Hchrc Accreditation Presentation
- 1. Hispanic Community Health and Resource CenterDatabaseA BIT Connections Volunteer ProjectFebruary 18, 2010
- 2. AgendaBit ConnectionsProject TeamHispanic Community Health Resource CenterDatabase ProjectQ&A
- 3. BIT ConnectionsSupport and Networking group for returning students, displaced workers and career changersThe Group has access to:Open Lab timeStudy groupsInstructor helpOther Activities:Guest Speakers; Career options, social networkingIT Test Lab Volunteer Projects
- 4. HCHRC Project TeamKevin KlabundeDebbie KotlarekPaul MayhewBrad WillettKaren EngeldingerBruce Everard AdvisorPaul Dankert- Facilitator
- 5. Hispanic CommunityHealth Resource CenterProHealth Care launched the Hispanic Health Initiative in 2001Waukesha Hispanic Collaborative NetworkHCHRC - part of Waukesha Memorial HospitalCenter sees 400 - 600 clients a monthMost clients are without health insurance or are underinsured
- 6. Hispanic CommunityHealth Resource CenterFocused on health issues but branching out to address other needsServices provided includecase managementadvocacy and referralscreeningshealth education classeschild birth classescar seat programsexercise sessions summer programs for kidsquarterly community newsletter
- 7. Database ProjectProblem & Need statementsTeam formation and info gatheringInitial workCurrent ActivitiesNext Steps
- 8. Problem StatementMaintenance of current database of 800+ clients is inefficient and time-consumingGeneric list generates mass mailings rather than targeted mailings, resulting in higher costsMultiple mailing lists require multiple updates for a single client address change
- 9. Need StatementAn efficient way to maintain the client listA method to create targeted lists for both mailings and reminder callsThe ability for multiple staff members to have access to the same database
- 10. Team Formation & Info GatheringJen Taylor presented the HCHRC opportunity to the BIT Connections groupInterested group members volunteered to work on the projectSite visit to HCHRC for meeting with Julia SteffenReviewed current operationsObtained a copy of the current databaseJulia identified two immediate features that would save time, material costs, and postage costs
- 11. Initial Work
- 12. Existing Database OverviewOperations formsClient RegistrationEvent TrackingMedical & Non-Medical StatisticsDB Maintenance formsUpdate Staff, Locations and EventsReportsMailing LabelsEvent TrackingMedical & Non-Medical Contacts
- 13. Initial WorkDeveloped code to address two immediate needsSearch function for Registration formEnhanced Mailing Label function to only print valid complete addresses Have saved over $250/month in mailing costsMade decision to develop new database since so much of current one is unused
- 15. Mailing Labels
- 17. Document Procedures & Data FlowHCHRC staff developed new form to capture additional information about client interests and class attendanceHCHRC identified desire to also include information about donors to solicit and track monetary and service/product donations
- 18. Database DesignIdentified necessary tables, queries, forms, and reports to support future needsSpecific tasks includedDeveloped the database form to match the paper formDevelop a function to search the database using a combination of parameters and then create mailing, email, and calling lists based on that search
- 19. Database DesignSpecific tasks includedCreated a procedure to easily change the database to reflect new programmingAdded ability to capture information on classes/programs (date, category, title and attendees). Developed a feature to automatically detect duplicate entries
- 20. Database DesignRemaining tasks includeDevelop other reports to show client statistics (by gender, age, interests, classes attended, etc.) 油Create a procedure to track exisiting and potential donors or sponsors, including contact information and a record of donations.
- 21. Next StepsTestingReview Meeting with HCHRCUpdates & ModificationsData MigrationInstallationTraining
- 22. Questions?
Editor's Notes
- #3: Info about:揃油油油油油油油油 Bit Connections Group揃油油油油油油油油 VISTA Program揃油油油油油油油油 HCHRC油Info about project:揃油油油油油油油油 Problem statement揃油油油油油油油油 Need statement揃油油油油油油油油 Team formation揃油油油油油油油油 Meetings and Info gathering揃油油油油油油油油 Initial work揃油油油油油油油油 Next Stepso油油 Database designo油油 Development of forms and reportso油油 Review Meeting with HCHRCo油油 Testingo油油 Data Cleanup & Migrationo油油 Installationo油油 Training油Q&A
- #5: Switch from Paul to Debbie
- #6: Helping underserved patients is at the heart of the ProHealth Care Community Health Outreach Initiative. Over the last decade, providers affiliated with ProHealth Care, a southeastern Wisconsin system that includes Waukesha Memorial and Oconomowoc Memorial hospitals and 13 primary care clinics, have worked with churches, schools and social services agencies to develop a wide network of health care services that target the uninsured, the elderly, the poor and those with language and culture barriers.Hispanic Collaborative Network, a group of 25 organizations that focus on Waukeshas Hispanic community. a coalition of health and educational agencies throughout the Waukesha area. These agencies include Waukesha County Division of Public Health, Waukesha Memorial Hospital, Hispanic Community Health Resource Center, Carroll University, La Casa de Esperanza, University of Wisconsin Extension Program, Waukesha Family Practice Residency Program, WCTC, Wisconsin Well Women Project and the Waukesha Department of Parks, Recreation and Forestry, Abri Health Care, Childrens Community Health Plan, Managed Health Services/Network Health Plan and United Health Care.
- #9: Inability to efficiently sort through approximately 800 clients (and more in the future) and contact them with information about our programs and services based on their needs or expressed interests. Mailing list is growing rapidly and the HCHRC cannot afford to send out mailings to everyone on the list for each of its many programs. The HCHRC has dozens of programs, and therefore dozens of mailing lists to update each time a client has a change of address.
- #10: Targeted lists would be based on clients diagnoses, interests, or concerns. The PCs are part of the hospital network and therefore must adhere to any organizational standards related to software and hardware. This means we must use Access 2000, not a current version.
- #11: The PCs are part of the hospital network and therefore must adhere to any organizational standards related to software and hardware. This means we must use Access 2000, not a current version.
- #12: Switch from Debbie to Brad
- #13: Mention that although several forms and reports existed, only the client registration form and mailing labels are still being used. Other info has been migrated to hospital Electronic Medical Record system and other general hospital reporting systems.Since the other forms arent used, two of the Maintenance forms are also not used. Not surprisingly, since most of the forms arent used, neither are the reports since no data is being captured. The only report being used is the one used to create mailing labels.
- #15: Current form being used. Note that it only includes information about one class (Prenatal). There are now many more classes that the Center would like to track.
- #16: Standard mailing labels generated via the report.
- #17: Switch from Brad to Kevin
- #19: Add screen shots of table, query,form, report/mailing listThe revised database registration form should closely match the paper form to aid the data entry process.Both Spanish and English versions of the database registration form should be created.The improved database should make it easy to search for a client based on first & last name to aid in making updates. Include an ability to search the database using a combination of search parameters (ie, search for everyone in the database who is over 60, overweight, or has high blood pressure) and create mailing and calling lists based on that search.Include the ability to exclude certain characteristics from the search (ie, search for diabetics who have NOT participated in the diabetes class).Include the ability to easily change the database to reflect new programming (i.e., to be able to create a new check box for individuals interested in learning more about mental health, if the HCHRC offers a new mental health program).Include the ability to generate a list of email addresses based on search criteria and create the list in such a way that it would be easy to use as a To: list in an email message.Add ability to capture information on programs (date, category, title and attendees). This information could then potentially be used to update client records in terms of which programs they have participated in. (Alternate is to have a staff member use the paper class sign-in sheet, then search for each attendees name in the database and update the class attendence tracking).Need the ability to easily delete a client without any residual information or record headers that cause a mailing label to be generated.A feature to automatically detect duplicate entries would be helpful (same name and address).
- #20: Add screen shots of table, query,form, report/mailing listThe revised database registration form should closely match the paper form to aid the data entry process.Both Spanish and English versions of the database registration form should be created.The improved database should make it easy to search for a client based on first & last name to aid in making updates. Include an ability to search the database using a combination of search parameters (ie, search for everyone in the database who is over 60, overweight, or has high blood pressure) and create mailing and calling lists based on that search.Include the ability to exclude certain characteristics from the search (ie, search for diabetics who have NOT participated in the diabetes class).Include the ability to easily change the database to reflect new programming (i.e., to be able to create a new check box for individuals interested in learning more about mental health, if the HCHRC offers a new mental health program).Include the ability to generate a list of email addresses based on search criteria and create the list in such a way that it would be easy to use as a To: list in an email message.Add ability to capture information on programs (date, category, title and attendees). This information could then potentially be used to update client records in terms of which programs they have participated in. (Alternate is to have a staff member use the paper class sign-in sheet, then search for each attendees name in the database and update the class attendence tracking).Need the ability to easily delete a client without any residual information or record headers that cause a mailing label to be generated.A feature to automatically detect duplicate entries would be helpful (same name and address).
- #21: Get input/feedback from faculty advisor to ensure solid design.
- #22: Train staff on use of new system (forms, reports, tools).