report report 27 has been created that lists any AROC dataset items that have not been entered for episodes with an end date in the last 12 months e Anew extract called PCOC Extract 59 has been added SNAPshot 3 8 User Manual Page 4 The Startup Screen When Snap starts it displays an empty screen It will then look for a database and if it finds one will display the main input screen see The Main Screen below Sometimes you will need to return to the Startup screen to perform certain utility functions or to select a different database Unlike previous versions of Snap version 3 2 and later allows you to have any number of Snap databases located on your computer or on other server computers SELECTING A DATABASE If the Main screen is open close it by clicking on the lower of the two X buttons in the top right hand corner of the screen Don t choose the t
23. SNAPshot 3 8 User Manual Page 7 PASSWORDS Microsoft Access Passwords If the database administrator has specified a password for the Snap Access database then the user will be prompted to enter this password prior to being prompted for the Facility password If a password has not been specified for the Snap Access database then the prompt will not appear Very Important the Access password must be assigned using Access Snap will simply ask for it to enable it to open the Snap database If you forget an Access password you will not be able to open the database Access passwords are maintained using Access not Snap Logging on Using a Facility Password Most users will logon to Snap using one or more Facility passwords Before this can occur the Administrator must define one or more Facility records and specify passwords for them When you start Snap the Main screen will appear and the list of Facilities will appear in MultiList with the Facility used in the previous session selected If this is the Facility that you wish to process press F7 and enter the password The remaining data sets will then appear and you can enter transactions Note that the cursor must be in the EditView when you press F7 If you wish to process data for a different Facility it is not necessary to logoff simply select the Facility data set select the required Facility and then press F7 to enter the password Within a session you only need to enter the pas
24. Sepn date and Q is the quarter of the reporting period This report will only include occasions of service that have had a yes to include in HACC MDS Extract entered in the Episode screen and where the occasion of service has been provided by a staff member whose SNAPshot record contains a valid designation and HACC agency code The file is written to the folder which contains the RepDB mdb file typically the folder c Snapshot however you can specify another folder which can even be on a computer other than the one SNAPshot is installed on SNAPshot 3 8 User Manual Page 90 59 PCOC Extract This extract produces three fixed format ASCII files that comprise the Version 2 PCOC dataset to be submitted to PCOC To create the PCOC Extract press Shift F8 whilst positioned on any of the data lists in SNAPshot Select Extract 59 PCOC Extract from the list of extracts enter your Facility Code and then press Generate Report This will generate a message that reads Data for XX episodes for PCOCExt written into C SnapExtract FacilityNamePhaseDDMMYYYY txt However please note that three files will be generated as follows e FacilityNamePatientDDMMYYYY txt e FacilityNameEpisodeDDMMYYYY txt e FacilityNamePhaseDDMMYYYY txt FacilityName is the name as entered in the Facility screen and DDMMYYYY is today s date the day the extract is created Do not change the name of the file created by SNAPshot
25. Transport McCahe Allied health therapy McCabe Assessment allied health 1 discipline McCabe Assessment allied health 2 or more disciplines McCabe Assessment medical only McCabe Bereavement support McCabe Case Management McCabe Diagnostic imaging McCabe Domestic assistance McCabe Home maintenance McCahe Medication dispensing administration or supervision McCabe Monitoring and surveillance McCabe Nursing technical intervention not elsewhere specifie McCabe Other food services McCabe Provision of linen McCabe Referral to other agency Ford Allied health therapy bb cb sea cb i cb vi vi vi KA bb bb eh sansa ase ch ch ch E i bb A The report shows the HACC interventions by HACC agency code It is possible to limit the report to a time period this would be useful if you wish to ensure that all occasions of service for a collection period had been entered The agency code is shown as blank for those OOS for episodes identified as HACC eligible but which don t have a corresponding HACC agency code in the staff record it is important to assign the appropriate agency code to ensure that these records will be included in the HACC extract SNAPshot 3 8 User Manual Page 105 Troubleshooting If on opening up the main screen and logging on you do not see any data you will need to re set which Facility and Provider unit SNAPshot should be focusing on To do this simply highlight Facility and then click on Re
26. Variable Patient Fields Variable patient fields are normally recorded in the Episode record but initially they can be recorded in the Patient record When you create the first Episode record the details will be copied from the Patient record Thereafter the details will be copied from episode to episode SNAPshot 3 8 User Manual Page 14 Processing Snap Episode Records SNAPshot 3 80a Main Provider Unit PU1001 Facility X245 Rok edit 3 __ Version SysBeg __ SysEnd__ Clarke Libby 06 01 1934 gt 3 80 01 01 1999 31 12 2008 Kennedy Martha 05 11 1916 Belmont Rosemary 09 05 1904 il 20001777 _ Ingham Jane 22 07 1938 Ss al SS es Se Kee H 20001784 Chappell Chris 14 10 1930 R Patient Details JensenKate a0 arisia VUE AitchisonJane 02 09 1240 AdultHoNOS Patient identifier 3 20004833 Kellett Joan 11 03 1927 AdultLSP Provider unit PU1001 20005249 McCabe Helen 16 01 1917 AdultMHI Medical record number 20000145 20005605 _ Rossitor Deidre 25 01 1902 ChildMH Date of Birth 06 01 1934 20005629 Shepard Geraldine 31710 1912 SnapClass Surname Clarke 200064
27. appear SELECTING THE VERSION OF AN SNAP Episodes or phases are grouped to the version of AN Snap selected in the AN Snap Version field in the Episode or Phase record If you are Bulk or Batch grouping as described below you will be prompted to select the required version For Bulk grouping the selected version will be set in all relevant records prior to grouping either for the currently selected Facility or for all records in the database Records migrated from Snap 2 3 that are ungroupable class returned is 999 will retain their old class code as described above and the AN Snap Version field will be set to 1 GROUPING INDIVIDUAL RECORDS You must select one of two data sets to group individual records e For palliative care episodes select the relevant phase record and press the Group button e For all other case types select the relevant episode record and then choose the SnapClass data set In either case all of the fields required for grouping will be displayed either as part of the data set or in the read only section under Grouping fields The Class and Status fields will be updated and the new values displayed on screen SNAPshot 3 8 User Manual Page 44 BULK GROUPING To select Bulk Grouping hold down the Shift key whilst you press the Group button There are two options for bulk grouping records in the current database e Group all episode phase records in the currently selected Facility You will need to
28. be displayed as 01 01 2000 Note that separator character such as slashes or spaces must be entered The current year will be assumed eg 1 1 will convert to 01 01 2000 SNAPshot 3 8 User Manual Page 9 Control Keys Key Action Arrows Move left right up or down Enter or Tab Save field changes if any and move to the next field to the right or down Shift Tab Save field changes if any and move to the previous field to the left or up Alt down arrow For coded fields open the drop down list Ctrl A Add a new record Ctrl S Save the current changes Esc If field in edit mode cancel field changes In record edit mode cancel record changes If you are positioned in the EditView but are not currently editing pressing the Esc key will move the cursor to the Date field and you can move forward to the Shift field by pressing the Tab key or back to the control buttons using Shift Tab Pressing the Tab key on the Shift field will move you to the EditView If you press the Esc key on the Date field you will jump to the SetList and you can move up and down the SetList without selecting a set by holding down the Shift key whilst you press the Up Down arrow keys Shift Up Down You can move up and down the SetList without selecting a set by holding down on SetList the Shift key whilst you press the Up Down arrow keys When you are positioned on the required set release the Shift key and the set wil
29. c Snapshot however you can specify another folder which can even be ona computer other than the one SNAPshot is installed on 56 HIE Extract SNAPshot 3 80a Main Provider U Edit Patient 20 MRN Patient System 1 MAN PatName DOB 4 J Episod version J rbeg 20000145 Clarke Libby 06 01 1934 sre a gt 3 80 01 01 1999 31 12 2008 ehal 20000326 Kennedy Martha 05 11 1916 20001278 Belmont Rosemary Aa AROCDatase 20001777 _ InghamJane 22707 20001784 ChappellChris A OME Ti 20002695 Jensen Kate 30 04 20004229 Aitchison Jane 02 09 Report DB c SnapShot RepDB mdb Compact 20004833 20005249 20005605 KellettJoan 11 03 McCabe Helen _ 16 01 Exttact Folder c SnapExtract Rossitor Deidre 25 01 gt Reports Selection criteria 20005629 Shepard Geraldine 31 10 PE R po 20006439 Nugent N 29 12 eport a si zz 20006489 Kronos Ka 03 06 24 ACAP MDS V2 Report 3 J SE Ge 20007462 OwensJane 15704 3 Suspect Age not 14 100 Report Facility 20007612 IGumevElsie am 11 Le weigh epon Report 9 P MRN _ Episode il ER EXTRACTS 4 EE Le EE CT ET EpisiD EndD4 51 VAP Data Extract From Sepn Date On after Be
30. can enter episodic data SNAPshot 3 8 User Manual Page 25 The Facility Data Set Clarke Libby 06 01 1934 Kennedy Martha 05 11 1916 Belmont Rosemary 09 05 1904 Ingham Jane 22 07 1938 Chappell Chris 14 10 1930 Jensen Kate 30 04 1918 Aitchison Jane 02 09 1940 KellettJoan 11 03 1927 McCabeHelen 16 01 1917 Rossitor Deidre 25 01 1902 Shepard Geraldine 31 10 1912 20006439 Nugent Nora 29 12 1912 20006489 Knowles Kay 03 06 1928 20007462 Owens Jane 15 04 1909 20007612 Gumey Elsie 13 01 1926 20008519 Reid Loma 10 09 1909 20009200 Owens Jackie 24 01 1925 20009313 VickersJosie 15 10 1902 20009489 Kane Kate 19 10 1903 20009812 Armstrona Gillan 07 05 1940 7 zl Faas Terie er Ee p 01701720001 Daly 7 01 01 2000 1 Lockwood 2 01 01 2000 1 Perry 3 01 01 2000 1 Page 4 01 01 2000 1 Birchall 5 01 01 2000 1 McCabe 6 01 01 2000 1 Ford H 01 01 2000 1 Armitage 8 01 01 2000 1 Glover 3 01 01 2000 1 Aspinall 10 01 01 2000 1 Hampson 11 01 01 2000 1 Berg 12 01 01 2000 1 Cox 13 01 01 2000 1 Taylor 14 01 01 2000 1 Patient Episode Clinical Rehab GEM AROCDatase PallCare PCOC Maint RUG MH AdultHoNO AdultLSP AdultMHI ChildMH SnapClass PrivRehab Staff WardT eam Members Epioos Staf
31. facility but which can also be used to refresh the data currently being displayed to reflect any changes made by other users When you are editing a data set the SetList will disappear and the message Edit will appear Normally you will create a new record by clicking on the Add button For some data sets however a blank EditView will appear but the Add button will be disabled since the data set is part of existing record For example to create a new Snap episode you must select EpiAdmin in SetList select the relevant patient in PatList and then press the Add button to create an empty EditView When you subsequently select data sets such as EpiClinical or Behaviour the Add button will be disabled For these data sets simply enter the required field values and press the Save button GENERAL EDITING CONTROLS To edit an existing record in EditView simply click on the relevant field and enter data If you are moving from field to field F2 can be used to put you into field edit mode If there are multiple columns you can use Tab or Shift Tab to move right and left or you can use the left and right arrow keys To move up and down use the up down arrow keys Before you can press the Save button to save changes you must complete field editing for the last field by moving off that field or by pressing the Enter key otherwise you will receive a prompt Date formats are flexible for example 01 Jan 2000 can be entered as 1 1 00 but it will
32. froox a T off gt ori om dh E Casemix Report Class Episode Type Class Description Number Average 1996 Study Diff nf Cases Ins LOS 206 O n Rehab Strk amp Brns Mot 47 62 1 3 00 26 95 23 95 999 All Ungroupable 1 nia Total 2 X 4 gt This report lists all AN SNAP classes for the selected criteria It shows the number of episodes in each class and the average length of stay for each class The length of stay for non overnight episodes i e the number of days that the person is seen is calculated by counting contact dates for the episode or phase as shown on the Dates Seen screen If no activity data are entered the length of stay is shown as 0 The Casemix Report also includes comparative data on length of stay from the 1996 National SNAP study It displays the average length of stay reported in the 1996 study It also shows the difference between the 1996 national results and your facility results Note that the Casemix report excludes episodes phases without an end date SNAPshot 3 8 User Manual Page 57 2 The Clinical Report ER F io gt a 1 of 1 Clinical Report Selection Criteria Patient ProvUnit PU1001 MRN 20000145 DOB 22 10 1901 IndStat 2 Sex 2 Age 99 SurName Clarke Given Name Libby Interpret 2 Episode Facility X245 From 08 02 01 To 15 03 01 LOS 35 CareModel 2 2 CaseType 3 EpisType 1 Assess v4 AssType 1 BegReason 2 EndReason 2 Leave IntDays Team 84 Consult ReversJ Ref
33. important step 3 Run the Setup program for the version 3 8 upgrade and select your existing program folder normally c snapshot Note that Setup will overwrite the existing SnapOrig mdb and SnapTest mdb files so if you wish to keep the older copies you should move them to another folder You will need to run Setup from the SnapShot folder on the CD this updates the SNAPshot program and once this has successfully completed run Setup from the SnapRep directory this updates the reports 4 When you click on the SNAPshot icon to start the system make sure that you hold down the Shift key before clicking this will take you to the empty startup screen without trying to open the database Note that Snap may only appear minimised as a button on the Taskbar click on it to maximise or use Alt Tab If you forget to hold down the Shift key you will receive an error message but you can then log on as Administrator with exclusive access 5 Use the Administrator Options Dialog to logon to your database file with the Administrator password and set database mode to exclusive Then select the File Open Main Screen menu option 6 SNAPshot will automatically upgrade your 3 7 database to 3 8 7 After a few moments you should see a message saying that the upgrade has been completed SNAPshot 3 8 User Manual Page 2 CHANGES MADE IN VERSION 3 8 Patient Screen The occupation of person item has been moved to the patient screen
34. log on to the relevant Facility for this option e Group all episode phase records in the database This option requires that you log on as the Administrator SNAPshot 3 8 User Manual Page 45 BATCH GROUPING To select Batch Grouping hold down the Shift key whilst you press the Group button If you select this option a text file called GroupDat txt will be grouped and the output written to a text file called GroupOut txt These files must be in the database folder c SnapShot by default The file can have one of two formats as shown below The first format is the normal one where the output fields appear immediately following the input fields Field Offset Length MinVal MaxVal Input fields 1 CaseType 1 1 1 6 2 EpisType 2 1 1 4 3 Assess 3 1 1 2 4 Age 4 3 0 124 5 LOS 7 4 1 9999 6 _ ProvType 11 1 1 5 7 Phase 12 1 1 5 8 SevTot 13 2 0 12 9 RugAdmTot 15 2 4 18 10 Impairint 17 2 1 16 1 FimAdmMot 19 2 13 91 12 FimAdmCog 21 2 5 35 13 HonTot 23 2 0 48 14 HonActive 25 1 0 4 15 HonADL 26 1 0 4 16 MaintType 27 1 1 5 17 CareFocus 28 1 1 4 18 SolePract 29 1 1 2 19 MHServ 30 1 0 3 20 Diag1 31 6 0 0 21 HoNOS5 37 2 0 20 22 HoNOS10 39 2 0 40 23 LSP13 41 2 13 52 24 CGASBeg 43 3 1 100 25 MHLS 46 1 1 2 26 CABehav 47 1 0 4 27 _ CASchool 48 1 0 4 28 HonCABeg 49 2 0 70 29 FAHSTotal 51 1 0 4 30 Impairme
35. of staff including their Cost Centre CC Designation and HACC Agency identifier if any For an occasion of service to be deemed eligible for inclusion in the HACC extract staff must have a valid HACC agency code and designation SNAPshot 3 8 User Manual Page 76 21 10 Most Common SNAP Classes 10 Most Common SNAP Classes Selection Criteria Class Description Number of Episodes 558 Maintenance amp Support Nursing age 37 RUG 4 943 Maintenance amp Support Multidisc age 27 RUG 4 11 571 Assess Multidisciplinary 170 Assess Nursing 142 Ungroupable see status code 116 Assess Medical Only 93 Orthopaedic conditions motor 14 51 78 Cognition 16 35 motor 51 77 61 Orthopaedic conditions motor 58 73 58 Cognition 16 35 motor 13 50 56 Total Astart E el AA linbox Microsoft Ee 3 50 sl A Manse Microsof amp Microsoft Photo II Berend ISNAPshot 3 606 RW 2 06 pm SNAPshot 3 8 User Manual Page 77 22 ACAP MDS V2 Summary Report 1 ee D B amp F pos Un at fers gt gt i a g ACAP MDS V2 Summary Report 1 Selection Criteria BegDate 01 01 2000 EndDate 01 01 2000 Referral Assessment ID MRN Surname Given Name Sex Stat Link Key Date rity End Date Reason 1 20004833 Kellett Joan 2 eleoal10319272 01 01 00 1 01 01 00 1 2 20005249 McCabe Helen 2 cChel160119172 01 01 00 1 01 01 00 1 3 20000145 Clarke Libby 2 lakib060119342 01 01 00
36. text Col14 IV4 text Col1l5 ServSetting text Coll6 GEAssist text Col1l7 GEAssist2 text Col18 Meals text Col19 Linen text Col20 Transport text Col21 HomeMod text DrugLUT txt ColNameHeader Fals Format CSVDelimited MaxScanRows 0 CharacterSet 0EM Coll Code text Col2 Name text Col3 Seq text Col4 Cost text Col5 Heading text EquipLUT txt ColNameHeader Fals Format CSVDelimited MaxScanRows 0 CharacterSet 0 EM E Coll Code text Col2 Name text Col3 Seq text Col4 Cost text Col5 Heading text ImagLUT txt ColNameHeader Fals Format CSVDelimited MaxScanRows 0 CharacterSet 0 Coll Code Col2 Name SNAPshot 3 8 EM E text text width width width widt widt widt widt widt widt widt widt widt widt widt widt widt widt widt D D D D D D D D D D DD D D width width widt width width width 5 width width width width width width width width width width width width 30 Date 50 12 30 Double 30 6 30 12 30 Date 30 4 30 d 30 1 30 10 30 Date 30 1 30 Long 30 Byte 30 Byte 30 Byte 30 Byte 30 ol 30 Byte 30 Byte 30 Byte 30 Byte 30 Byte 30 Long 30 15 200 60 30 Long 30 Double 30 1 30 15 200 60 30 Long 30 Double 30 1 30 15 200 60 User Manual Page 40 Col3 Seq text width 30 Long Col4 Cost text width 30 Double Col5 Heading text width 30 1 PathLUT txt ColNameHe
37. the total number of minutes for the shift for example 480 for an eight hour shift SNAPshot 3 8 User Manual Page 21 Ward Team and Member Records Prior to Snap 3 6 a field ward provided in the Episode record called Team Ward which allowed up to 20 characters of text to be entered This field is retained with the description Team Ward old and a new field has been added below it called Ward Team which allows a four character code to be selected The WardTeam data set SNAPshot 3 80a Main Provider Unit PU1001 Facility X245 Bi rie edit a x WardT eam 5 E Clinical Rehab GEM AROCDatase ___ 20000145 _ Clarke Libby 06 01 1934 20000326 Kennedy Martha 05 11 1916 20001278 Belmont Rosemary 09 05 1904 20001777 reem Jane 22 07 1938 20007784 Chappell Chris 14 10 1930 20002695 _ Jensen Kate 30 04 1918 20004229 AitchisonJane 02 09 1940 20004833 Kellett Joan 11 03 1927 20005249 Motzbe Helen 16 01 1917 p 20005605 Bosco Deidre 25 01 1902 20005629 Shepard Geraldine 31 10 1912 200064393 Nugent Nora 29712 1912 20006489 KnowlesKay 03 06 1928 20007462 Dwens Jane 15 04 1909 20007612 Gumey Elsie 13 01 1926 20008519 Reid Loma 10 09 1909 20009200 Owens Jackie 24 01 1925 20009313 VickersJosie 15 10 1902 200094893 Kane Kate 19 10 1903 20009812 Armstrona Gillan 07 05 1940 7 z PallCare FCO Maint RUG MH
38. with fields such as MRNs With txt files Excel provides an import dialog which lets you define fields such as MRN as being text and then you don t lose the leading zeros However you can change the Schema mt file names to for example Patient csv if you choose but remember to change the names in the ImpDetail data set in the Main Snap screen if you do SNAPshot 3 8 User Manual Page 37 The actual database field lengths are shown in square brackets after the field definitions they must not appear in an actual schema ini file Patient txt ColNameHeader Fals Format CSVDelimited MaxScanRows 0 CharacterSet 0EM Coll ProvUnit text width 30 6 Col2 MRN text width 30 12 Co1l3 DOB text width 30 Date Col4 SurName text width 50 20 Col5 GivName text width 50 20 Col6 Sex text width 30 1 Col7 IndStat text width 30 1 Col8 Country text width 30 Byte Col9 Medicare text width 30 12 Col10 DVANum text width 30 12 Col11 PrefLang text width 30 Byte Col12 Interpret text width 30 1 Col13 PatRefDat text width 30 Date Col14 PrevTreat text width 30 1 Col15 uAddress1 text width 80 27 Coll6 uAddress2 text width 80 27 Coll7 uSuburb text width 80 27 Col18 uState text width 30 1 Co1l19 uPostCode text width 30 4 Col20 uPhone text width 30 10 Col21 uAccom text width 30 1 Col22 Address1 text width 80 27 Col23 Address2 text width 80 27 Col24 Suburb text width 80 27 Col25 State text width 30
39. 00 12 01 00 206 20009812 01 01 00 20 01 00 206 Rstar aas a mres Crno m E snonshoe Eoso Jesse occu Manam VBE om This report shows the grouping results for all episodes for each patient The Start date shows the start date for the first episode The end date shows the end date for the last episode For example if a patient has two episodes such as an overnight episode followed by a community episode the number of episodes will be recorded as 2 The first episode will be listed as Episode 1 with the class number shown in the next column The second episode will be listed as Episode 2 and the class number for the second episode will also be listed The Class values appear in columns and will wrap around to subsequent rows in multiples of four if necessary Patients in care for a whole 12 month period will typically have 4 episodes each of 90 days See subsequent section on the 90 day review report SNAPshot 3 8 User Manual Page 59 4 Classes by Phase Classes by Phase ProvUnit MRN Start End Ph Class Ph Class Ph Class Ph Class PU1001 20002625 01 01 00 1 102 20002702 01 01 00 102 20003169 01 01 00 102 20004688 01 01 00 102 20005760 01 01 00 102 20008526 01 01 00 102 20008875 01 01 00 102 This report is similar to the previous report but shows group classes for each phase in multiples of four per line As with the previous report it is designed to allow for an analysis of the patterns of c
40. 0004833 Kellett Joan 11 03 1927 AdultLSP Provider unit PUTO01 20005249 McCabe Helen 16 01 1917 AdultMHI Medical record number 20000145 20005605 Rossitor Deidre 25 01 1902 ChildMH Date of Birth 06 01 41934 20005629 Shepard Geraldine 31 10 1912 Surname Clarke D 20006439 Nugert Nos 29 12 1912 Given names Libby 20006489 Knowles Kay 03 06 1928 Sex 2 Female 20007462 QwensJane 15 04 1909 Indigenous status 2 Torres Strait Islander but not Aboriginal Origin 20007612 Gumey Elsie 13 01 1926 Country of birth 1101 Australia 20008519 Bed Loma 10 09 1909 Country of Residence 20009200 Owens Jackie 24 01 1925 Medicare number 11001718 20009313 VickersJosie 15 10 1902 DVA Number 99998060 20009489 Kane Kate 19 10 1903 DVA card type 2 Gold Card 20009812 Armstrona Gillian 07 05 17 340 zl Preferred language 2 English Episode 1 Interpreter required 2 No Beta er ET Kette Se See p 01 0172000 1 1 3 08 01 2000 Variable Patient Details Referral date Source of referral 2 Family significant other friend Previous specialised treatment 3 Ambulatory treatment only Usual Address 01 01 2000 1 Address 16 Main St Lockwood 2 01 01 2000 1 Address Perry 3 0170172000 1 Suburb Westville Se Page 4 01 01 2000 1 State 8 ACT Birchall 5 01 01 2000 1 Postcode 2611 McCabe 6 01 01 2000 1 Local Government Area 1234 Ford ti 0170172000 1 Phone 222661234 Armitage 8 0120172000 1 Type of usual accommodation prio
41. 01 20 Staff Listing Facility x245 22 BegDate CT JET Iron EndDe gt 0072071 1 2 D 1 Data For 6 episodes for PCOCExt written into c SnapExtract x245Phase08082007 txt Sgn SUED 54 FIM Listing Extract T Care Modet Provider No 55 AN SNAP HCP Summary Extract T i Statt __ StaffName_ StaffiD 56 HIE Extract E EE L b 1000 Da 1 01 0172 Si AROC patent Exec Ward T eam Data Coll mi DU Leen EL tor 1002 Pery 0170172 Consultant Agency __ 1003 Page 01201 21 HACC REPORTS TT 1004 Birchall O1 01 2 71 HACC Main interven 00S mins Seek tect 1005 McCabe 6 01 01 2 72 HACC Age group sex minutes M L eg ta Mu er M Fat Generate Repot Ext 1008 Glover 9 01 01 2bee 1009 Aspinall 10 01 01 2000 J100 Hampson 11 0170172000 UserDef J101 Beg 12 070172000 m2 Co 13 070172000 10m3 Taylor 14 0170172000 par pary pary pary par pary pary ji 1014 Lyons 15 01 01 2000 E 1015 Lincoln 16 01 01 2000 a v RER fe SnapExtract SNAPshot 3 8 User Manual Page 91 HACC Reports 71 HACC Main Interven OOS Mins Report S amp F In ale gt di a ea HACC Clients Seen and Minutes by Main Intervention Selection Criteria Main Intervention OND N e aN e
42. 04 Whelan Barker Melinda Patient education 1004 Whelan Chappell Gillian Domestic assistance 1004 Whelan Clements Sandra Nursing technical intervention not elsewhere s 1004 Whelan Collins Martha Telephone contact 1004 Whelan Connor Gerry Fesessment allied health 1 discipline 1004 Whelan Cox Rosemary Domestic assistance 1004 Whelan Davies Melinda Wound management 1004 Whelan Dunn Berd fesessment medical only 1004 Whelan Freeman Chris Advocacy with other agency 1004 Whelan Handley Joan Pathology testing 1004 Whelan Jackson Florence Provision of aids or appliances 1004 Whelan Jensen Bend Case Management 1004 Whelan Remington Aice fesessment multidisciplinary 1004 Whelan Rossitor Lena Bereavement counselling 1004 Whelan Selleck Betty Patient education 1004 Whelan Soul Rosalind Group contact 1004 Whelan ckers Margaret fesessment allied health 2 or more disciplines 1005 Perry Anderson Deidre Case Management 1005 Perry FAamitage Jane Medication prescription 1005 Perry Armitage Margaret Case Management 1005 Perry Barker Melinda Information support for family carers 1005 Perry Chappell Gillian Group contact 1005 Perry Clements Sandra Meals 1005 Perry Collins Martha Diagnostic imaging 1005 Perry Connor Gerry Case Management 1005 Perry Cox Rosemary Social support 1005 Perry Davies Melinda Information support for family carers 1005 Perry Dunn Bend Nursing technical intervention not elsewhere s Perry Freeman Chris Hom
43. 1 Col26 PostCode text width 30 4 Col27 Phone text width 30 10 Col28 Accom text width 30 1 Col29 MarStat text width 20 1 Col30 MajiIncSre text width 30 Byte Col31 HealthFund text width 50 Short Col32 FundMemNum text width 50 15 Col33 PatComment text width 200 50 Col34 KinName text width 80 27 Col35 KinAddr text width 80 27 Col36 KinPostCd text width 30 10 Co1l37 KinSuburb text width 80 27 Col38 KinPhone text width 30 4 Col39 KinRel text width 30 Byte Staff txt ColNameHeader Fals Format CSVDelimited MaxScanRows 0 CharacterSet 0EM Coll Facility text width 30 4 Col2 Staff text width 30 10 Col3 StfDate text width 30 Date Col4 SessType text width 30 ab Col5 StaffName text width 50 20 Col6 CC text width 30 20 SNAPshot 3 8 User Manual Page 38 Col7 Desig text Path txt ColNameHeader Fals Format CSVDelimited MaxScanRows 0 CharacterSet OEM Coll ProvUnit text Col2 MRN text Co1l3 DOB text Col4 Facility text Col5 CaseType text Col6 EpisType text Col7 CareDate text Col8 Item text Col9 Num text Col10 Cost text Imag txt ColNameHeader Fals Format CSVDelimited MaxScanRows 0 CharacterSet OEM Coll ProvUnit text Col2 MRN text Co1l3 DOB text Col4 Facility text Col5 CaseType text Col6 EpisType text Col7 CareDate text Col8 Item text Col9 Num text Col10 Cost text Drug txt ColNameHeader Fals Format CSVDelimited MaxScanRows 0 CharacterSet OEM
44. 1 01 01 00 1 4 20006439 Nugent Nora 2 ugnor291219122 01 01 00 1 01 01 00 1 5 20002695 Jensen Kate 2 eneat300419182 01 01 00 4 01 01 00 1 6 20000326 Kennedy Martha 2 enear051119162 01 01 00 1 01 01 00 1 7 20004229 Aitchison Jane 2 ithan020919402 01 01 00 1 01 01 00 1 8 20009313 Vickers Josie 2 iceos151019022 01 01 00 1 01 01 00 al 9 20008519 Reid Lorna 2 ei20r100919092 01 01 00 1 01 01 00 1 10 20009812 Armstrong Gillian 2 rmtil070519402 01 01 00 1 01 01 00 1 11 20009200 Owens Jackie 2 wesac240119252 01 01 00 1 01 01 00 1 12 20005629 Shepard Geraldine 2 heaer311019122 01 01 00 14 01 01 00 1 13 20007462 Owens Jane 2 wesan15041909 01 01 00 1 01 01 00 1 14 20001278 Belmont Rosemary 2 eloos090519042 01 01 00 1 01 01 00 1 15 20005605 Rossitor Deidre 2 osiei260119022 01 01 00 1 01 01 00 1 16 20007612 Gurney Elsie 2 urels130119262 01 01 00 1 01 01 00 1 17 20009489 Kane Kate 2 an2ati91019032 01 01 00 1 01 01 00 1 18 20006489 Knowles Kay 2 nolay030619282 01 01 00 1 01 01 00 1 19 20001784 Chappell Chris 2 haphri41019302 01 01 00 1 01 01 00 1 20 20001777 Ingham Jane 2 ngaan220719382 01 01 00 14 01 01 00 1 Q Inbox Microsoft ss amp ol bi A ii stvarshot 3 50 sl f manss Microsof amp Microsoft Photo II Berend MAYR 2 22PM This report provides a summary of the records eligible to be selected for inclusion in the ACAP MDS V2 extract It allows ACATs to check that all expected records will be extracted
45. 14 10 1930 20002695 Jensen Kate 30 04 1918 20004229 AitchisonJane 02 09 1940 20004633 Kellett Joan 11 03 1927 20005249 McCabe Helen 16 01 1917 20005605 Bosco Deidre 25 01 1902 Save Can Add Del Group Reset 0770872007 f1 AdultHoNOS AdultLSP AdultMHI ChildMH Staff Details 20005629 Shepard Geraldine 31 10 1912 SnapClass Facility x245 20006439 Nugent Nora 29 12 1912 PrivRehab Staff 20006489 Knowles Kay 03 06 1928 StiDate 01701 2000 20007462 OwensJane 15 04 1909 WardT eam T Individual 20007612 Gumey Elsie 13 01 1926 StaffNam n Daly 20008519 Reid Lorna 10 09 1909 fon Cerne 3A 20009200 Owens Jackie 24 01 1925 Desig RN Registered Nurse 20009313 Vickers Jose 15 10 1902 HACC agency 12345 20009489 Kane Kate 19 10 1903 Mear 20009812 Armstrona Gillian 07 05 1940 7 zl en j iai 01 2000 Lockwood 2 01701 2000 Perry 3 01701 2000 Page 4 01701 2000 Birchall 5 01701 2000 McCabe 6 0120172000 Ford 7 01701 2000 Armitage 8 01701 2000 Glover 9 Aspinall 10 Hampson 11 01 01 2000 Berg 12 01 01 2000 Cox 13 01 01 2000 Taylor 14 01201 2000 DOs TEBHED SNAPS uv Dh Manual38 doc Micro fe SNAPshot3 80a CD Staff records are defined in relati
46. 1928 Staff 0007462 Duer Jane 15 04 1909 WardTeam Given names 20007612 Gumey Elsie 13 01 1926 Members Sex 20008519 Reid Loma 1070971909 VC Indigenous status 20009200 OwensJackie 24 01 1925 Se Country of birth 20009313 _ Vickers Josie 15 10 1902 Dane Country of Residence 20009489 Kane Kate 19 0 1903 Vian 20009812 Armstrona Gillian 07 05 1940 7 Drug Equip DVA card type AdminStatus Preferred language HACCMDS Interpreter required ACAT AGS M ACATMDS2 PatClARR EpiCIARA DVAAss MDE 1 01 01 2000 DVARev MD Lockwood 2 01 01 2000 1 Bea Perry 3 01 01 2000 1 Facility Page 4 01 01 2000 1 Epi90Day Birchall 5 01701720001 et sie McCabe 6 01 01 2000 1 ImpD etail Ford 7 01 01 2000 1 Import Armitage 8 01 01 2000 1 UserDef Glover 2 01 01 2000 1 Migrate Aspinall 10 01 01 2000 1 Hampson 11 01 01 2000 1 Berg 12 01 01 2000 1 Cox 01 01 2000 1 Taylor 1 D 75 StaffList Most data capture for Snap 3 8 segments or panes 0170172000 1 gt EEA System 1 Patient Details PU1001 20000145 06 01 1934 Clarke Libby 2 Female 2 Torres Strait Islander but not Aboriginal Origin 1101 Australia 11001718 99998060 Gold Card 2 2 English 2 No lakib0601193
47. 20002483 01 01 00 Beggs Melinda 20006641 01 01 00 Parr Martha 20003169 01 01 00 Jago Jackie MBooc0ccc0009s 90000000000 on This report shows the change in the HONOSCA begin and end scores by episode SNAPshot 3 8 User Manual Page 73 18 LSP Change Report Change in LSP Score by Episode MRN Episode Begin Patient Name 20008703 01 01 00 Barker Melinda 20009264 01 01 00 Yabsley Camille 20001115 23 12 99 Ash Lorna 20008588 01 01 00 Townsend Josie 20009374 01 01 00 Birchall Melinda 20002702 01 01 00 Osmond Melinda 20008875 01 01 00 Faster Rosemary 20004688 01 01 00 Agnew Verona 20006139 01 01 00 Sargent Rosalind 20001185 14 12 99 Beasley Martha 20001659 29 12 99 Sanders Veronica 20002625 01 01 00 Eggleton Barbara 20005760 01 01 00 Chivers Sandra 20001926 01 01 00 Whelan Jackie 20003261 01 01 00 Shipton Josie 20002303 01 01 00 Lake Vera 20008526 01 01 00 Becker Irene 20002483 01 01 00 Beggs Melinda 20006641 01 01 00 Parr Martha 20003169 01 01 00 Jago Jackie f oo DEES EE EEN This report shows the change in the LSP begin and end scores by episode SNAPshot 3 8 User Manual Page 74 19 Database Summary Report Database Summary Report Number of Records Total Mo End Date Ungroupable gt 90 Days CASE TYPE COUNTS 1 Palliative Care 5 2 Rehabilitation 14 PHASE COUNTS Phase Records 5 RECORD COUNTS ALL ACAT ClassDsc Drug DVAAss DVARev EpiClARR EpiFIM EpiHACC Episode Equip Facility
48. 26 20008519 Bed Loms 10 09 1909 20009200 OwensJackie 24 01 1925 20009313 VickersJosie 15 10 1902 0009489 Kane Kate 19 10 1903 20009812 Armstrona Gillan 07 05 1940 7 GenTime EN Equip AdminStatus HACCMDS ACAT AGS M Faas ere EpisID_ EndDate gt 01 01 2000 1 03 01 2000 ACATMDS2 PatClAR EpiClARR DVAAss MDE i 0170172000 1 OVAReviMD Lockwood 2 01 01 2000 1 aam Pery 3 IL 1 eeiiy Page 4 01 01 2000 7 e sop ay Birchall 5 01 01 2000 7 UserTable McCabe 6 _ 01 01 2000 1 impDetail Fod i 01701 2000 1 egent Amitage 8 09 01 2000 7 UserDet Glover 19 01 01 2000 1 Migrate Aspinall 10 0170172000 1 Hampson 11 01201 2000 1 Berg 12 01701720001 Cox 13 070172001 Taylor 14 01 01 2000 1 OR ZEEE M EN Manual38 doc Micro De SNAPshot3 80a CD The GenTime data set can be used to record staff time which is not patient specific from the following list General Activities Code Name General clinical Clinical travel Teaching Research Health promotion Other Travel Quality improvement Administration Other On Duty S O o N oa aion Any combination may be selected for a specified date shift but note that the OnDuty activity represents
49. 39 Nugent Nora 29 12 1912 PrivRehab Given names Libby 20006489 Knowles Kay 03 06 1928 Sex 2 Female 20007462 Owens Jane 15 04 1909 Indigenous status 2 Torres Strait Islander but not Aboriginal Origin 20007612 Gumey Elsie 13 01 1926 Country of birth 1101 Australia 20008519 Reid Loma 10 09 1909 Country of Residence 20009200 Owens Jackie 24 01 1925 Medicare number 11001718 20009313 _ Vickers Jose 15 10 1902 DVA Number 99998060 20009489 Kane Kate 19 10 1903 DVA card type 2 Gold Card 20009812 Armstrong Gillian 07 05 1940 2 Preferred language 2 English Episode 1 Interpreter required 2 No Jeesbate ET ET EpisiD Endda meu ae gt 01 0172000 1 1 13 08 01 2000 Manha Patient Paa Referral date Source of referral 2 Family significant other friend Previous specialised treatment 3 Ambulatory treatment only Usual Address 01 01 2000 DVARevMD Address 16 Main St Lockwood 2 01 01 2000 Peart i Address 1002 Peny 3 0170172000 Facility Suburb Westville bm 1003 Page 4 01 01 2000 Epi30Day State 8 ACT 1004 Birchall 5 01701720001 Iess Postcade 2611 McCabe E 01 01 2000 ImpDetail Local Government Area 1234 Ford 7 01 01 2000 1 Phone 222661234 Armitage 8 01 01 2000 Type of usual accommodation prior to admission 1 Private residence inc unit in retirement village Glover 19 01 01 2000 1 i Current Address Aspinall 10 0170172000 Current same as Usual Hampson 11 0170172000 Address 22 Sout
50. 4 84 05 11 1916 222661234 84 09 05 1904 222661234 84 22 07 1938 222661234 84 14110 1930 222661234 84 E snapshot PatName NOK Name CaseMagr Diagnosis CaseType EpisType PatName NOK Name CaseMar Diagnosis CaseType EpisType PatName NOK Name CaseM gr Diagnosis CaseType EpisType PatName NOK Name CaseM gr Diagnosis CaseType EpisType PatName NOK Name CaseMgr Diagnosis CaseType nn i Clarke Libby Jack Jones Tommy Quango 12345 1 Palliative Care 1 overnight admitted patient Kennedy Martha Jack Jones Tommy Quango 12345 2 Rehabilitation 1 overnight admitted patient Belmont Rosemary Jack Jones Tommy Quango 12345 2 Rehabilitation 1 overnight admitted patient Ingham Jane Jack Jones Tommy Quango 12345 2 Rehabilitation 1 overnight admitted patient Chappell Chris Jack Jones Tommy Quango 12345 2 Rehabilitation my Docu RW 4 44pm This report lists all episodes for patients that were receiving care according to the specified dates For example if the Begin Date is 01 01 2001 then all episodes commencing on or before this date will be listed If an end date of 05 01 2001 is also specified episodes which concluded on 01 04 01 2001 will not be listed since the patient was not in care during the whole specified period of 1 to the 5 It is now possible to list those patients receiving care o
51. 42 Referral date Source of referral Family significant other friend Previous specialised treatment 3 Ambulatory treatment only Usual Address Address 16 Main St Address Suburb Westville State 8 ACT Postcode 2611 Local Government Area 1234 Phone 222661234 Type of usual accommodation prior to admission 1 Private residence finc unit in retirement village Current Address Current same as Usual Address 22 South Rd Address Suburb Eastville EN Manual38 doc Micro is performed from a Se SNAPsh EditView single window which contains 6 PatList which is the patient list for the currently selected provider unit EpiList which is the list of episodes for the patient currently selected in PatList but note that this is only for the currently selected facility StaffList which is a list of staff members for the currently selected facility SetList which lists the various data sets which can be edited in EditView MultiList which contains various lists depending on the data set which is currently selected EditView which is the segment where all insert delete and update transactions are performed SNAPshot 3 8 User Manual Page 6 SCREEN SIZING The Main screen is flexible When it is first displayed it will fill the entire screen and this is normally t
52. 47 In most cases you cannot leave fields which the grouper references blank MHServ is an exception where blank is converted to zero The Diag1 and Impairment fields should be left justified blank filled In all other cases a blank in a field will cause a field error Input fields which are to be used for grouping should be right justified zero filled SNAPshot 3 8 User Manual Page 48 Example of Format 2 grouper batch file ase Type 1 6 Episode Type Age Los Pha Se F F FF F F F F FF F F F FF F FF F F FF FF KF KF F F FX 1 5678901234 EAaaallllPPss PallCare 1110000005 1120 010 Re 2110 2120 Ps 3110 3120 GE 4110 4120 Ma 5110 5120 234 CO CH 05 00 ab 00 00 ch 00 00 Or OK Oro UD CH CH EN GK C E Leg GG e SE o Ore 0 OLS oge 020 010 005 010 ena 020 090 FOS QOS ZE EH E e HEEN Ce 0 0 n 0 0 EA CH s CH GC CHA E 0 0 4 Assessment Only 1 2 ProvType 1 5 se 1 5 verity 0 12 Rug 4 18 ImpairiInt FIM Motor 13 91 FIM Cognit 5 35 HONOS 0 60 HONOS Overactive 1 5 HONOS ADL 1 5 Maint Type 1 5 CareFocus Psych Phase 1 4 SolePract MHServ Diag01 Honos5 Honos10 LSP13 CGASBeg MHLS CABehav CASchool HonCABeg FAHSTotal Impair RM Complete Epi enddate KL Cls ErrMHClass WI br CWgt
53. 5 20007612 Gumev Elsie Episode Le Ee ELET Epis Ends gt 0170172007 1 D 1 Data For 16 episodes for AROCExt written into c SnapExtract AROCStLukes20070808V3 80 TXT es S ee 54 FIM Listing Extract d Care Modet Provider No 55 AN SNAP HCP Summary Extract 2 ae at StafiName Stati S 56 HIE Exact Pacs ld gt 1000 SC 1 01 017 z lies Ward Team Data Coll 1D Jm Lockwood e HACE MOSHE Ria i002 Peny tute SES Consultant Agency IECH 1003 Page 01701721 HACC REPORTS es 1004 Birchall 0170172 71 HACC Main interven O0S mins case MOY J1005 McCabe 6 01 012 72 HACC Age group sex minutes ine io CHACE et anyone NR T Patients Generate Report Exit 1008 Glover E i009 Aspinall 10 omg 1 leste J100 Hampson 11 01 01 2000 1 fiat Beg 12 mmm 102 Ces 13 0170172000 1 C ioa Taylor 14 01701 20001 C ims Lyons 15 01701720001 1015 Linco 16 01 01 2000 1 7 4 LW BsTHEHEEHD P SnapExtract SNAPshot 3 804 DN Manual28 doc Mi 2 Microsoft offic SNAPshot 3 8 User Manual Page 89 58 HACC MDS Extract _ SNAPshot 3 80a _ Main Provider Unit PU1001 Facility X245 Patient 20 MRN Patient System 1 MAN PatName Dog a J Episode __ Version SysBeg _ SysEnd__ gt 20000745 Clarke Libby 06 01 1934 Clinical gt 3 80 01 01 7999
54. 700 Lockwood 2 01 01 2000 Perry 3 01 01 2000 1 1003 Page 4 01 01 2000 1004 Birchall 5 01 01 2000 1 McCabe 6 01 01 2000 Ford 7 01 01 2000 1 Armitage 8 01 01 2000 1 Glover 3 01 01 2000 1 Aspinall 10 01 01 2000 1 Hampson 11 01 01 2000 Berg 12 01 01 2000 1 Cox 13 01 01 2000 Taylor 14 01 01 2000 1 LW OR we xB om PE gt oa DM D Manual38 doc Micro Se SNAPshot3 80a CD Next to the transaction controls Save Cancel Add etc you will see two fields which are used to contain a date and shift By default the current date and shift 1 appear but you can reset these fields as required For EpiOOS the fields are simply used as default values when you add new OOS records and you can replace the values in EditView as required EpiOOS displays all staff time records for the currently selected episode To add a new time record select the relevant episode in EpiList select the relevant staff member in StaffList and click on the Add button To edit an existing time record select the record in MultiList modify relevant field values and press Save SNAPshot 3 8 User Manual Page 19 The StaffOOS data set Patient StaffOOS 0 Episode MAN Sumame _ GivName CareDate_ Shift_ OosiD_ Mins Clarke Libby 06 01 1934 Clinical Kennedy Martha 05 11 1916 Rehab GEM Belmont Rosemary 09 05 1904 E atase I
55. CT ET EpisiD_ EndDate_ GenTime Episode type gt 001720071 1 3 Path ___ Assessment only Imag Assessment type Drug Mode of episode start Equip Model of care AdminStatus Mental health service HACCMDS __ First episode ACATIAGS M Compensable status ACATMDS2 j Episode end date PatClARR EICIARE Mode of episode end Daly 01701720001 pvadsamps SE Ge Lockwood 2 01 01 2000 1 DVARevi MD me supran lays Pery 3 01 01 2000 1 System ength of stay Page 4 0170172000 1 ProvUnit Team service data Birchall 5 01 01 2000 1 Facility Consultant McCabe 6 01 01 2000 1 Provider type Ford 7 0170172000 1 UserT able Sole practitioner Armitage 8 0170172000 1 ImpDetail Team ward Old Glover P 01 01 200011 Import Case manager Aspinal 10 01701720001 UserDef Hampson 11 01 01 2000 1 Berg 12 01 01 2000 1 Cox 13 01 01 2000 1 Taylor 14 01 01 2000 1 Lyons 15 01 01 2000 1 Lincoln 16 01701 aoh LW R pp ER DN Manua When you enter the Main processing screen you will receive a message telling you the total number of episodes which commence more than 90 days previously but do not have an Episode End Date You can view the core fields for each of these episode by selecting the Epi90Day data set You cannot change the data directly but if you are logged onto the required Facility you can select the
56. Centre for Health Service Development SNAPshot Version 3 8 User Manual Centre for Health Service Development University of Wollongong August 2007 Prepared by Visasys E UNIVERSITY OF WOLLONGONG SNAPshot 3 8 Table of Contents tte e Wee EE 1 Installato Neriie EEA AEEA EEKE EE EE KETERAK E AREA KES 1 INtrOdUCtON EE 1 First time installation of Gnapt bet eee eee eee e ee eeeeee ee eeaaeeeeeeaaeeeseeceeeeteeeneeeeesenaees 1 Upgrading from an earlier version Of Snapchat 1 ere lite ET e DEE 1 R nno VIe 1 Upgrading to New Versions cc icsicdncsteptetendelegesceneacetheds deed EE gd dechteketedaehs das teunetediaenenes 2 Important Notes Regarding Modifications to Snapshot Table 2 SNAPS ot PAIS aril ITS EE 2 e ee E RE 2 Steps to Upgrade from SNAPshot version 3 7038 2 Changes made in version 2 BC eere gege Eeer EENEE dE dtaebidcorsedstatgesavhsettaenvausiuanes yates 3 THE StanuUp Sereen soinn a a a a E E E R A RAAE EE E R 5 Selecting a CalADASE E 5 The Main Input Screena ernen noth sects N piceigetiaed a aeaa lsd alo teen sete Aaeeea 6 Screen SIZING D 7 Entering KE een EE 7 The Process Jemen Eege Base eege 7 IN E EE 8 Microsoft Access PasswordS EE 8 Logging on Using a Facility Password uggeegdeugeee EeE eege Seed gege 8 IARU EE 8 STIS Mee e Sissa nani aen a da Ge canna a ese eee ena ease enone 9 TANS ACTIONS EEN 9 General editing CONUOIS choc caates acca hes tee arate at dusk Soseoue adetene tease toms neceatencte
57. DisSocial Dis Social nieraaion E DisProb bis Problem sowing DisMemory Dis Memory The file FIMExt TXT is written to the folder which contains the RepDB mdb file typically the folder c Snapshot however you can specify another folder which can even be on a computer other than the one SNAPshot is installed on SNAPshot 3 8 User Manual Page 85 55 AN SNAP HCP Summary Extract For private facilities This report produces a comma separated value file that comprises the AN SNAP items to be reported under the Hospital Casemix Protocol To display the HCP extract dialog screen press Shift F8 whilst positioned on any of the data lists Select item 55 AN SNAP HCP Summary Extract and enter the value for the Hospital Provider No and appropriate from and to dates typically a calendar month then press Generate Report This produces a set of text files one extract for each non Australian Health Service Alliance fund and one extract for all Australian Health Service Alliance funds The files are written to the folder which contains the RepDB mdb file typically the folder c Snapshot however you can specify another folder which can even be on a computer other than the one SNAPshot is installed on SNAPshot 3 80a Main Provider Unit PU1001 Facility X245 Patient 20 MRN Patient MAN PatName DOB Episode Version gt 20000745 Clarke Libby 06 01 1934 Clinical gt 3 80 20000326
58. G Jensen Kate 30 04 1918 MH Aitchison Jane 02 09 1940 c Kellett Joan manar adhep Save Can Ada Del Group Reset fr Mot abe Helen 16 01 1917 AdultMHI Rossitor Deidre 25 01 1902 ChildMH Shepard Geraldine 31 10 1912 SnapClass __ 20006433 Nugent Nora 29 12 1912 PrivRehab 20006483 KnowlesKay 03 06 1928 20007462 Deen Jane 15 04 1909 WardTeam 20007612 Dune Elsie 13701719267 Members E EPO No data selected Jeexbae Jer fer JE pisID_ EndDate lk p 01 01 2007 1 Sraten Steed Le ite Ja State lA 2 A0 GG Lockwood 01 01 2000 DVARev MD Pery 2000 System Page Ha Birchall 5 070172000 McCabe d 01 01 2000 1 Ford 01 01 2000 Armitage 01 01 2000 Glover 3 01 01 2000 Aspinall 01 01 2000 Hampson 01 01 2000 Berg 01 01 2000 Cox 01 01 2000 Taylor 01 01 2000 Lyons 01 01 2000 1 Lincoln 01 0 aoh OR EE Ep ER Th Manual38 d a SnapShot E3 Microsoft Ex SNAPshot 3 17 untitled Paint R 16 48 DEFINING THE FIELDS To define and create a UDT you must enter the Admin password to provide access to the UserDef data set If you do not enter the Admin password this set name will not appear in the SetList To add field definitions select the UserDef set and add a record for each field You can manipulate the UserDef field list at any time but when you want to crea
59. Please note that from and to dates should not be selected when creating the PCOC Extract The PCOC Extract text file is written into the extract folder The default location of the extract folder is c SnapExtract however you can specify another folder which can be on any computer including other than the one SNAPshot is installed for further information please refer to either the SNAPshot V3 8 Manual or to 3 2 3 above The file can now be emailed to PCOC at PCOC uow edu au note that the extract contains client MRN and date of birth but does not include any other identifying data items SNAPshot 3 80a Main Provider Unit PU1001 Facility X245 Patient 20 MRN Patient StaffOOS 0 Cb 20000145 Clarke Libby 06 01 1934 20000326 Kennedy Matha 05 11 1916 Rehab GEM 20001278 Belmont Rosemary 09 05 1904 AAOCDatase 20001777 _ Ingham Jane 22 07 g 20001784 _ Chappel Chis 14710 U 20002695 Jensen Kate 20004229 Aitchison Jane 0209 20004833 Kellett Joan 20005249 McCabe Helen 16 01 Extract Folder Jc SnapExtract 20005605 RossitorDeidre 25 01 Report DB Jc SnapShot RepDB mdb Compact 20005629 _ Shepard Geraldine 31 10 G 7 Selection criteria 20006439 Nugent N E ange E 20006489 EnA Ka 19 Database Summary ProvUnit Class 20007462 Deen Jare 20007612 Gumev Elsie 13
60. S F om Ff mw af ki a Suspect Age Not 14 to 100 Report Selection Criteria ProvUnit MRN DOB Age Sex SurName Given Name PU1001 990088 01 01 1997 34 duck donald BoE SOM GOS Ers aeee ex Eon ere aoc This report shows clients with ages which don t fall in the expected age range whilst these may be correct it could indicate that an incorrect DOB has been entered 2001 rather than 1901 for instance SNAPshot 3 8 User Manual Page 81 26 Cost Weight Report EIKA z af 1 oft gt gt m l Summary of cost weights available for information Selection Criteria FromDate 01 07 2004 EndDate gt ToDate 30 06 2005 EndDate lt Class Description CaseType EpisType Cases Epis Wat Inlier PD Outlier PD Case Type 101 SDR4 102 Stb R 17 104 UNStb R 4 17 105 UNSO R 13 106 Deter R 4 17 107 Deter R 18 A co71 108 Deter R 18 A gt 72 109 Tem R 416 110 Tem R 17 18 111 Bereav 161 UnStb Nurs Re 14 A gt 60 163 UNStb Nurs R 15 164 Deter Mult S lt 10 169 Term Mutt 399 Ungroupable 23 SI 5 51 5 45 13 3 69 7 34 171 159 36 17 49 31 23 79 21 456 3 52 7 43 67 16 22 9 84 6 21 12 3 52 1 57 0 00 32 6 19 2 97 0 00 13 2 63 1 70 231 65 10 97 483 0 54 34 271 1 27 0 00 1 0 00 0 00 0 00 3 0 00 0 00 0 00 1 0 00 0 00 0 00 1 0 00 0 00 0 00 J 0 00 0 00 0 00 ee cee es e E Case Type Strk Bms Mot 63 31 Cog 20 35 Strk amp Bms Mot 63 91 Cog 5 19 Strk amp Bms Mot 47 62 Str am
61. TION Introduction Installation follows the normal Windows Setup procedure 32 bit Windows 95 98 NT4 ME 2000 is required SNAPshot 3 8 will not run under Windows 3 x The CD for version 3 8 of SnapShot contains separate Setup procedures for SnapShot and SnapRep First time installation of SnapShot If you are installing SnapShot for the first time or you have uninstalled a previous version of SnapShot you should install SnapShot first and then install SnapRep see below Upgrading from an earlier version of SnapShot If you are upgrading from an earlier version of SnapShot you should use the SnapRep Setup procedure as described below Installing SnapRep SnapRep uses Crystal Reports CR to generate reports and CR requires components of the Microsoft Internet Explorer to run H your PC has Windows 95 or Windows NT 4 0 installed you should ensure that Internet Explorer preferably version 4 or later is installed before running SnapRep Setup If you have Windows 98 ME or 2000 installed you can run the SnapRep Setup process directly without any problems since the necessary components will have already been installed If Internet Explorer is installed you can then run SnapRep Setup If Internet Explorer is not installed when you run SnapRep Setup you may see a message saying that Craxdrt dll or CRViewer dll the Crystal Report programs could not be registered If this occurs you will be able to generate the re
62. acility When you have finished defining ProvUnit and Facility records you must select one of each for processing To do this select the ProvUnit data set select the required ProvUnit in MultiList and then press the Reset key Then repeat the process for the Facility dataset Now look at the main Snap title bar and you should see the codes for the selected ProvUnit and Facility This is important whenever you start a Snap session you should check that the correct ProvUnit Facility codes appear at the top of the Snap window SNAPshot 3 8 User Manual Page 12 Processing Patient Records SNAPshot 3 80a Main Provider Unit PU1001 Facility X245 Bok edit ax System 1 MAN Episode egen SysBeg __ SysEnd__ gt 20000745 Clarke Libby 06 01 1934 Clinical gt 280 01 01 1999 31 12 2008 __ 20000326 KennedyMartha 05 11 1916 Wee 20001278 Belmont Rosemary 09 05 1904 20001777 Ingham Jane 22 07 1938 Set Se Eal Fe Ze DOEN H 20001784 Chappell Chris 14 10 1930 Patient Details 20002695 Jensen Kate 30 04 1918 20004229 AitchisonJane 02 09 1940 AdultHoNOS Patient identifier 2
63. ader Fals Format CSVDelimited MaxScanRows 0 CharacterSet 0EM Coll Code text width 30 15 Col2 Name text width 200 60 Co1l3 Seq text width 30 Long Col4 Cost text width 30 Double Col5 Heading text width 30 1 INCOMPLETE IMPORT FILES Snap will try to match the records in the import file with records in the database even if not all key fields are specified For example to guarantee a match on OOS Staff Time data you should provide all of the key field values for ProvUnit MRN DOB Facility CaseType EpisType Staff CareDate and Shift However it is quite probable that the source system does not have all of these details For example a staff time recording system might record MRN Staff CareDate and number of minutes Snap will try to process such a file by trying to supply the missing details as follows e MRN Staff and CareDate are compulsory fields e ProvUnit and Facility will be assumed to be the currently selected values in the Main screen e DOB will be derived from the Patient table as long as there is only one patient in the nominated ProvUnit with the specified MRN Otherwise DOB will be requested in the error list e CaseType and EpisType will be derived from the Episode table unless there are concurrent episodes in which case you will have to provide additional detail e Shift will be assumed to be 1 If you use the OOS txt format described above for the schema ini file you must have all of t
64. are for each patient SNAPshot 3 8 User Manual Page 60 5 Discharge Summary Report ER F 100 gt 4 RI 1 of 1 Discharge Summary Selection Criteria Name Libby MRN 20000145 DOB 22 10 1901 Address 16 Main St Suburb Westville Postcode 2611 Phone 222661234 State ACT Episode From 08 02 01 To 15 03 01 Case Type Mental Health including Psychogeriatric Assess Only No Epis Type overnight admitted patient Begin Reason Admitted from other than usual accommodation Prior Accom Private residence inc unit in retirement village End Reason Discharged to interim accommodation Post Accom Private residence inc unit in retirement village Consultant ReversJ Team 84 Diag1 bad hair day Diag2 23456 Diag3 34567 Diag4 45678 Class HoNOS Overactive behaviour 1 2 ADL 0 3 Admission 67 Discharge 36 Change 31 Impairment 01 2 Admission 8 Discharge 12 Change 4 HoNOS Beg 22 HoNOS End 21 LSP Beg 40 LSP End 40 MHI total 22 HonCA Beg 21 HonCA End 21 CGAS Beg 5 CGAS End 4 FAHS total 3 Name Martha Kennedy MRN 20000326 DOB 05 11 1916 Address 16 Main St Suburb Westville Postcode 2611 Phone 222661234 State ACT Episode From 017 01 00 To 04 01 00 Case Type Rehabilitation Assess Only No Epis Type overnight admitted patient Begin Reason Admitted from usual accommodation Prior Accom Private residence inc unit in retirement village End Reason Discharged to usual accommodation Post Accom Private residenc
65. chema ini file definition above by specifying ColNameHeader True Deleting or Changing Codes in the LUT You should be careful not to remove codes from the LUTs which exist in the AdminStatus records or to change the meaning of codes In general you should only add new codes SNAPshot 3 8 User Manual Page 43 The SNAPshot Grouper The SNAPshot Grouper incorporates the grouping logic for the AN SNAP 1 AN SNAP 2 and MH CASC classifications GROUPING OPTIONS The Group button on the main Snap screen may be used to group an individual record bulk group all of the records for the currently selected Facility bulk group all records in the database or batch group a file of records in a text file Note that if you are regrouping data and the data have been migrated from Snap 2 3 to Snapshot the grouper will only overwrite Class codes if the Status code is 100 Ok If an error status is returned the new status code is stored but the old Class code remains This is to allow historical data migrated from Snap 2 3 to retain the Class codes assigned when the grouping rules were different If there is no Class code prior to grouping 999 will be assigned to ungroupable records If a MH CASC class is assigned the Snap class will be 901 To group the current episode or phase simply press the Group button To bulk or batch group you will need to hold down the Shift key whilst you press the Group button then a list of options will
66. ction begin date Data collection end date 31 12 2008 Maximum shift number 1 4 13 TimeLimit in minutes 99999999 Background colour gray N No Batch group start character 1 Batch group option 1 Format 1 no test values Administrator key 2561794869874 AdultLSP AdultMHI Ces Ter ere D EndDate p 01701720001 08 01 2000 i 01 2000 Lockwood 2 01 01 2000 Perry 3 01 01 2000 1003 Page 4 01 01 2000 1004 Birchall 5 01 01 2000 McCabe 6 01 01 2000 Ford H 01701 2000 Armitage 8 01 01 2000 Glover 3 01 01 2000 Aspinall 10 01 01 2000 Hampson 11 01 01 2000 1 Berg 12 01201 2000 1 Cox 13 01 01 2000 1 Taylor 14 1 OR WE XB om ER SNAPS os Du DN Manual38 doc Micro fe SNAPshot3 80a CD 16 01 The System Data Set can only be changed by the Administrator and there can be only one System record for each Snap database The Data Collection Begin End dates are useful for checking that dates which are episode related are within a reasonable timeframe The range that you specify must be between 01 01 1990 and 31 12 2019 but you will probably want to define a tighter timeframe the Administrator can change the range at any time When SNAPshot is installed the default episode end date is 31 12 2007 The Background Colour flag can be used if your computer does no
67. d using tools such as Excel The codes may be numeric or alpha but you are strongly advised not to use leading zeros in numeric codes such as 00211 since systems such as Excel have a tendency to remove them If you are designing a new LUT and wish to use numeric codes the best approach is to determine how many digits you need and then ensure that all codes will have significant digits in the total range For example if you need a five digit code start numbering at 10000 For each code in the LUT 15 or less characters the LUT description must be 60 characters or less An example is shown below for Facility X245 note the naming convention for the LUT names which must commence with a small x and end with StatType and AdmStatus StatType and AdmStatus LUTs xX245StatType LutSet EE xX245StatType Application for form if xX245StatType Ge for nursing home placement xX245StatType Ser 2 Respite care approval xX245AdmStatus Loge Name Seq Cost Heading xxea5AGmStatus Canc Cancelled L3 xx2a5AdmStatus Pend Pending LI xxe45AGMStatus Proc Processed Import Details In the ImpDet set you need to create 2 records to define the Import sets as follows Target set Look up table code CSV file name GenLUT xX245AdmStatus C SnapShot UserLUT txt GenLUT xX245StatType C SnapShot UserLUT txt When you have created the LUT for Status Type place the list as a CSV fil
68. e inc unit in retirement village Consultant ReversJ Team Diag1 12345 Diag2 Diag3 34567 Diag4 Alann Nienka ana Dina matas A2 E This report shows patient details plus summary episode and phase data It is designed for use in the preparation of discharge summaries at the conclusion of each episode SNAPshot 3 8 User Manual Page 61 6 The Palliative Care Patients by Date Report e 49fm d Palliative Care Patients by Date Patientsin care from 01 01 2000 To 31 01 2000 Provider Unit EpisBegin EpisEnd MRN PhaseBegin Class PU1001 0101 00 20002625 0101 00 102 01 01 00 20002702 01 01 00 102 01 01 00 20003169 01 01 00 102 01 01 00 20004688 01 01 00 102 01 01 00 20005760 01 01 00 102 01 01 00 20008526 01 01 00 102 01 01 00 20008875 01 01 00 102 This report will allow you to print out a list of all patients in care on a specified date s It is designed for local clinical management purposes SNAPshot 3 8 User Manual Page 62 7 The Non Palliative Care Patients by Date Report ege d Non Palliative Care Patients by Date Patientsin care from 01 01 2000 To 31 01 2000 Provider Unit EpisBegin EpisEnd MRN PU1001 01 01 00 20001185 01 01 00 20001659 01 01 00 20001926 01 01 00 20002303 01 01 00 20002483 01 01 00 20002625 01 01 00 20002702 01 01 00 20003169 01 01 00 20003261 01 01 00 20004688 01 01 00 20005760 01 01 00 20006139 01 01 00 20006641 01 01 00 20008526 01 01 00 20008588 01 01 00 20008703 01 01 00
69. e Snap Report dialog screen press Shift F8 whilst positioned on any of the data lists The Snap Report dialog screen provides the following controls 1 The name of the report database 2 A list of reports click on the report you wish to generate 3 Selection criteria enter the values you wish to use to select particular subsets of the database 4 A page throw option which is enabled for some reports to allow you to specify that the data for each patient is to commence on a new page 5 Operation buttons Generate and Exit SNAPshot 3 8 User Manual Page 954 The Report Database When you generate a report the data are written into an Access database which is different from main database Each user PC should have a separate report database preferably on the local hard disk drive If the report database has to be stored on a server computer each user should have a different file When you change the report database name Snap will either select an existing file or if it does not exist will create it for you The Report Database Folder You can create as many report databases as you like for example you might want to keep the tables which are generated during a session for analysis using another system In this situation it is normally preferable to keep the report databases in the same folder However if you wish to use multiple folders you will have to copy the rpt files into each folder where you store repo
70. e called GenLUT in the SNAPshot folder and follow the Import procedure Then repeat the process for Admin Status SNAPshot 3 8 User Manual Page 42 Alternatively you could use more specific names for the CSV file name field above but you would have to modify the schema ini file to include descriptions for the file names supplied as shown in the example below Target set Look up table code CSV file name GenLUT xX245AdmStatus C SnapShot X245Type txt GenLUT xX245StatType C SnapShot X245Stat txt The schema ini file would be modified by copying the UserLUT definition UserLUT txt ColNameHeader Fals Format CSVDelimited MaxScanRows 0 CharacterSet 0EM Coll Code text width 30 15 Col2 Name text width 200 60 Col3 Seq text width 30 Long Col4 Cost text width 30 Double Col5 Heading text width 30 1 X245Type txt ColNameHeader Fals Format CSVDelimited MaxScanRows 0 CharacterSet 0EM Coll Code text width 30 15 Col2 Name text width 200 60 Col3 Seq text width 30 Long Col4 Cost text width 30 Double Col5 Heading text width 30 1 X245Stat txt ColNameHeader Fals Format CSVDelimited MaxScanRows 0 CharacterSet 0EM Coll Code text width 30 15 Col2 Name text width 200 60 Col3 Seq text width 30 Long Col4 Cost text width 30 Double Col5 Heading text width 30 1 Note if your CSV file contains column header names you should change the s
71. e date Both From and To dates must be entered Records are listed if the patients were in care between the From and To dates For example to list patients in care on 23 10 00 specify From 23 10 00 To 23 10 00 You could choose intervals longer than one day such as a week but only those patients in care for the entire period would be listed The Generate button If you press the Generate button you can see how the report will appear when it is printed and how many pages will be required Examples of report output are shown below using the Preview screen For example the Casemix report appears below There are a number of controls at the top of the Preview screen The first button printer allows you to send the report or selected pages to the printer The envelop button provides options for exporting the data to various file types such as comma separated value Excel and Word files The ightning button refreshes the data but you should not normally need to press it The drop down list contains a zoom option which you can change by selecting from the list The next four buttons let you navigate through the report to the first page the next page the previous page and the ast page respectively The binoculars button let you search for text in the report To exit from the Preview screen press the close button X in the top right of the screen SNAPshot 3 8 User Manual Page 56 1 The Casemix Report amp Bs 7
72. e modification Perry Handley Joan Home maintenance Perry Jackson Florence Other food services Perry Jensen Bend Counselling and support Perry Remington Aice Pathology testing n 2 ease k Pinata 2 dee mate This report shows number of OOS by main intervention by client by staff member This report will only include occasions of service that have had a yes to include in HACC MDS Extract entered in the Episode screen SNAPshot 3 8 User Manual Page 99 79 HACC Client Referral Source Report 64 9fo a Number of Clients by Source of Referral Clients Source of Referral Number Percent 35 00 5 00 5 00 5 00 5 00 Self 7 Family significant other friend 1 GPimedical practitioner community based 1 Specialist aged or disability assess teamservice eg ACAT 1 Comprehensive HACC assessment authority 1 Community nursing service 1 5 00 Hospital public 1 5 00 Psychiatric mental health service or facility 1 5 00 Palliative care facility hospice 1 5 00 Aboriginal health service 1 5 00 Other community based government medical health servic 2 10 00 Other 1 5 00 Not stated inadequately described 1 5 00 Total 20 This report shows number of client episodes and percentage by source of referral SNAPshot 3 8 User Manual Page 100 80 HACC Client Cessation Reason Report 64 9fo a Number of Clients by Main Reason for Cessation Clients Main Reason for Cessation Number Percent 15 00 15 00
73. e record which pre dates the latest episode SNAPshot 3 8 User Manual Page 15 Note that as from version 3 6 Variable Patient Details are always copied from the Patient record to newly created Episode records Previously these details were copied from Episode to Episode after the first Episode record had been created for a patient The address details that are copied are the Usual Address rather than the Current Address details DELETING A SNAP EPISODE If you delete a Snap Episode record all associated OOS staff time and MDS data will also be deleted CLOSING A SNAP EPISODE There are certain checks which can only occur when an episode is closed ie when you enter the Episode End Date This includes cross checks with related OOS and MDS data and you will not be able to save the entered End Date until all errors have been resolved It is normally good practice to enter and save all fields other than the End Date and only enter the End Date when you feel that all related data fields have been entered If you receive cross check error messages you can simply cancel the Episode save operation fix the problem and then enter and save the Episode End Date THE CLINICAL DATA SET Below the Episode data set in SetList and slightly indented you will see the Clinical data set The indentation implies that the Clinical data set is part of the Episode record To create a new Episode data set you must add a new Episode record but the Add operation
74. earlier period are copied to become the begin clinical scores for the new period Enter the review date for the patient in order to save the record When the episode is grouped the clinical items associated with the first period of care will be used to assign the AN SNAP class Enter the review date for the patient in order to save the record Note that this function can also be used in the Maint RUG and MH screens The list of Impairment codes has been updated to incorporate the results of a recent review of this codeset A new item called Outpatient O P care plan established 7 days prior discharge has been added to the Rehab GEM screen to assist with Australian Health Care Agreement reporting requirements A new item called Community Outreach Com OR plan established 7 days prior discharge has been added to the Rehab GEM screen to assist with Australian Health Care Agreement reporting requirements Australasian Rehabilitation Outcomes Centre AROC Screen It is compulsory to create an AROC dataset record before ending overnight episode type 1 rehabilitation case type 2 episodes This is done by clicking on add and save in the AROC Dataset screen A new item called Date of relevant acute admission has been added to the AROC Dataset screen SNAPshot 3 8 User Manual Page 3 e Four new items called Complication interfering with rehabilitation have been added to the AROC Dataset screen
75. ecome accessible If a user needs to switch from Facility to Facility the password for each facility only needs to be entered once during the same session until the user logs off Admin Logon from the Main Screen It is often convenient to be able to logon as the Administrator directly from the Main screen rather than from the Administrator Options dialog However if exclusive access is required this can only be achieved using the dialog To logon as the Administrator with any Facility record selected and the cursor on the EditView hold down the Shift key and press the F7 key the password dialog will have the caption Enter Administrator Password To logoff as Administrator but still stay in the Main screen repeat the process by holding down the Shift key and pressing F7 You will then have user access to the currently selected Facility but will not be able to access other Facilities for which the password has not been entered Setting Changing Facility Passwords To set or change a Facility password you must logon as Administrator select a Facility and then press F7 without the Shift key You will then see the Change Facility Password dialog and you should enter the new password and repeat the entry in the Confirm box If the codes match the new Facility password will be assigned Lost PASSWORDS If you forget a Facility password the simplest solution is for the Administrator to assign a new one it is not neces
76. ect eecdineectceangsees 9 ROMO IRC AE ENE EEE E E E EE E E E 10 Creating a SNAPshot Database EE 11 SELECT SnapOrig MA E 11 Logon ell E 11 ele Une L igie fu Le BEE 11 Select the new database ANEN 11 ln EE 11 Add a Facility FOCOR BE 12 Add a ProvUnit Provider Unit record sessesseseeeseeeeeirrerrteeeterrrnnrrnssssrrnennnnssssrrrnnnn 12 Select a ProvUnit Facility koii e e inet 12 Processing Patient R COrds 2 25s csieseneceet easiest etal etaels tens wicca de ndteelalecetieregiata elena 13 Patient record ordering EE 14 Searching for patients on MRN Name or HACC Statistical Linkage key 14 Variable Patient Fields rainier antisin e a E A iTA r 14 Processing Snap Een Er E 15 Copying Episodic Data saec pinn a a e a aa aaa aE a Taa aE 15 Deleting a Snap EPISOGS EE 16 Ee e SIA PISO EE 16 The Clinical Data EE 16 The Pall are Data 5 EE 17 Dt gl 18 Staff ordering DEE 18 Occasion of Service OOS Data Sets ccccceecccceeeeseceeeeeeeeeeeeeesaaeeeeeaaeeeeeeeeaaaeeeeeeaaeeeeens 19 The EPIOOS Cate E 19 The StatOOS E 20 EB ne EE 21 Ward Team and Member Hecorde nnr nrrnne nnn nne 22 The Ward eam dataset nner ek oestradiol Ra 22 The Members record RE talent Mh atc sarees ebara Si 23 The ProvUnit Provider Unit Data Get 25 Tne Pacility Data Set neger eege 26 The Epig0Day Data Setren ene E alan SEA 27 Administrator FUNCTIONS EE 28 Sire laiale SAP EE 28 Administrator Options E e DE 28 Database Wiles cscs ia ace te coast cused
77. eet eae anda leet e Eege EE 29 The Copy Database e EE 29 The Copy No Names Button lt 2s c ccccesscsatenealashaisteectnnns ereadenceesaedee a destueenniaglita tetas 29 The Repair Database Button WEE 29 The Compact Database Button EE 29 The Delete Queries EMT Oe ead hceuee eatiastaditeenge 30 The Backup Database HEEL i caer ergeet din AC 30 The Restore Database Kutten cs ccstscscec sate antceshateudetecacieeveindd Qual Sacbesecadendea canes eaten 30 PASS WOlIS earen Eder 30 Administrator PASS WOM EE 30 User Facility EE 30 Admin Logon from the Main Screen secs crccssecewerseecenaveadel desacuedos suaaestascnpeseeegeweseysbaeeeoedeacees 31 Setting Changing Facility Passwords EE 31 L st PASS WONKS EE 31 Facility Default Values cx ctisc22ess2h i acohedeelvadetataete diese dg 31 User Defined Table UDT WEE 32 MR OINCUI eln sift ea AE TE E T A TS 32 Defining the field Sraa a aa e cca a a aa a a aS 33 EPIS EE 33 Other fields Sarno aeea a a aE a a a A aa aaa aaae a ad TA EREE 34 PSI iacat D EE 34 ACCESSING hr D RA EE 34 Changing the Definition of aU DT RE 35 User Defined Look Up Tables LUT S iiss cscs otehenessiesetindstneisvestee sedans cn Eege EEN Reg deeg 35 Importing DATA EE 36 Import EE 36 The ImpDetail Data Sen ses aeiicactag ated EE deeg Eege e 36 The Import Dette ee aes cea cet eal eee eegen 37 Correcting errors in the import Geessen geed AER 37 TheSchemaini EE 37 Incomplete Import Files snnnnssnnersesssssnrnrrrrrsses
78. er of client episodes and percentage by benefit status SNAPshot 3 8 User Manual Page 96 76 HACC Staff OOS Main Intervention Report P OOS by Staff Member by Main Intervention Staff Member Main Intervention Minutes 1004 Whelan Advocacy with other agency 98 1004 Whelan Assessment allied health 1 discipline 78 1004 Whelan Assessment allied health 2 or more disciplines 20 1004 Whelan Counselling and support 59 1004 Whelan Diagnostic imaging zz 1004 Whelan Home modification 1004 Whelan Meals 1004 Whelan Medical treatment rz 1004 Whelan Medication dispensing administration or supervision 1004 Whelan Nursing technical intervention not elsewhere specified 1004 Whelan Other food services 1004 Whelan Patient education 1004 Whelan Personal Care Including Assist With Persoanl Care 1004 Whelan Provision of linen 1004 Whelan Referral to other agency 1005 Perry Advocacy with other agency 1005 Perry Allied health therapy 1005 Perry Assessment allied health 1 discipline 1005 Perry Assessment medical only 1005 Perry Centre based day care 1005 Perry Counselling and support 1005 Perry Domestic assistance 1005 Perry Group contact 1005 Perry Home maintenance 1005 Perry Home modification 1005 Perry Medication dispensing administration or supervision 1005 Perry Nursing technical intervention not elsewhere specified 1005 Perry Pathology testing 1005 Perry Patient education 1005 Perry Pers
79. erDate Diag bad hair day Diag2 23456 Diag3 34567 Diag4 45678 MiniScale 8 MaintType 1 ProvType SolePract 2 SolePract 2 FirstEpis CompStat MHServ 3 EpisNum Class 303 Oln PsychoGer HoNOS Overactive behaviour 1 2 ADL 0 3 Status 100 Grouping OK Au Op 21 1 National 7182 DayCost 340 Epicyy 2 41 Day CW 1 42 RUG Begin Eat 2 Bed 1 Toilet 1 Transfer 4 Total 8 End 2 3 4 3 12 Behaviour Physical Aggression B Verbal Disruption Behaviour A Total 0 FIM Begin Eat 3 Groom 4 Bath 3 Upper 4 Lower End 2 3 2 Begin Blad 4 Bowel xfer 4 XferToil 5 Tub End 1 2 2 Begin Stair 3 Comp Exp 5 Social 3 End 3 2 2 Begin Total 67 Motor 4 Cognit 19 Date 01 01 00 End 36 2 10 01 01 00 Begin BarScore 25 BarMax 100 Impairment 01 2 End 20 100 MHServ 3 Carefocus 2 ModeSep 1 SourceRefer 1 CGASBegin MHLS 2 EmpStat 1 MHITotal 22 CGASEnd Begin Overactive 2 Injury 2 Drink 0 Cognit 1 Disab 3 Halluc 2 End d 3 2 2 0 1 Prob This report is designed for use in case conference It displays most of the episode and for palliative care patients the phase fields including derived fields such as score totals Several patient record fields are also reported Only active data are shown for example if there is no RUG data then the RUG section will not appear For a given patient there may be multiple episodes and phases It includes a set of fields called National These include comparative data
80. ess table has been created If you need to add new fields delete existing fields or change the attributes of an existing field you must firstly use Access to change the table and secondly use the UserDef set to change the field definitions in Snap to be consistent with the new table definition If the Snap definition and the Access table definition are not consistent you will receive an error message when you try to select the UserTab set The constraints which are listed above for UDTs above apply to any changes that you make in Access since you have to make corresponding changes to UserDef records For example if you add a field with a name of more than 15 characters in Access when you try to define the field in Snap you will receive an error message If you have little experience in using Access you should try to find some one who is more expert to help you particularly if you plan to change the definitions of existing fields since this could lead to loss of data USER DEFINED LOOK UP TABLES LUTS If you specify a coded field in the UDT you can link it to an existing LUT by specifying the name or create a new LUT and import it using the Import option If you create your own LUT you must prefix its name with a small x to distinguish it from Snap LUTs and you should be careful not to overwrite a LUT which has been set up by another Facility You can make this check during Import since you will receive a prompt telling you tha
81. fO0S GenTime Path Imag Drug Equip AdminStatus HACCMDS ACAT AGS M ACATMDS2 PatCl4RR EpiClRR DVAAss MDE DVARev MD System ProvUnit Epi90D ay UserT able ImpDetail Import UserDet Migrate Facility 9 StJohn s T St Mark s C202 1 St Paul s D200 1 St Rose s D213 1 St Fred s K751 1 1 1 1 1 St Anne s N204 1 St Lucy s x123 1 St Luke s x245 1 2 4 1 3 St Mary s x318 1 Save Can Add Del Group Reset 0770872007 1 Fach Value St Luke s Episode ID Prefix x245 1 Default Case Type 2 Rehabilitation Default Episode Type 4 Community patient Default Care Model 1 Direct care Default Mental Health Service 3 Psychogeriatric Default Assessment Type 1 Medical with diagnostic pathology and or imaging Default HACC Eligible Default Service delivery setting Default Funding source Default AN Snap version 2 AN Snap 2 Key A SNAPshot Episode records are created in relation to a selected Facility Similarly Staff records relate to a selected Facility To process the data for a Facility users must know the Facility password assigned by the Administrator The Administrator can access any data You can define default values for each Facility for the following fields CaseType EpisType CareModel MHServ Mental Health Service and Assessment Type Default Funding Sou
82. file Use this option to specify the HTML file for example you might want to create a folder called SnapTemp on your c drive and store your HTML file s there Page Printer setup This option will display the Page Setup dialog and you can set page options such as margins and can press the Printer button to set printer options SNAPshot 3 8 User Manual Page 53 Standard Summary Reports THE MAIN SNAP REPORT SCREEN SHIFT F8 Patient 20 HRN System 1 Jup PatName DOB dg __ Version__ SysBea P 20000145 Clarke Libby 06 01 1934 Cinical gt 380 01701 1999 31 12 2008 20000326 Kennedy Martha 05 11 1916 een 20001278 _ Belmont Rosemary 09 05 1904 OCDE 20001777 Ingham Jane 22707 20001784 Chappell Chris 14010 20002695 Jensen Kate 30 04 20004229 Aitchison Jane 02 09 Report DB jc SnapShot RepDB mdb Compact 20004833 Kellett Joan 11 03 20005243 McCabe Helen 16701 Exttact Folder c SnapExtract 20005605 Rossitor Deidre 25 01 20005629 Shepard Geraldine 31710 Depot e BEE 20006439 Nugent Nos 29 12 ProvUnit Class 20006489 Knowles Kay 03 06 2 Clinical ppg
83. from the 1996 National SNAP Study The fields include the national average cost per episode for the class to which the episode phase is assigned the national average cost per day the episode cost weight EpiCW the day cost weight DayCW and the national average length of stay For ambulatory episodes same day outpatient and community this is the average number of days in which the patient is seen over a period of 90 days For overnight episodes this is the average length of hospital stay For ongoing episodes length of hospital stay greater than 90 days this is the average cost and length of stay over a 90 day period Leave days are excluded SNAPshot 3 8 User Manual Page 58 3 Classes by Episode S amp F 100 ll i ale gt lo i Classes by Episode Selection Criteria ProvUnit MRN Episodes LOS Start End Ep Class Ep Class Ep Class Ep Class PU DDT 20000145 01 01 00 08 01 00 1 20000326 01 01 00 04 01 00 206 20001278 01 01 00 05 01 00 206 20001777 01 01 00 17 01 00 206 20001784 01 01 00 12 01 00 206 20002695 01 01 00 08 01 00 206 20004229 01 01 00 10 01 00 206 20004833 01 01 00 06 01 00 206 20005249 01 01 00 16 01 00 206 20005605 01 01 00 08 01 00 20005629 01 01 00 04 01 00 20006439 01 01 00 14 01 00 206 20006489 01 01 00 17 01 00 206 20007462 01 01 00 06 01 00 206 20007612 01 01 00 20 01 00 20008519 01 01 00 06 01 00 206 20009200 01 01 00 04 01 00 206 20009313 01 01 00 18 01 00 206 20009489 01 01
84. gham Jane 22 07 1938 Glover 01 01 2000 1 89 51 RN 34 20001784 Chappell Chris 14 10 1930 McCabe 01 01 2000 1 86 27 RN 34 20002695 Jensen Kate 30 04 1918 20004229 Aitchison Jane 02 09 1940 20004833 Kellett Joan 11 03 1927 20005249 McCabe Helen 16 01 1917 gt 20005605 Rossitor Deide 25 01 1902 20005629 Shepard Geraldine 31 10 1912 20006439 Nugent Nora 29 12 1912 20006489 Knowles Kay 03 06 1928 MH AdultHoNOS AdultLSP AdultMHI Save Can Add Del Group Reset 07 08 2007 1 OOS by Episode 20007462 Owens Jane 15 04 1909 CareDate 01 01 2000 20007612 Gumey Elsie 13 01 1926 Shift 1 20008519 Reid Loma 10 09 1909 Dol 88 20009200 OwensJackie 24 01 1925 Minutes 36 20009313 Vickers Josie 15 10 1902 Main intervention 25 Monitoring and surveillance 20009489 Kane Kate 19 10 1903 Intervention 2 28 Pathology testing 7 20009812 Armstrona Gillian 07 05 1940 7 Intervention 3 35 Social support Intervention 4 31 Provision of aids or appliances Episode 1 Service delivery setting 1 Home HACC Details 15 08 01 2000 Assistance with Goods amp Equip 1 10 Self Care Aids Assistance with Goods amp Equip 2 60 Car Modifications Meals 60 Linen 70 Transport 20 01 01 2000 Home modifications cost
85. h Rd Berg 12 01 01 2000 1 Address Cox 13 01 01 2000 Suburb Eastville Taylor 14 01 01 2000 1 State 6 Tas 7 Se EE ZE Postcode 6666 Ty Manual38 doc Micro e SNAPshot3 80a CD If you want to process any episodic data for a patient you must first create a Snap Episode record You cannot for example create a RehabMDS record without first creating a Snap Episode record The first important step is to select the relevant patient in PatList You can move the cursor to PatList either by using the mouse to click on the appropriate row in PatList or you can press the F6 key to cycle through the different Main screen segments until the cursor lands on PatList and you can then use the arrow and or PageUp PageDown keys to move through the list of patients CoPYING EPISODIC DATA The Snap Episode record and several MDS minimum data set records contain fields which are automatically copied when creating new records For example in the Episode record variable patient details such as address and next of kin information are copied from the currently selected record This last point is important since normally you will want to copy data from the latest episode and you should make sure that the record indicator in EpiList is pointing to the episode from which you require the fields to be copied If the latest episode is not selected you will receive a warning message which you can override since it is possible that you wish to create a new episod
86. he fields present in the import data file although columns such as ProvUnit can be left blank You can add new definitions to the schema ini file which omit these fields For example if you have only one ProvUnit and one Facility MRNs are always unique concurrent episodes are extremely rare and you don t enter intervention codes or HACC OOS data you could provide import files which conform to the following specification 00S2 Cer ColNameHeader Fals Format CSVDelimited MaxScanRows 0 CharacterSet OEM Col1 MRN text width 30 12 Col2 Staff text width 30 10 Col3 CareDate text width 30 Date Col4 Mins text width 30 Long SNAPshot 3 8 User Manual Page 41 Changes to the schema ini file are probably best performed by a technical person who is familiar with Access if this is possible The AdminStatus Data Set This data set allows you to record administrative events or actions such as Application for Nursing Home Placement or Respite Care Approval using the following fields Episode Identifier Date Type of action Status of action and comments 50 characters or less The codes for the Type and Status field codes may be up to 15 characters in length and you must provide look up tables LUTs for them for each facility for which AdminStatus records are to be created see the Import section above for details on importing LUTs The LUTs must be imported as CSV comma separated value files which can be create
87. he way that you will want to use it but it can be resized if you wish to view other applications concurrently Various monitors can be used such as VGA Super VGA or XGA but a minimum of Super VGA is recommended 800 x 600 pixels The higher the resolution the better Within the Main screen each of the segments listed above can be re sized to suit the operation you are currently undertaking by dragging the bars which separate them For example if you are entering staff time data you will need the StaffList but if you are entering episodic data you can squeeze out the StaffList and so on Note if you are editing data in EditView you will receive the message Save or cancel changes if you try to select another segment You should complete the changes to the current data set and then press Save or Cancel If you try to resize a segment whilst editing a data set the message will appear but as the second part of the message indicates you should press the Esc key resize the segment by dragging the bar to the required position press the left mouse button clear the message and continue editing ENTERING TRANSACTIONS The most important point to understand is that all editing is performed in the EditView segment in the bottom right hand corner All other segments are used for the purpose of selection The normal procedure is to select a data set from the SetList and then select relevant rows from the other lists For example if you
88. hich contains the RepDB mdb file typically the folder c Snapshot however you can specify another folder which can even be ona computer other than the one SNAPshot is installed on SNAPshot 3 8 User Manual Page 84 54 FIM Listing Extract This report produces a comma separated value file containing the following fields Field Description Example Values FundName FacName MRN BegDate EndDate GivName SurName Surname Cox DOB 14 07 1921 Sex EE AdmEat Adm Eating 1 AdmGroom Adm Grooming 2 AdmBath D n Bathing PB AdmUpper Adm Dressing upper body H AdmLower Jee Dressing lower body P AdmToiet_ Adm Toileing P AdmBladder__ Adm Bladder management 7 AdmBowel Adm Bowel management H AdmXfer Adm Transfer bed chair 2 AamxtrToi Adm Transfer Toilet 3 AdmTub Adm Transfer Tub 4 AdmWalk J Walkiwheel chair P AdmStair Adm Stairs le AdmComp Adm Comprehension 7 AdmExp Adm Expression 1 AdmSocial Adm Social interaction 2 AdmProb Adm Problem solving 3 e lt DisEat Dis Eating EE DisBath Dis Bathing f DisUpper Dis Dressing upper body DisLower Dis Dressing lower body 3 DisToilet Dis Toleting fe DisBladder Dis Bladder management 1 DisBowel Dis Bowel management P DisXfer Dis Transfer bed chair_ 6 DisxfrTol Dis Transfer Toilet 5 DisTub Dis Transfer Tuo fa DisWalk Dis Walkwheel chair P DisStair Dis Stars f DisComp Dis Comprehension T DisExp Dis Expression
89. hich may optimise the printed output For example you can use the Page Setup option see below to reduce the margins or to select landscape orientation You should also note that less space is required in the printed output to display data values than on screen so you may be able to reduce column widths to fit all of the data on one page You can also reduce the row height of the grid temporarily if for example the displayed output is slightly longer than one page Caution if you want to exit the print preview window without printing use the File Exit menu option or press Alt F4 to quit the window rather than pressing the xX in the top right hand corner On some versions of Windows pressing the X can cause Snap to lock up If the system locks under Windows 95 98 you will need to press Ctrl Alt Del select SNAPshot and then press the End Task button to quit Snap Write to Report html If you have Internet Explorer on your computer you can build more customised reports by writing to an HTML file This option will write selected rows or all rows if none are marked to a file identified using the option below Specify HTML file By default the file name will be c SnapShot Report html To view the HTML file s go to Windows Explorer and open this file SNAPshot 3 8 User Manual Page 52 You can create as many HTML files as required and locate them wherever is convenient You should avoid using a shared file on your file se
90. ich to write the data extract files This folder can be different to the SNAPshot installation directory It can even be on a different computer on a server for instance If the folder does not exist you will be asked if you want it to be created Options select button below x Can t find folder N Snapshot extracts Do you want Snap to create it No don t create folder 51 VRP Episode Patient Extract This option writes two tables into the currently selected report database which by default is c SnapShot RepDB madb typically the folder c Snapshot however you can specify another folder which can even be on a computer other than the one SNAPshot is installed on It is also used for the Private Rehabilitation Study and cannot be displayed in the Preview screen as is the case for other reports 52 ACAT AGS MDS Extract This report produces a comma separated value file according to the ACAT specification The file ACATMDS TXT is written to the folder which contains the RepDB mdb file typically the folder c Snapshot however you can specify another folder which can even be ona computer other than the one SNAPshot is installed on This extract has been replaced by MDS 2 and should only be produced on request by the Evaluation Unit 53 ACAT AGS MDS 2 Extract This report produces a comma separated value file according to the ACAT specification The file ACATMDS TXT is written to the folder w
91. ile Dialog and select the SnapShot SnapOrig mdb database When you click on the OK button you will receive a message warning you that you will not be allowed to open this database since it is provided only for the purposes of copying Logon as Administrator Note that each time you select a different database you will have to enter the Administrator password for that particular database unless you wish to logon as a normal user Use the File Administrator Options menu item to open the Administrator dialog Enter the password by default admink and click the exclusive mode tick box Then press the Logon as Administrator button and press Exit Copy SnapOrig mdb From the empty screen use the File Database Utilities menu option to open the Utilities dialog Press the Copy Database button and enter the name of the database for example Snap mdb Press Exit to quit the Utilities dialog Select the new database From the empty screen use the File Select Database menu option to open the File Dialog and select the new database This operation will log you off as Administrator since each database has its own passwords Open the Main screen Use the File Open Main Screen menu option to open the main processing screen When it opens you will have access to only one data set the Facility set Since this is a new database there are no Facilities defined and so you will have to logon as Administrator because on
92. ile is written into the extract folder The default location of the extract folder is c SnapExtract however you can specify another folder which can be on any computer including other than the one SNAPshot is installed for further information please refer to either the SNAPshot V3 8 Manual or to 3 2 3 above The file can now be uploaded to AROC via AROC Online Services AOS note that the extract contains client MRN and date of birth but does not include any other identifying data items SNAPshot 3 80a Main Provider Unit PU1001 Facility X245 _ Lj Patient 20 HRN Patient StaffOOS 0 MAN PatName Jop a J Episode Jup Sumame _ GivName CareDate Shift DosiD_ Mins gt 20000745 Clarke Libby 06 01 1934 Clinical 20000326 Kennedy Martha 05 11 1916 Rehab GEM 20001278 eko Rosemary 09 05 1904 VU ge 20001777 _ Ingham Jane 22 07 20001784 Chappel Chis 14710 L AL 20002695 Jensen Kate 30 04 20004229 Aitchison Jane Report DB Jc SnapShot RepDB mdb Compact Extract Folder c SnapE stract 20004833 KellettJoan 20005249 McCabe Helen 20005605 Rossitor Deidre 20005629 Shepard Geraldine Reports Selection criteria 20006433 Nugent Nora d E hange point Case 20006489 Knowles Kay ee ee S 20007462 Dwens Jare 10 Mc ost Caner on sN AP Classes Facility x24
93. in Group contact TSl not Aborig Origin Home maintenance TSl not Aborig Origin Home modification TSl not Aboriq Origin Information support for family carers TSl not Aborig Origin Legal report hearing TSl not Aborig Origin Meals TSlnot Aborig Origin Medical treatment TSl not Aborig Origin Medication dispensing administration or supervision TSlnot Aborig Origin Medication prescription 7 TSlnot Aborig Origin Monitoring and surveillance TSl not Aboriq Origin Nursing technical intervention not elsewhere specified TSlnot Aborig Origin Other food services TSl not Aboria Origin Pathology testing TSlinat Ahovia Nrinin Patiant aduratinn WHNTWAHWHNENWWEHWA ONOOE DOEN DOE ee ee e DOEN ee ee ae 4 AW HWVH WH NH NWWEMHW ONOMEkH w 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 This report shows the number of OOS and percentage by main intervention and indigenous status codes 1 to 3 only SNAPshot 3 8 User Manual Page 95 75 HACC Client Benefit Status Report 64 9fo a Number of Clients by Benefit Status Clients Benefit Status Number Percent Aged pension Veterans Affairs Pension Disability Support Pension Carer Payment Unemployment Pension Other gov pension or benefit No gov pension or benefit Not stated inadequately described Total Sj ynnwen N 25 00 20 00 15 00 10 00 10 00 10 00 5 00 5 00 This report shows the numb
94. is not necessary for the Clinical data set since its fields are actually stored in the Episode record This means that you cannot process Clinical data set fields until you have created an Episode record The MH Mental Health record similarly has subordinate data sets which appear as indented names in SetList SNAPshot 3 8 User Manual Page 16 The PallCare Data Set SNAPshot 3 80a Main Provider Unit PU1001 Facility X245 Bi rie edit Patient Episode Clarke Libby 06 01 1934 Clinical 01 01 2007 KennedyMartha 05 11 1916 GH GEM 01 01 2007 E 05 01 2007 BelmontRosemary 0970571904 AROCDatase Tos ip 2007 7 07 01 2007 20001777 Ingham Jane 22 07 1938 20001784 Chappel Chris 14 10 1930 20002695 Jensen Kate oa enn 0004229 AitchisonJane 02 03 1340 AdultHoNOS 0004833 KellettJoan 11203 1927 AdultLSP 20005249 McCabeHelen _ 16 01 1917 AdultMHI 20005605 RossitorDeide 25 01 1902 ChildMH 20005629 Shepard Geraldine 31 10 1912 SnapClass 0006439 Nugent Nora 29 12 1912 PrivRehab 0006489 KnowlesKay 03 06 1928 Staff KE 20007462 Daems Jare 15 04 1909 belle 4 Terminal 20007612 Gumey Elsie 1370171928 Members 3 Discharge case closure 20008519 Reid Loma 10 09 1909 H 3 Limited assistance 20009200 OwensJackie 24 01 1925 Staf00s Steg sesitanes 20009313 Vickers Jose __ 15 10 1902 ponte 3 Linked snsstence 20003489 Kane Kate 19 10 1903 3 Extensive assist 20008812 _ Anmstiona Giian 107 0571940
95. it is important to note that the fields in the import transactions are all text fields so if for example you are entering a date you should enter all characters in the form dd mm yyyy For a coded field you can use the drop down list to select a value When you have finished amending the rejected records select the EditView press F7 and choose the Re process records above option If some of these records are rejected you can repeat the process THE SCHEMA INI FILE When you install SNAPshot a file which defines the format of the import CSV files will be placed in the SnapShot folder If you store databases in other folders and want to import data into them then you must copy the schema ini file into the database folder The Access database engine expects to find this file when it imports the data In the import CSV file all fields are defined as type text and the widths are defined as being considerably longer than the actual database fields This allows for example a date field in the import file with a value of Sometime in late June to be imported into the staging table without losing the data It will of course not be accepted as a legal date The file definitions in the schema ini file have been specified with the extension txt rather than csv The reason for this is that if you import a CSV file into Excel it does nasty things like automatically stripping off leading zeros which can cause problems
96. l be selected F6 The F6 key will move you forwards from segment to segment Shift F6 will move backwards F7 F7 is the Process key and for certain segments data sets provides additional processing options For coded fields such as sex or marital status you may either enter the value directly or press the button to reveal a drop down list The button is displayed for the currently selected field if it has an associated lookup table For all of the sets described below you must select the appropriate data set from SetList before attempting a transaction For example if you wish to edit a patient record you must select the patient in PatList and click on Patient in SetList SNAPshot 3 8 User Manual Page 10 Creating a SNAPshot Database You can have any number of SNAPshot databases on your system and you can use the File Select Database menu option on the empty screen to select the database you wish to process The first step however is creating an empty database To create a database you must copy an empty template database called SnapOrig mdb but to do this you must be logged on as the Administrator and you must have Exclusive access to the database Select SnapOrig mdb When you start Snap for the first time you will receive an error message saying that Snap cannot locate the database called c SnapShot snap mdb From the empty screen use the File Select Database menu option to open the F
97. lass Episode Type Class Description Number Average National of Cases Change Change 255 OP Com Rehab Assess Mult 13 1 31 nia 256 OPiCom Rehab Treat Medical Only 1 0 00 2 64 257 OP Com Rehab Amp 1 0 00 2 09 258 OPiCom Rehab Brain Injury amp MMT 3 0 67 0 99 259 OP CamRehab Spnl Injury Motorchg DescAbb String 00 0 95 260 OPiCom Rehab Strk amp DD Sole Practitioner 3 0 00 1 25 261 OP Com Rehab Strk amp DD Mult FIM Mot lt 80 5 0 40 3 93 262 OP Com Rehab Dirk amp DD Mult FIM Mot 81 2 0 00 1 32 263 OP Com Rehab Oth Impairs Sole Practitioner 94 0 56 1 06 264 OP Com Rehab Oth Impairs Mult FIM Mot 80 40 0 90 4 98 265 OP Com Rehab Oth Impairs Mult FIM Mot 81 16 0 06 0 71 453 OP Com GEM Assess Mult 15 0 27 nia 455 OP Com GEM FIM Mot lt 40 25 1 56 0 14 456 OPiCom GEM FIM Mot 41 56 26 0 46 0 22 457 OPiCom GEM FIM Mot 57 Sole Practitioner 0 45 0 22 458 OPiCom GEM FIM Mot 57 Mult 164 1 05 1 26 Total 560 This report is similar to the Casemix Report It shows information on the change in FIMTM Motor Sub scale score from the beginning to the end of the episode This report includes only those episodes classified as Case Types 2 and 4 Rehabilitation and GEM and who are seen for other than Assessment Only It includes only episodes with a FIM Motor score excluding those episodes with a Barthel score and includes only episodes with both a Start score and an End score The FIMTM Motor Change Report also includes com
98. ly the Administrator can define passwords You can do this from the Main screen but note that you cannot set the Exclusive access flag from this screen you must use Administrator Options to set the flag SNAPshot 3 8 User Manual Page 11 To logon as Administrator with the EditView selected the cursor is positioned on it hold down the Shift key and press F7 The Password dialog will appear and you can enter the Administrator password default admink Add a Facility record Click on the Add button to add a new record and enter the Facility details As a minimum you must enter the four character code and a name but you may also enter default values for fields such as CaseType Press the Save button to save the record and then define the user password for this facility by pressing F7 without the Shift key You will have to enter the password twice If you forget a user password you as Administrator can create a new one at any time If you forget the Administrator password see the chapter on Administrator Functions After you have added a user password you will see the encrypted value in the read only field called Key You can repeat this process for as many facilities as you wish to define Add a ProvUnit Provider Unit record Before you can add patient records to the database you must define at least one provider unit Select the ProvUnit data set press the Add button and add a ProvUnit record Select a ProvUnit F
99. mence with a small x to distinguish them from Snap defined LUTs 7 LUT names must be unique across Facilities eg if Facility N222 defines a LUT called xRefSource then it is accessible to all Facilities but N765 cannot define a different LUT with the same name CREATING THE UDT Once you have defined the set of fields for a Facility select any of the fields in UserDef and select the EditView Press the process key F7 on the keyboard and you will receive a prompt asking if you wish to create a new table for the Facility The table will have the name XXXXUserTab where XXXxX is the code for the Facility Snap will then create the table a primary key on the EpisID field and a relationship between the Episode table and XXXXUserTab Important When you create a new UDT you must be the only user on the network since Snap requires exclusive access to the Episode table ACCESSING THE UDT Once the UDT has been created users can access it the same way as they access other data sets by selecting a Facility and then clicking on the UserTab set name in the SetList One new UDT record can be added for each Snap Episode record If you delete the Snap Episode record the corresponding UDT record is deleted If you delete a patient record all UDT records for all Facilities for the patient will be deleted SNAPshot 3 8 User Manual Page 34 CHANGING THE DEFINITION OF A UDT You cannot change the definition of fields in a UDT once the Acc
100. mmodation 20007612 Gurney Elsie 01 01 00 20 01 00 1 Discharged to usual accommodation 20008519 Reid Lorna 01 01 00 06 01 00 1 Discharged to usual accommodation 20009200 Owens Jackie 01 01 00 04 01 00 1 Discharged to usual accommodation 20009313 Vickers Josie 01 01 00 18 01 00 1 Discharged to usual accommodation 20009489 Kane Kate 01 01 00 12 01 00 1 Discharged to usual accommodation 20009812 Armstrong Gillian 01 01 00 20 01 00 1 Discharged to usual accommodation 334455 Ester Polly 23 09 04 24 10 04 8 Discharge at own risk 55664433 Nylon Dry 13 01 03 02 03 03 2 Discharged to interim accommodation 12 09 03 29 09 03 1 Discharged to usual accommodation 77886655 Notsure Eym 1209 04 11 10 04 2 Discharged to interim accommodation This reports lists all patient episodes meeting the specified criteria for which the episode end date has been recorded SNAPshot 3 8 User Manual Page 70 15 MH Number of Episodes Clients Report SS a amp F roe Mf ft fers gt mio ea Cl Number of Mental Health Episodes Clients Selection Criteria Number of Episode Number of Clients EE Astar E el A linbox microsoft Em 3 50 WI Esseg f Man3s Microsof RUA 1 24PM This report shows the total number of episodes and clients for mental health patients SNAPshot 3 8 User Manual Page 71 16 HONOS Change Report 64 9fo a Change in HONOS Score by Episode MRN Episode Begin Patient Name 20008703 01 01
101. n SNAPshot 3 8 User Manual Page 51 Reporting Three levels of reporting can be identified for the SNAPshot database 1 Unit record level reporting from the Main Snap screen to print from any of the 6 data segments available from version 3 3 2 The generation of standard summary reports 3 User defined reports using report generation tools such as Access and Crystal Reports not provided as part of the SNAPshot package REPORTING FROM THE MAIN SNAPSHOT SCREEN Function key F8 has been reserved to invoke report options from any segment on the Main screen After pressing F8 you will have the following options Print Preview If you select this option the rows records in the currently selected segment will be displayed in the print preview screen and you can choose to print all pages by pressing the printer icon a range of pages or the current page If no rows are marked all rows will be displayed but you can choose which rows to display by marking them You can mark rows in a list by clicking on the record indicator the grey box at the left of each row of data To mark a contiguous block click on the first row hold down the Shift key and click on the last row To mark unmark individual rows selectively hold down the Ctrl key and click on the relevant record indicators Before choosing to produce hardcopy you should check the number of pages displayed at the top of the print preview screen since there are some options w
102. n or after a specified date by entering the From Care Date and checking the On After BegDate check box From Care Date 01 01 2004 E On after BegDate SNAPshot 3 8 User Manual Page 69 14 Completed Episode Reason Report Pepot I ER elo gt 4 a 1 ei Completed Episode Reason Report Selection Criteria MRN Patient Name Begin End Reason for episode end Date Date 20000145 Clarke Libby 08 02 01 15 03 01 2 Discharged to interim accommodation 20000326 Kennedy Martha 01 01 00 04 01 00 1 Discharged to usual accommodation 20001278 Belmont Rosemary 01 01 00 05 01 00 1 Discharged to usual accommodation 20001777 InghamJane 01 01 00 17 01 00 1 Discharged to usual accommodation 20001784 Chappell Chris 01 01 00 12 01 00 1 Discharged to usual accommodation 20002695 Jensen Kate 01 01 00 08 01 00 1 Discharged to usual accommodation 20004229 Aitchison Jane 01 01 00 10 01 00 1 Discharged to usual accommodation 20004833 Kellett Joan 01 01 00 06 01 00 1 Discharged to usual accommodation 20005249 McCabe Helen 01 01 00 16 01 00 1 Discharged to usual accommodation 20005605 Rossitor Deidre 01 01 00 08 01 00 1 Discharged to usual accommodation 20005629 Shepard Geraldine 01 01 00 04 01 00 1 Discharged to usual accommodation 20006439 Nugent Nora 01 01 00 14 01 00 1 Discharged to usual accommodation 20006489 Knowles Kay 01 01 00 17 01 00 1 Discharged to usual accommodation 20007462 Owens Jane 01 01 00 05 01 00 1 Discharged to usual acco
103. nDate gt 52 ACAT AGS MDS Extract S 53 ACAT MDS 2 Extract To Sepn Date I Include no end date boigral Onn 54 FIM Listing Extract e 55 AN SNAP HCP Summary Extract Eatas 57 AROC Inpatient Extract Epis Type ee 58 HACC MDS Extract M Host SIGH HIE 59 PCOC Extract Cate Modet Provider No e 3 S N Stat StafiName StaffiD StDate HACCI REPORTS aoe Postcode Resub Disk gt 1000 Da 1 0170172 Mam interven mins E i 4 om E 2 01 017 72 HACC Age group sex minutes Ward Team Data Coll ID 73 HACC Client Country of birth WW 5 1002 Peny 3 01 0172 La HACC Client IndigStat Main Int Consultant Agency 1003 Page 4 0072 pan 75 HACC Client Benefit Status Case M i004 Bicha 5 01 0172 e ase Manager JE McCabe 6 01 0172 77 HACC Staff 00S Minutes JE d EE e 1 Generate Repat CS 1008 Glover 9 Dm 01 01 2000 UserDet 1009 Aspinall 10 1 Migrat _ Address 16 Main St 1010 Hampson 11 01 01 2000 1 mae Address Dm Beg 12 0701720001 Suut Weile m2 Co 13 0 07201 m BACT 1013 Tale 14 __ 01 01 2000 1 Sen CN i014 Lyons 15 o1 01 2000 1 LL Postcode 1015 ILincom 116 01 01 2000 1 Local Government Area 1234 4 Phone 222861234 SNAPshot 3 8 User Manual g untitled Page 87 Select 56 HIE Extract and enter appropriate values for Facility and From Sepn Date and To Sepn Da
104. ngham Jane 22 07 1938 are Chappell Chris 14 10 1930 Maint RUG Jensen Kate 30 04 1918 MH AitchisonJane 2408 1200 AdultHoNOS KellettJoan 11203 1927 AdultLSP Mc abe Helen 16 01 1917 AdultMHI Rossitor Deidre 25 01 1902 ChildMH Shepard Geraldine 31 10 1912 SnapClass 20006439 Nugent Nora 29 12 1912 PrivRehab 20006489 Knowles Kay 03 06 1928 20007462 OwensJane 15 04 1909 20007612 Gumey Elsie 13201 1926 zl E pisode 1 BegDate CT ET EpisiD EndDate Kimnm2m 1 3 Main intervention Intervention 2 Equip Intervention 3 AdminStatus Intervention 4 l HACCMDS Service delivery setting ACATIAGS M HACC Details ACATMDS2 Assistance with Goods amp Equip D PatCl4RR Assistance with Goods amp Equip DI Statt StaffName Staffid las 5 J epicianR Meals Daly 1 01 01 2000 1 DVAAss MDE Linen Lockwood 2 01 01 2000 1 DVARev MD Transport Perry 3 01 01 2000 1 System Home modifications cost Page 4 01201 2000 1 ProvUnit Birchall 5 01701720001 Facility McCabe 6 0170172000 1 Epi90Day Ford 7 0170172000 1 UserT able Armitage 8 0170172000 1 ImpDetail Glover 3 m0200 met Aspinal 10 01701720001 UserDef Hampson 11 01 01 2000 1 Berg 12 0170172000 1 Cox 13 070172000 1 Taylor
105. nt 52 7 0 0 21 Complete 59 1 0 1 Output fields Class 60 4 100 9999 Status 64 3 100 999 MHClass 67 8 Text Episode Cost Weight 75 10 Inlier Cost Weight 85 10 Outlier Cost Weight 95 10 Complete is a flag set from Episode EndDate 0 no date 1 date present Each record in the text file must have a block of columns which contains the input fields If the record length is less than the end position of the last field 59 above the record is padded with blank characters before being passed to the grouper SNAPshot 3 8 User Manual Page 46 The Offset column shows the relative position of the field within the grouper fields block For example you may want to include MRN and Episode BeginDate in the file at the beginning of each record If MRN is 12 characters and the date takes 10 characters dd mm yyyy then CaseType would begin in column 23 Each record must be terminated by a carriage return line feed pair You may also include fields at the end of the record in the example they would start in column 146 22 104 The grouper will add the output fields to the string record and return it with the appropriate Class Status and MHClass values inserted Use the System data set to specify the start character position of the grouper field block 23 in the example above and the format that you are using 1 above or 2 below The maximum record size is 2000 characters The second format can be used for testing the groupe
106. ntal health episodes 321 Field error HONOS 5 Score Ensure that the AdultHoNOS data items have been entered for adult mental health episodes SNAPshot 3 8 User Manual Page 50 Status Description Suggested resolution Code 322 Field error HONOS 10 Score Ensure that the AdultHoNOS data items have been entered for adult mental health episodes 323 Field error LSP 13 Score Ensure that the AdultLSP data items have been entered for adult mental health episodes 324 Field error CGAS Begin Score Enter CGA begin and end scores in ChildMH screen for child mental health episodes 325 Field error MHLS Ensure that the MH data items have been entered for mental health episodes 326 Field error HONOSCA Ensure that the age specific HONOS child adolescent Behaviour Score data items have been entered 327 Field error HONOSCA School Ensure that the age specific HONOS child adolescent Score data items have been entered 328 Field error HONOSCA Total Ensure that the age specific HONOS child adolescent Begin Score data items have been entered 329 Field error Factors Affecting Ensure that the age specific HONOS child adolescent Health Status Total data items have been entered 330 Field error Impairment code Enter UDS Impairment code 331 Field error Complete End Enter Episode end date and supporting episode end Date data 999 Can t assign class Refer to status code above and suggested resolutio
107. nter the first characters of the Statistical Linkage Key Use the destructive backspace key to erase characters from the right If there are no search characters entered when you press F7 you can select one of the three sort orders If you are looking for the patient Smith Jack you would use F7 to select Name order and then you would enter say smi without the quotes and then press F7 Snap will locate to the first record beginning with smi the search is not case sensitive smi is the same as SMI For this type of search you would select the option First name commencing with smi after pressing F7 If you cannot locate the patient you can use a different kind of search by selecting the option Find first name containing smi and Snap will search to find the first record which contains smi anywhere in the patient name for example JSmith If the first record selected is not the required patient you can find the next one by pressing F7 and selecting the option Find next name containing smi To avoid having the dialog box appear every time you press F7 if you hold the Shift key down whilst pressing F7 Snap will automatically search for the next patient containing smi Note however that pressing Shift F7 locates to the next record irrespective of where you are currently positioned in the patient list so for the first search you should select the Find first name containing smi
108. on to a Facility each Facility has its own staff list The Cost Centre and Designation fields are optional and if you do not use them there will be only one Staff record for each staff member If you record either of the fields and update them as changes occur you should be careful to select the appropriate staff record when adding OOS Staff Time data STAFF ORDERING By default staff are listed in Staff code order but you can switch between Staff code and name ordering by clicking on StaffList and press the F7 key The current ordering is displayed in the caption bar at the top of the list Staff name is an optional field but if you leave it blank during editing when you save the record Snap will place the staff code into the name field since it is used for ordering purposes You can at any time overwrite the code with a name except of course a blank name SNAPshot 3 8 User Manual Page 18 Occasion of Service OOS Data Sets Staff patient contact can be entered in two ways by patient episode EpiOOS or by staff member StaffOOS The EpiOOS data set SNAPshot 3 80a Main Provider Unit PU1001 Facility X245 BAE B Fe Edt ax 20000145 _ Clarke Libby 06 01 1934 Armitage 01 01 2000 20000326 Kennedy Martha 05 11 1916 Birchall 01 01 2000 1 85 48 DN 34 20001278 __ Belmont Rosemary 09 05 1904 Ford 01 01 2000 1 87 39 RN 3A 20001777 _ In
109. onal Care Including Assist With Persoanl Care 1005 Perry Provision of aids or appliances 1005 Perry Social support 1005 Perry Transport 1006 Chivers Advocacy with other agency 1006 Chivers Allied health therapy 1006 Chivers Assessment allied health 1 discipline 1006 Chivers Assessment allied health 2 or more disciplines 1006 Chivers Assessment medical only 1006 Chivers Assessment multidisciplinary 1006 Chivers Bereavement counselling This report shows the number of OOS and minutes by main intervention by staff member This report will only include occasions of service that have had a yes to include in HACC MDS Extract entered in the Episode screen SNAPshot 3 8 User Manual Page 97 77 HACC Staff OOS Minutes Report OOS and Minutes by Staff Member Staff Member Minutes Whelan 806 Perry 918 Chivers Lowe Barton Wheeler Birchall Woodford This report shows number of OOS and minutes by staff member This report will only include occasions of service that have had a yes to include in HACC MDS Extract entered in the Episode screen SNAPshot 3 8 User Manual Page 98 78 HACC Staff Client OOS Main Intervention Report OOS by Main Intervention by Client by Staff Member Staff Member Patient Name Main Intervention 1004 Whelan Anderson Deidre Meals 1004 Whelan Armitage Jane Case Management 1004 Whelan Armitage Margaret Personal Care Including Assist With Personal Ca 10
110. op X button or you will close Snap You will then see the startup screen and you should choose the File Select Database option on the menu bar You can then use the file dialog box to select the database that you require this must be an Access 97 database with a file extension of mdb Having selected a database you must now use the File Main menu option to open it The next time that you run Snap the latest database that you selected will be used SNAPshot 3 8 User Manual Page 5 EpiList The Main Input Screen PatList SetList MultiList SNAPshot 3 80a Main Provider Unit PU1001 Facility X245 Bok edit ___Patti nt 20 MRN __ MRN PalName DOB Epis Version SysBeg ysEnd__ 200001745 CWke Libby 06 01 1934 b gt 380 01 01 1999 Yi 7 12 2008 20000326 Kennedy Martha 05 11 1916 Rehab GEM 20001278 Belmont Rosemary 09 05 1904 r 0001777 Ingham Jane 22 07 1938 EG SU E 1 A z Main RUG Save Cl Add Group Reset 07 08 2007 1 20004229 Aitchison Jane 02 09 1940 AdultHoNOS 20004833 KellettJoan 11 03 1927 AdultLSP McCabe Helen 16 01 1917 AdultMHI Patient identifier Rossitor Deidre 25 01 1902 ChildMH Provider unit 20005629 Shepard Geraldine 31 10 1912 SnapClass Medical record number 20006439 Nugent Nora 2971271912 PrivRehab 20006489 Knowles Kay 03706
111. or local clinical management purposes and in particular to allow for the review of local discharge policies SNAPshot 3 8 User Manual Page 65 10 The 90 Day Review Report amp amp F 100 D 90 Day Review Report Episodes commencing befor 01 01 2001 Provider Unit PU1001 Facility x245 MRN Surname Given Name Begin Case Episode Case Manager Date Type Type 20000116 Cox Rosemary 01 01 00 2 1 Tommy Quango 20001188 Remington Alice 01 01 00 2 1 Tommy Quango 20002168 Dunn Beryl 01 01 00 2 1 Tommy Quango 20002317 Clements Sandra 01 01 00 2 1 Tommy Quango 20002993 Chappell Gillian 01 01 00 2 1 Tommy Quango 20003401 Freeman Chris 01 01 00 1 1 Tommy Quango 20003584 Anderson Deidre 01 01 00 2 1 Tommy Quango 20003931 Jackson Florence 01 01 00 2 1 Tommy Quango 20004488 Handley Joan 01 01 00 2 1 Tommy Quango 20005556 Collins Martha 01 01 00 1 1 Tommy Quango 20007595 Vickers Margaret 01 01 00 2 1 Tommy Quango 20007949 Rossitor Lena 01 01 00 2 1 Tommy Quango 20007958 Armitage Margaret 01 01 00 2 1 Tommy Quango 20008115 Davies Melinda 01 01 00 2 1 Tommy Quango 20008492 Connor Gerry 01 01 00 1 1 Tommy Quango 20008703 Barker Melinda 01 01 00 2 1 Tommy Quango 20009152 Armitage Jane 01 01 00 1 1 Tommy Quango 20009292 Soul Rosalind 01 01 00 1 1 Tommy Quango Fa D SNAP allows both complete and ongoing episodes to be assigned to an AN SNAP class For Palliative Care episodes this requires an epsidoe to be ended and a new episode opened To do this
112. p Bms Mot 14 46 A gt 75 Strk amp Bms Mot 14 45 Ace Brain Dysme Mot 71 91 Brain Dystie Mot 29 70 A gt 55 Brain Dystmie Mot 29 70 Ac S4 Neurological Mot 74 91 Neurological Mot 41 73 Neurological Mot 14 40 Spni Cord Dystne Mot 47 30 Amp of limb Mot 66 91 Amp of limb Mot 47 65 Amp of Wb Mot 14 45 Pain Syndromes motor gt 14 Orthpaed Conds Mot 74 91 Orthpaed Conds Mot 8 73 Orthpaed Conds Mot 52 57 Orthpaed Conds Mot 14 51 Cardiac motors 14 Major Mutt Trauma motor 14 Oth Impairs Mot 67 91 Oth impairs Mot 3 66 Oth impairs Mot 25 52 Oth Impalrs Mot 14 24 NNER YN NEN RNY NNN NPN NNN ENN o Case Type start 5 G cusp 22 Manusla7 Microsoft Word IB SNAPshot 3 70a Ma This report shows cost weights by case type SNAPshot 3 8 User Manual Page 8 amp 2 27 Missing AROC Fields Report amp amp or z Missing AROC Fields Report Selection Criteria Facility MRN End Missing Field List Date Fields X245 123 01 26 2008 23 Sex uAccom PriorSupport FundSource HealthFund EmpStat AdmitClass ImpairTrauma RelAcuteDate OnsetTime DischargeTo EndSupport Impair ExistComorb Comorb1 AdmEat AdmComp DisEat DisComp DateEntBeg DateEntEnd DateRehabPlan DateDischP This report shows a list of missing AROC dataset items for episodes with an end date within the last 12 months SNAPshot 3 8 User Manual Page 83 Extracts Extract Folder You need to specify the folder in wh
113. pDetail Once the Facility has been reset the Facility wide data items will be visible SNAPshot 3 8 User Manual Page 106 Resetting the Provider Unit Patient Episode E Clinical Claes B208 Heath Servie i Gong D213HS D213 Heath Service Maint RUG ams K751 Heath Sevice MH N204HS M Heath Service AdutHonos PU1001 Eedem Heath Service AALE AdutMHl X1T23HS X123 Health Service ChildMH SnapClass D 0770872007 1 T S DVARev MD System ProvUnit Facility Epi90D ay User able ImpDetail Once the provider Unit has been reset the data sets under that provider unit will be visible SNAPshot 3 8 User Manual Page 107 Data Quality There are a number of standard reports that can be run to assist facilities to ensure that the data entered is of a high standard Report 10 90 Day Review this report shows those patients who have an open with a length of stay of more than 90 days Report 20 Database Summary this provides a count of the different records held in the database as well as MRNs of those records which appear to be incomplete greater than 90 days or missing an end date Patient details without any episode data those records where the DOBs are the same the majority of these will be simply people who share a birth date however it may highlight instances where two medical record numbers have been issued to the same patient those records with the same MRN but with diffe
114. parative data on FIMTM Motor change from the 1996 National SNAP study It displays the average FIMTM Motor change reported in the 1996 study It also shows the difference between the 1996 national results and your facility results SNAPshot 3 8 User Manual Page 67 12 BPM Reconcile Report BPM Reconcile Report 01 01 00 EndDate 15 01 00 LOS 15 3 TotalAct 8 200 00 DOB 09 04 1938 48 TotalBPM 10 200 00 Diff 2 000 00 19 FimAdmTot 67 206 Strk amp Brns Mot 47 62 MRN Surname GivName HealthFund FundMemNum 20001115 Ash Lorna 27 123456789 This report shows fields from the PrivRehab data set SNAPshot 3 8 User Manual Page 68 13 Current Patient List Report Report xX i Selection Criteria BegDate 01 01 2000 B amp F pos Un allen gt Current Patient List MRN 20000145 Begin Date 01 01 00 Consultant Revers Phase Begin 01 01 00 CurPhase 1 Stable MRN 20000326 Begin Date 01 01 00 Consultant ReversJ Phase Begin Cur Phase MRN 20001278 Begin Date 01 01 00 Consultant Revers Phase Begin Cur Phase MRN 20001777 Begin Date 01 01 00 Consultant Revers Phase Begin Cur Phase MRN 20001784 Begin Date 01 01 00 Consultant Revers Phase Begin Cur Phase sos ornai Wi man36 DOB NOK Phone Team DOB NOK Phone Team DOB NOK Phone Team DOB NOK Phone Team DOB NOK Phone Team n 06 01 1934 22266123
115. port data tables into the RepDB mdb file but you will not be able to display print the report RUNNING SNAPSHOT To start the system press Start Programs on the task bar and select SNAPshot SNAPshot 3 8 User Manual Page 1 Upgrading to New Versions IMPORTANT NOTES REGARDING MODIFICATIONS TO SNAPSHOT TABLES SNAPshot Tables and LUTs The Snap mdb Access database is accessible outside of the Snap system to allow users to generate reports and make modifications to user defined tables and LUTs look up tables whose names commence with x You should not attempt to modify other Snap tables or LUTs since this can cause database integrity or system inoperability problems Whilst modifications may appear to work for a particular version of Snap when upgrades are released your changes may be undone and it is possible that the system will crash SNAPshot QueryDefs In some situations Snap will delete all query definitions with a name commencing with the letter Q or q and later re generate them If you place your own QueryDefs in the Snap database you should firstly begin the name with a letter other than Q or q and secondly keep a copy of the QueryDefs in another Access database STEPS TO UPGRADE FROM SNAPSHOT VERSION 3 7 TO 3 8 1 Make sure that no users are logged onto Snap since you must logon as the Administrator with exclusive database access to upgrade to 3 8 2 Back up your current database file s this is the most
116. r and it contains the expected values of the output fields followed by the fields output by the grouper Field Offset Length MinVal MaxVal Input fields 1 CaseType 1 1 1 6 31 Complete 59 1 0 1 ExpClass 60 4 100 9999 ExpStatus 64 3 100 999 ExpMHClass 67 8 Text Exp Episode CW 75 10 Exp Inlier CW 85 10 Exp Outlier CW 95 10 Flag 105 1 Output fields Class 106 4 100 9999 Status 110 3 100 999 MHClass 113 8 Text Episode Cost Weight 121 10 Inlier Cost Weight 131 10 Outlier Cost Weight 141 10 The grouper will compare the expected Class Status and MHClass values with those derived by the grouping logic and if there is a discrepancy it will place a hash sign in the Flag field of the output file GroupOut txt The MHClass field must be left justified and blank filled An example of a batch file in format 2 is shown below Grouper field values The table for format 1 above shows the range of values allowed for each field in the grouper fields block The grouper is selective about which fields it examines but if it needs to use a field a value must be specified otherwise the Status field will be returned with a value other than 100 typically 300 plus the field number see first column in tables above If a field is not required for grouping for example Phase for a non Palliative Care patient it may be left blank SNAPshot 3 8 User Manual Page
117. r to admission 1 Private residence inc unit in retirement village Glover 3 01 01 2000 1 Current Address Aspinall 10 0170172000 T Current same as Usual Hampson 11 0170172000 1 Address 22 South Rd Berg 12 01 01 2000 1 Address Cox 13 0101 2000 1 Suburb Eastville Taylor 14 01 01 2000 1 State 6 Tas SE Ge ZE Postcode 6666 O TEBHED SNAPS uv DN Manual38 doc Micro fe SNAPshot3 80a CD Patient records are defined in respect of a ProvUnit which may relate to one or more Facilities as long as all facilities use the same patient identifiers ProvUnit code MRN Medical Record Number and DOB Date of Birth When you select a ProvUnit Facility combination you will see a list of all patients for the provider units all episodes in the currently selected Facility for the patient currently selected in PatList and all Staff members for the currently selected Facility in StaffList The first thing you should do when opening the Main processing screen is check that the ProvUnit Facility codes displayed in the Snap title bar at the top of the Snap Window are the correct ones If not use the ProvUnit and Facility data sets and the Reset button to select the required combination To add a new Patient record select the Patient data set and press the Add button An empty record will appear in EditView except that the ProvUnit field will display the currently selected ProvUnit Since ProvUnit is a read only field the descrip
118. rce refers to the Funding source for hospital patient on the Patient screen When you add new Episode records these fields will be preset but you can override the default values in the Episode record if required SNAPshot 3 8 User Manual Page 26 The Epi90Day Data Set SNAPshot 3 80a Main Provider U BB rie edit Patient Epig0Day 10 Episode __ Epis901D ProvUnit Facility BegDate Jun Sumame Givname Clarke Libby 06 01 1934 Clinical Kennedy Martha 05 11 1916 Rehab GEM Belmont Rosemary 09 05 1904 AROCDatase PallCare Ingham Jane 22 07 1938 Chappell Chris 14710 1930 Pcoc Save Can Group Reset 07 08 2007 fr Maint RUG Jensen Kate 30 04 1918 MH Episode 90 Day Review CR 20004229 AitchisonJane 02 09 1940 20004833 _ KellettJoan 11 03 1927 20005249 McCabe Helen 16 01 1917 AdultMHI Provider unit 0005605 Rossitor Deidre 25 01 1902 ChildMH Medical record number 0005629 Shepard Geraldine 31 10 1912 SnapClass Date of Birth 20006439 Nugent Nora 29 12 1912 PrivRehab Facility AdultHoNOS AdultLSP Episode identifier 20006489 Knowles Kay 03 06 1928 Staff Episode begin date 20007462 OwensJane 15 04 1909 WardTeam GC 20007612 Gumev Elsie 73 01 1926 l baa Given names Episode 1 Staff00S Case type BegDate
119. rent DOBs which could be the result of a clerical error on data entry and a list of Ungroupable episodes Prior to running this report you should first bulk group all the records in the database as this will ensure that the report reflects the current data Report 26 Suspect age not 14 100 Report this shows those patients where their age at the time of the episode was younger than 14 or older than 100 whilst it is possible that this is correct it may highlight records that have an incorrect DOB SNAPshot 3 8 User Manual Page 108
120. rt databases The reporting facility inside Snap uses Crystal Reports version 8 and the rpt files are the report definition files You should not change the rpt files if you have a copy of the Crystal Reports system installed Extract Folder You need to specify the folder in which to write the data extract files This folder can be different to SNAPshot installation directory It can even be on a different computer on a server for instance If the folder does not exist you will be asked if you want it to be created Options select button below x Can t find folder N Snapshot extracts Do you want Snap to create it No don t create folder Selection criteria If you do not enter any values in the criteria edit boxes all relevant records will be included Alternatively you may choose any combination of values to select data subsets Note that all selection fields relate to episode records If you only have one facility code in the database it is not necessary to specify a value for the Facility criterion If you specify more than one field value then all of the conditions must be met For example if you specify Case Type and Consultant then only those records meeting both specifications will be included in the report SNAPshot 3 8 User Manual Page 55 Values for alpha fields such as Ward Team or Consultant are not case sensitive so smith is the same as smith The reports by date are based on car
121. rver since your report output may then be overwritten by another user You should create your own file preferably on your local c drive You can use the same file repeatedly by creating report output printing the HTML file and then reusing it or you can create several different files and print them later Note that any report output previously written to this file will be overwritten using this option if you want to add data to the selected HTML file use the next option Append to Report html This option will append selected rows or all rows if none are marked to the selected HTML file You can build a report from selected data sets and selected rows from any of the Main screen lists by using this option To view the appended records in the HTML file s go to Windows Explorer and open the HTML file An example is shown below with data from Patient Episode and Maint RUG Detaila screen Patient Details Field Value Medical record number 20000145 Date of Birth 06 01 1934 Surname Clarke Given names Libby Sex 2 Female Episode Admin Details Field Value Episode begin date 01 01 2007 Case type 1 Palliative Care Episode type 1 Overnight admitted patientdesignated sub non acute unit Episode identifier d Assessment only 2 No Assessmenttype 1 Medical with diagnostic pathology and or imaging Mode of episode start 1 Admitted from usual accommodation Main RUG Details Field Begin End Review date 01 01 2000 Specify HTML
122. s 2 3 4 ER 6 Ho 8 56789012345678901234567890123456789012345678901234567890123456789012 rriimmcchhoaMCPMDiag1 H5HOLSCGAMCSHBFiiiiiiiEcccceeeMMMMMMMM 0000000000000000 000000000000000 12101100 0400000000000000 000000000000000 12102100 0000000000000000 000000000000000 12201100 0008910500000000 0000000000000008 111 12227100 tic 0000000000000003 000000000000000 12301100 0000000000400003 000000000000000 12302100 0000000000000000 000000000000000 12401100 0000431500000000 000000000000000 12402100 0000000000000000 000000000000000 12501100 1800000000002000 000000000000000 12502100 Note that the lines commencing with an asterisk are treated as comments In the example above the expected values are included in the GroupDat txt file The Snap class code starts in column 60 the Status code in column 64 the MH CASC class code starts in column 67 and the costweight values start in columns 75 85 and 95 The grouper will append the calculated codes starting in column 106 and will indicate in column 105 with a sign if there is a discrepancy between the expected and returned grouper values SNAPshot 3 8 User Manual Page 49 Resolving Grouping Errors When you attempt to assign a SNAPclass to a record either by performing a bulk group operation or by selecting SNAPclass in the setlist and hitting the group button for individual records SNAPshot will a
123. s the current database or different PASSWORDS There are two types of password the Administrator password and Facilities passwords Passwords must be precisely 6 characters in length and must contain only alphanumeric characters They are not case sensitive for example passwd is the same as PASSWD When you enter passwords the characters are not displayed just the placeholder character 7 Administrator Password Only the Administrator can set passwords and when a new database is created see Copy Database above the Administrator should first change the Administrator password from ADMINK to something different see Administrator Options Dialog above and then define at least one Facility and assign a password to the facility User Facility Passwords For normal users the logon procedure is performed in the Main screen Snap will display only a list of Facilities and the user must select the required Facility and enter the required password Note that if there is no value in the Key value this means that the Administrator SNAPshot 3 8 User Manual Page 30 has not yet allocated a password and processing cannot proceed until a password is assigned By default Snap will position to the Facility that was in use in the previous session and if this is the required Facility the user can logon by pressing the process key F7 and then entering the password If the password is correct all user data sets will b
124. sary for the Administrator to enter the old Facility password before assigning a new one If you lose the Administrator password you should press the Password Key button in the Administrator Options dialog record the number that is displayed and contact the Centre for Health Service Development on 02 421 4411 who will decrypt the key for you FACILITY DEFAULT VALUES The Administrator can set up default values in the Facility data set for the following Episode fields Case Type Episode Type Model of Care Mental Health Service Assessment Type HACC Eligible Service Delivery Setting Funding Source refers to the Funding source for hospital patient on the Patient screen AN SNAP Version When a new Episode or Patient record is added the values for the fields above will be set with the default values SNAPshot 3 8 User Manual Page 31 User Defined Table UDT SNAPshot 3 80a Main Provider Unit PU1001 Facility X245 BB rie edit ax aot 2 Patient Episode gt 20000745 Clarke Libby 06 01 1934 Clinical Geng R pisode identifier ee d N 20000326 Kennedy Martha 05 11 1916 Rehab GEM HI RefNum Reference Number Text ie N 20001278 Belmont Rosemary 09 05 1904 E Sieg 3000 RefDate Reference Date Date o 4 N 20001777 Ingham Jane 22 07 1938 CDE 4000 RefQuant Reference Quantity Long N 4 N 20001784 Chappell Chris 14 10 1930 5000 RefFac
125. sesseessesesserternnrnnnnntrrnnnunnnunnnrtnnnnnneeneeeeena 41 The AdminStatus Data Set ssscesssesccecssjeaselvaieteteeneiaete ZENS SEENEN EE 42 StatType and AdmStatus LUTe EEN 42 an ee d ME 42 Deleting or Changing Codes in the LUUT 43 STIG SNAP SHOE Grouper aco dace Saas cana oa a he Perea oe dna dees aed Manes Ramee ear 44 leie KI e TEE 44 Selecting the Version Of AN Gnap AAA 44 Grouping Individual FRSC EE 44 Eet ne DEE 45 Batch Een DEE 46 Gr uper field E 47 Example of Format 2 grouper batch file eceeeeeccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeneeeeeeeeees 49 Resolving Grouping ME 50 PSD OUI DEE E 52 Reporting From the Main SNAPshot Gcreen AEN 52 PrAL Pre VIOW AE EE E E E E EE E E E AEE Tes a A I E E 52 Write to FG PO Ml TUM eege ee EE 52 Append to Report OU 53 Specify HTME UE 53 Page Printer Stup TEE 53 Standard Summary Reports ss seessneeeeeeresoerntretttrtsstttnstrnntrsttttesettnnrtrnnt ere 54 The Main Snap Report Screen bm ESO AEN 54 The Report Database EEN 55 The Report Database Folder sas vscrceajducsnedeenect co cpstenucneteeunaeedadbyiontvenerenedes EE 55 Extract Folder nircri iienaa nae a a E A Rad sauna ege 55 Selection Crnteria dsd aa ed ene e a a ae a ae pane A 55 The Generate button nesinori nengna aaae a teas AE AE aa ARE ARE Taara eE EAE REA 56 1 The Casemix Ee EE 57 Dis PRO ACN A oa EE 58 3 Classes E 59 4 Glasses UE 60 5 Discharge Summary Report ebe eech 61 6 The Palliative Care Pa
126. set this button can be found in the middle of the right hand window now highlight ProvUnit and click Reset again At this point your data should magically reappear If you have more than one Facility or Provider Unit as shown in the example below you will need to select the appropriate one in the top right hand window Resetting the Facility SNAPshot 3 80a Main Provider Unit D200HS Facility D213 BB rie Edt Patient Facility 9 WAN Pattlame po f Ire Clinical St Mark s Rehab GEM D200 _ StPaut s D200 1 AND CDatase gt 0213 StRose s D213 1 FCO St Fred s K751 1 1 1 1 Maint RUG eit St Anne s N204 1 MH St Lucy s x123 1 AdultHoNOS St Luke s x245 1 3 4 7 AdultLSP St Mary s x318 1 AdultMHI ChildMH SnapClass PrivRehab Staff WardTeam Members St Rose s GenTime __ Alternate Facility Code D213 Path __ Episode ID Prefix 1 Imag Default Case Type Drug __ Default Episode Type Equip ___ Default Care Model AdminStatus Default Mental Health Service HACCMDS Default Assessment Type ACATIAGS M Default HACC Eligible __ Default Service delivery setting Episode 0 BegDate cT ET EpisiD EndDate _ Ca Statvame Stefi stDae TSes IZ C Defaut Funding souce DVAAss MDE Default AN Snap version 2 AN Snap 2 DvaRev Mp Ke System ProvUnit EpiS0D ay UserT able Im
127. ssign a status code to the record These status codes can be viewed by record in the SNAPclass screen and a summary of all the ungroupable records that is those records with a status code other than 100 can be found in the Database Summary report number 20 Refer to the table below to determine how best to correct the problem SNAPclass status codes and suggested resolutions to field errors Status Description Suggested resolution Code 100 Grouping OK No action required 301 Field error CaseType Check Case Type refer to the AN SNAP clinical training handbook for business rules 302 Field error EpisType Check Episode Type refer to the AN SNAP clinical training handbook for business rules 303 Field error Assessment Only Currently it is only possible to assign a SNAP class to Assessment Only for a Rehabilitation Episode 304 Field error Age Check date of birth rules now prevent non sensical DOBs but previous versions didn t apply any checks 305 Field error LOS Episode End Date needs to completed along with all supporting episode end data 306 Field error ProvType Check Provider Type refer to the AN SNAP clinical training handbook for business rules 307 Field error Phase Check PallCare Phase refer to the AN SNAP clinical training handbook for business rules 308 Field error Severity Total For Ambulatory pallcare clients check valid values for Pain Symptom
128. sub Disk N p 1000 Day 1 017 01 21 71 HACC Main interven O05 mins SI RG E Jm Lockwood 2 01 0172 72 HACC Age group sex minutes Ser hm Peny 3 01 0172 73 HACC Der Court of birth Concert Agency 74 HACC Client IndigStat Main Int 1003 Page 4 01 01 2 75 HACE Client Benefit Status M EE 1004 Birchall 5 DAD 76 HACC Staff 005 Main Int Gab JI McCabe 6 01 01 2 77 HACC Staff 00S Minutes 78 HACC Staff Client 00S Main Int s ee 7 HE Ge tr fo Ee Ereneer Gea JI Glover 3 01 01 2bee a 1009 Aspinall 10 01 01 2000 1 ke e __ Address 16 Main St 7010 Hampson 11 01 01 2000 1 wae CT Address Im Beg 12 01 01 2000 1 Suburb Westville Jim Co 13 0701720001 RR BACT __ 1013 Taylor 14 01 01 2000 1 Seiad Sen Di Lyons 15 o1 01 2000 1 ee 1015 ILincon 16 101 0172000 1 7 Local Government Area 1234 4 D Phone 222661234 zl Bs DT EEE DB ty Manuals fe SnapShot EI Microsof SNAPsh c Snap untitled SNAPshot 3 8 User Manual Page 86 The naming convention for the HCP extracts is as follows Australian Health Service Alliance Funds 2 79787878_AHS_01012000_01072002_S tet MediBank Private This can be broken down as follows Provider No _ Fund _ DteFrom _ DteTo txt It is these files that have to be forwarded onto the relevant health funds The file HCPExt txt is written to the folder which contains the RepDB mdb file typically the folder
129. sword for a Facility once See the section Administrator Functions for information regarding the Administrator password 90 Day REVIEW When you enter the Main screen Snap will display a message advising you of the name of the database that you are opening and the number of records which require review After you have logged on you can see a list of the episodes by selecting the Epi90Day data set This list is updated on demand press F7 to update the list SNAPshot 3 8 User Manual Page 8 General Operations The SetList segment lists all of the data sets that you can edit When you click on a data set name such as Patient or Staff the fields for the data set are displayed in the EditView segment For some data sets such as Facility when you make the selection a list will appear in the MultiList segment and the currently selected facility record will appear in the EditView TRANSACTIONS As described above all database transactions are performed in the EditView segment and include Add which is used to insert a new record of the type currently displayed in EditView Del which is used to delete the record currently displayed in EditView Save which is used to save the record currently displayed in EditView Cancel which is used to discard changes you have made to the record currently displayed in EditView Reset which is used to re select all lists when you change provider unit or
130. t EpiOOS c Snap OOS txt Equip c Snap Equip txt Imag c Snap Imag txt LUT c Snap DrugLUT txt LUT c Snap EquipLUT txt LUT c Snap ImagLUT txt LUT c Snap PathLUT txt one Path c Snap Path txt Patient c Snap Patient txt Staff None c Snap Staff txt Before you can use the Import data set you must select a record in the ImpDetail set For example if you wanted to import Patient data you would select the ImpDetail data set click on the row containing the Patient target set select the Import data set and press the Process key F7 in the EditView to choose the import option SNAPshot 3 8 User Manual Page 36 THE IMPORT DATA SET Before you can import data you must use the ImpDetail data set to select the set you wish to import When you then select the Import data set you see either an empty MultiList if the previous import did not have any errors or a list of records which could not be imported if errors occurred Each error record contains a description of the condition which causes it to be rejected Correcting errors in the import data If there are any records which cannot be imported these will be listed in MultiList and you can select them edit them and retry the import on the rejected corrected records Alternatively you can fix up the problem in the source system and create an import file for only the rejected records and run Import on the new file If you choose to edit the rejected records in Snap
131. t K 16 47 INTRODUCTION You may create for each Facility a table which contains fields which you define The table is linked to the Snap Episode table and so it can contain a mixture of variable patient level and episode level data Each user defined table can contain up to 20 fields which may be of the following MS Access types Text 1 to 250 characters Date Byte Short Long Single or Double Snap will only accept dates in Date fields not date time values You should design the table carefully since you cannot change it using Snap once Snap has created it If you have a copy of Access 97 and know how to manipulate table definitions then you can make changes but you should read the section below on changing UDT definitions Note that as from version 3 40 you can use the Delete on backup No Names attribute to cause the values of selected fields to be removed when you create copies of the database In the example above five fields have been defined When the UserTable for this facility is selected the data will appear as follows SNAPshot 3 8 User Manual Page 32 SNAPshot 3 80a Main Provider Unit PU1001 Facility X245 fC felix Bi rie edit Patient Episode sii 20000145 __ Clarke Libby 06 01 1934 Clinical a 7011595 o 712 2008 20000326 Kennedy Martha 05 11 1916 Rehab GEM 20001278 Belmont Rosemary 03 05 1804 AROC atase 20001777 Ingham Jane 2270771938 peoe 20001784 Chappell Chris 147101930 ie RU
132. t have high resolution colour If you set the flag to Yes a gray background will be used Note that these settings apply to one of possibly a number of Snap databases SNAPshot 3 8 User Manual Page 24 The ProvUnit Provider Unit Data Set SNAPshot 3 80a Main Provider Unit PU1001 Facility X245 A 00 a Patient 20 MRN Patient P MaN PatName DOB J Episode Priov nit Name 20000145 06 01 1934 Clinical B208HS 828 Health Service 20000326 KennedyMarha 05 11 1916 Rehab GEM C202HS _ C202 Health Service AROCDatase 20001278 Belmont Rosemary PallCare D200 Health Service See E GE 20002695 Tare tain N204 Heath Service MH 20004229 Aitchison Jane 02709 1940 AdultHoNOS PU1001 Easten Health Service __ 20004833 _ Kellett Joan AduiLSP PU1002 Westem Health Service 20005249 McCabe Helen AdultMHI x123HS_ x123 Health Service gt 20005605 Rossitor Deidre ChildMH 20005629 Shepard Geraldine 31710 1912 20006439 _ Nugent Nora i 20006489 Knowles Kay Save Carl Add Del Group Reset 07 08 2007 T 20007462 Owens Jane 0007612 Gumeu Elie 0008519 Reid Loma Owens Jackie S 20009313 Viekerz Jose e D200 Health Service Kane Kate 001720001 1 _ 12 Cox 13 Taylor 14 You must define at least one ProvUnit before you can enter Patient records and you must define Patient records before you
133. t the LUT already exists You can link either numeric or text codes 1 to 15 chars to the LUT but if your codes have leading zeros you should define them as Text fields not numeric fields If you define a coded field as numeric and enter for example 01 or 0023 the leading zeros will be dropped and the resulting codes will not match the LUT or will match it incorrectly SNAPshot 3 8 User Manual Page 35 Importing Data IMPORT DATA SETS The Import option may be used for the following data sets Patient details Staff details Staff time Pathology tests Imaging Pharmacy Equipment Look up tables LUTs for equipment pathology imaging and pharmacy Look up tables LUTs for user defined fields The import data must be provided in a comma separated value CSV file If you are importing patient data make sure that DOB has four character years 22 10 03 will be interpreted as 22 10 2003 not 22 10 1903 Any year less than 30 assumes 2000 THE IMPDETAIL DATA SET The following details are required for each type of import 1 The name of the import data set patient staff etc 2 For LUTs the name of the look up table 3 The name of the CSV comma separated value file including the full path for example c snap path txt These details are stored in the ImpDetail data set and you can change the values if required and add new entries for user defined LUTs TargSet ImpLUT ImpFile Drug c Snap Drug tx
134. te and then click Generate Report Do not enter a value for ProvUnit This produces a set of 9 extract files with names in the format of N999_snapepifim_20yymmdd N999_snapepis_ 20yymmdd N999_snapfac_20yymmdd N999_snapmhis_20yymmdd N999_snaphase_20yymmdd N999_snapprov_20yymmdd N999_snaprehab_20yymmdd N999_ snapstaff_20yymmdd N999_snapstime_20yymmdd Where N999 is the facility number and 20yymmdd is the To Sepn date The files are written to the folder which contains the RepDB mdb file typically the folder c Snapshot however you can specify another folder which can even be on a computer other than the one SNAPshot is installed on SNAPshot 3 8 User Manual Page 88 57 AROC Extract This report produces a fixed format ASCII file that comprises the version 3 AROC data set to be submitted to AROC To create the AROC Inpatient Extract press Shift F8 whilst positioned on any of the data lists in SNAPshot Select item 57 AROC Inpatient Extract from the list of extracts enter your Facility Code and then press Generate Report This produces a text file named AROCFacilityNameYYY YMMDDV3 8x txt where facility name is the name as entered in the Facility screen and YYYMMDD is today s date the day the extract is created Do not change the name of the file created by SNAPshot Please note that from and to dates should not be selected when creating the AROC Inpatient Extract The AROC Inpatient Extract text f
135. te the table you should be the only user on the network logged onto Snap since you must have exclusive access EpisID The first field that you define must be called EpisID and must be of type Long The order of fields is determined by the Seq field and you should number your fields with an interval of say 1000 so that you can reorder the fields as they will appear in the EditView when UserTab is selected if necessary but remember EpisID must always appear first by having the lowest Seq number SNAPshot 3 8 User Manual Page 33 Other fields The other fields may have names which you assign but Snap imposes the following restrictions 1 The field names must be 15 characters or less in length contain only alphanumeric characters or the underscore character and commence with an alpha character 2 Field names may not be duplicated and are not case sensitive eg BeginDate is the same as BEGINDATE 3 You should avoid field names which Access specifically recognises as keywords such as Date Table Long etc 4 The field type must be one of the types listed above see drop down list for Field Type 5 If you define a look up table LUT the field type should not be Date Single or Double and you will have to use the Import facility to import the values for the LUT 6 Look up tables used in drop down lists must also conform the field naming conventions above and if you wish to create your own LUTs must com
136. tients by Date Report cccccceceeeceeeeeeeeeeeeeeeeeeeeeeeeeeeseneeeees 62 7 The Non Palliative Care Patients by Date Heport 63 8 The Palliative Care Reason for Phase End Summary Report sssssssessseeesserrsserenee 64 9 The Open Phase 5 Palliative Care Heport AAA 65 10 The 90 Day Review E er EE 66 11 The FIM Motor Change Report sa cccicoctascccusc iatianeoiaieessnnas act ANE 67 12 BPM Reconcile Report sssccesecreissctetse ices steals dhcnaticectaaeeddaetdeneeaestdaaddhaenaanedaatiee 68 13 Current Patient List Report Au 69 14 Completed Episode Reason Report AAA 70 15 MH Number of Episodes Clients Report 71 16 HONOS Change e TEE 72 17 HONOSCA Change Report sicccc vecscctaauacicnetsshaccsneseauadenehs inane adardbaensde ccbedadestaeesineetes 73 18 LSP Change Lee EE 74 a e 8 DEE 76 22 ACAP MDS V2 Summary Report 1 sercaiecica cavectas a eterna Riera 78 23 ACAP MDS V2 Exception Report 2 DEE 79 24 ACAP MDS V2 Exception Report EE 80 25 Suspect Age not 14 100 Report ssessssssseeessenresorrrnrerrnnresrrtrnstrnnnnrenerrsrerrneerenn ne 81 26 Cost Weight Report EE 82 27 Missing AROC Fields Repo EE 83 TEE ae E ege dek 84 Extract Folder caime eeu a a e a aa deeg 84 51 VRP Episode Patient Extract ieicccseteetueratesiccesateaivelaveechacaly miavhedant aaedeeaiee 84 52 ACAT AGS MDS Extract inae rin e enit eaae neea E AE Aa AAEE EAEE AEE REEERE 84 53 ACAT AGS MDS 2 Extract EE 84 54 FIM Listing EXIPACL
137. tion is in blue you cannot change this field You can only enter patient data for the currently select ProvUnit If you want to enter patient details for a different ProvUnit you must select the relevant ProvUnit and press the Reset button Once the empty patient record appears enter field values using the procedures described in the General Operations chapter SNAPshot 3 8 User Manual Page 13 Patient record ordering By default patients are listed in MRN order but you can switch between MRN and Surname ordering by clicking on PatList and press the F7 key The current ordering is displayed in the caption bar at the top of the list Patient Name is an optional field but if you leave it blank during editing when you save the record Snap will place the MRN into the Name field since it is used for ordering purposes You can at any time overwrite the code with a name except of course by entering a blank name Searching for patients on MRN Name or HACC Statistical Linkage Key If you click on the PatList or press the F6 key to move the cursor to it you can enter characters to search the list on If MRN is displayed in the caption bar for PatList the list is in MRN order and normally you would enter numeric digits If Name is displayed you would normally enter alpha characters You can enter up to 12 characters and these are displayed in the caption bar as you enter them Similarly if HACCKey is the current sort order you can e
138. tions such as the Database Utilities options and creating new UDTs User Defined Tables you must logon to the database in Exclusive mode To obtain Exclusive mode no other user can be logged onto Snap and once you have Exclusive access no user can logon until you logoff To logon as Administrator enter the 6 character password and if you require exclusive access click the check box Then click on the Logon as Administrator button The default password is ADMINK but you should change this when you create a new Snap database using the Change Admin Password button Administrator Options Admin Password TT Iw Open database in exclusive mode To change the password click on the button and then enter the new password twice for confirmation Change Admin Password Logoff as Adminstrator Password Key Exit If you want to logoff as Administrator click on the Logoff as Administrator button If you lose the Admin password click on Password Key and contact CHSD on 02 4221 4411 who will decrypt the key for you Note that if you select a different database you will have to enter the Admin password for that database SNAPshot 3 8 User Manual Page 28 DATABASE UTILITIES The File Database Utilities menu option is only accessible for the currently selected database if you are logged on as the Administrator with exclusive access Database Utilities EN Database Name s
139. tor Reference Factor Single _ N 4 N mer JensenKate aovaariania lien 20004229 Aitchison Jane 02709 1940 20004833 KellettJoan 11 03 1927 20005249 McCabe Helen 16 01 1917 AdultHoNDS AdultLSP i ft 20005249 _ McCabe Heler AdultMHI zess 20005605 Bosco Deidre ChildMH e 20005629 Shepard Geraldine 31 10 1912 20006439 Nugent Nora 29 12 1912 20006489 Knowles Kay 03 06 1928 Sequence 1000 EEN 20007462 Owens Jane 15 04 1903 Field Name EpisiD 20007612 Gumev Elsie 13 01 1926 zl Field description Episode identifier Sp Field type Long Long i Compulsory value N No pepas CT eT Epb enabae Field length 4 gt 00720071 1 2 Look up table Delete on backup No Names N No Staff 20 StaffCode Statt StaffName StaffiD State S4 1000 Daly 1 01 01 2000 1001 Lockwood 2 01 01 2000 1 1002 Peny 3 070172000 1003 Page 4 002000 Birchall 5 01 01 2000 6 7 8 McCabe _ 01 01 2000 1 Ford 01 01 2000 1 Armitage Glover 3 01701 2000 1 Aspinall 10 01201 2000 Hampson 11 01701 2000 1 Berg 12 01201 2000 Cox 13 01 01 2000 1 Taylor 14 01701 2000 Lyons 15 01 01 2000 1 Lincoln 16 0170 P E 0120172000 DN Manual3s d 2 SnapShot EJ Microsoft Ex SNAPshot 3 untitled Pain
140. utes ak 1002 Peny 3 loaa 73 De Consultant Agency 1003 Page 4 II 75 HACC Client Benefit Status Keen e g A Case Manager 1004 Birchall Ip 01 0172 76 HACC Statt 00S Main Int 1005 McCabe 6 O1 01 2 77 HACC Staff 00S Minutes ID Ford KH 0170172 78 HACC Staff Client 00S Main Int e er e z Do See a mmm EE 4 Generate Report beret i008 Glover 8 _ O1 01 2bee 1009 Aspinal 10 017017200011 ee TI Address 16 Main St Jimo Hampson 11 01 01 2000 1 WR 1 Address Im Ben 12 070720001 Swab VAE Dm Cox 13 1070172000 1 mo BCT Im Taylor 14 10170172000 1 Saal zen ims Lyons 15 01 01 2000 1 __ Postcode 1015 Linco 16 01 01 2000 1 7 Local Government Area 1234 4 gt Phone 222661234 z Dh Manuals fe SnapShot EJ Microsof SNAPsh e fa 4 untitled It is necessary to enter the appropriate data range this is usually a three month period a valid HACC Agency code it is necessary to repeat the extract for each HACC funded program within each facility and a Data Collection ID as in the example above This produces a comma separated value file named Agency_YYYYQ txt Where Agency is the HACC Agency code associated with the facility this must be associated with Staff in the facility via the Staff screen and these staff must have a valid designation YYYY is the year taken from the From
141. wish to add a new episode record you will select the EpiAdmin option from the SetList to display the episode administration details in the EditView and then select the first patient in Pat st When you click on the Add button an empty record will be created but certain key fields will be pre set for example for a patient record the Provider Unit field is pre set Many of the data sets which are displayed in EditView have a single data column Others have multiple columns for example the FIM data set has begin and end values The field names are displayed in different colours Blue indicates that the field is read only and cannot be changed Red means that the field is compulsory and a value must be entered Black means that the field is optional However some optional fields may become compulsory when values for other fields are set For example if case type is set to 3 Mental Health Service becomes compulsory and you will receive an error message if a value is not provided when you try to save the record THE PROCESS KEY F7 For certain segments and certain data sets in the EditView special options can be invoked by pressing the F7 key For example if the cursor is on the PatList and you press F7 you can sort the patient list or search for particular patients In the Staff lists F7 will sort by Staff code or Staff name If you have selected a Facility and the cursor is in the EditView and you press F7 you can enter a password
142. within a retirement village 1 5 26 Boarding house private hotel 1 5 26 Short term crisis emergency fac eg night shelters refuges 1 5 26 Domestic scale supported living facility 2 10 53 14 Temporary shelter within an Aboriginal Community 1 5 26 99 Not stated inadequately described 1 5 26 Total 19 This report shows number of client episodes and percentage by accommodation setting SNAPshot 3 8 User Manual Page 103 83 HACC Number of Episodes Clients Report 64 9fo a Number of HACC Episodes Clients Number of Episode Number of Clients The report shows the total number of HACC episodes and clients SNAPshot 3 8 User Manual Page 104 84 HACC Agency Staff OOS Main Int CR F 100 gt a 1 of i Agency by Staff Member by Main Intervention Selection Criteria Staff Member Main Intervention Minutes Bircha Birchal Bircha Bircha Bircha Bircha Birchal Bircha Bircha Bircha Birchal Bircha Bircha Birchal Allied health therapy Assessment allied health 1 discipline Assessment allied health 2 or more disciplines Assessment multidisciplinary Bereavement counselling Case Management Diagnostic imaging zz Domestic assistance Home maintenance Legal reportthearing zz Medication dispensing administration or supervision Nursing technical intervention not elsewhere specifie Pathology testing zz Patient education Bircha Respite care Bircha Telephone contact zz Birchall
143. y include occasions of service that have had a yes to include in HACC MDS Extract entered in the Episode Screen SNAPshot 3 8 User Manual Page 93 73 HACC Client Country of Birth Report 64 9fo a HACC Number of Clients by Country of Birth Country Name Number of Clients 1101 2102 2303 3213 6101 8104 Australia 15 England 1 France Yugoslavia Federal Republic of China excludes SARs and Taiwan Province United States of America Total Percent 75 00 5 00 5 00 5 00 5 00 5 00 This report shows the number of client episodes and percentage by country of birth SNAPshot 3 8 User Manual Page 94 74 HACC Client IndigStat Main Intervention Report S amp efx iv 4 1 off gt gt om ol 0 E Number of Clients by Indigenous Status by Main Interventi Client Indigenous Status Main Intervention Number Pen TSl not Aborig Origin Advocacy with other agency TSlnot Aboriq Origin Bereavement support TSl not Aboriq Origin Bereavement counselling TSl not Aborig Origin Assessment allied health 1 discipline TSlnot Aborig Origin Assessment allied health 2 or more disciplines TSlnot Aborig Origin Assessment medical only TSl not Aborig Origin Assessment multidisciplinary TSl not Aboriq Origin Case Management TSl not Aborig Origin Counselling and support TSl not Aboriq Origin Diagnostic imaging TSlnot Aborig Origin Domestic assistance TSl not Aborig Orig
144. you should run both of the two exception reports to identify client records that won t be successfully extracted because there is incorrect or missing data SNAPshot 3 8 User Manual Page 78 23 ACAP MDS V2 Exception Report 2 OO D a amp 7 por ise gt aaja Ce ACAP MDS V2 Exception Report 2 Selection Criteria BegDate 01 06 1999 EndDate 01 06 2000 Patient Referral Prio Assessmt End ID MRN Surname Given Name Sex Stat Link Key DOB Date rity Inc Date Reason 21 4000302 mouse minnie 2 oueint 20119452 121011945 02 01 00 1 2 03 01 00 23 990088 duck donald 1 uc20n010119971 01 01 1997 1 04 01 00 cor SO BS Ea Te Te ST OWS es This exception report provides a summary of the records ineligible to be selected for inclusion in the ACAP MDS V2 extract Whilst there is a valid Assessment End Date there is either incorrect or missing mandatory data items or the Include in ACAP MDS value in the Episode table has not been set to 1 Yes It allows ACATs to check incorrect records and to correct them so that they will be extracted you should run both of the two exception reports to identify client records that won be successfully extracted because there is incorrect or missing data SNAPshot 3 8 User Manual Page 79 24 ACAP MDS V2 Exception Report 3 An example of this report has not been provided SNAPshot 3 8 User Manual Page 80 25 Suspect Age not 14 100 Report ooo ei

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