How to complete the GSA-HEMS retrieval database

1. RETRIEVAL DATABASE
Learning Package 2009
Greater Sydney Area HEMS
ASNSW
Karel Habig

2. Welcome
• Welcome to the Retrieval Database!
• The database serves a very important
research and clinical audit function for the
service.
• The integrity of the data depends entirely on
the accuracy of entry by all of us.
• It is very important to take a few minutes to
complete all relevant fields in the database as
soon as possible after a mission.

3. Retrieval Database
• This package aims to describe:
– The process of login
– Data entry
– Accessing/editing completed records
– 24hr follow ups
– Hints and tips
– Down-time procedures / errors

4. Logging in
• You can access the database by logging
in to any computer on the ASNSW intranet
with your usual login.
• You should find an icon called “Retrieval
Records”
• If not please contact the secretary for the
appropriate forms to arrange permission.
• When you first click on the icon to open
the database you will be asked whether to
“block unsafe expressions”.
• Click YES (Better safe than sorry!)
• This step may require you to close down
and log in again when you first select it.

5. Logging in
• Click OPEN at the
next warning to
proceed.
• This will occur
whenever you open
the database.
• Wouldn’t happen
with a Mac…..

6. Home Page
• The switchboard is the
home page of the
database.
• If you want to enter data on
a new mission then click on
the MISSION DATA FORM
• If you want to review or edit
an existing record (Eg 24hr
Follow-up) then enter the
Unique Identifier (Eg
R12345) and click FIND
RETRIEVAL.
• The 24hr Follow up tabs
give a list of all 24hr follow
ups to be done.

7. Hand written Mission Log
• You will still need to enter
details of all missions in the
Mission Log book by hand
and this serves as record of
jobs and handy list of
uncompleted 24hr Follow-
ups.
• It also serves as an non-
corruptable permanent
backup with uninterruptable
power supply!
• The new 1st number in the log
is the alpha-numeric Unique
Identifier found in red on the
Retrieval Case-sheet.

8. Data Entry
• All missions must have a unique
identifier entered on the first page to
proceed. You will find this on the top left
of the Retrieval Record in red ink
starting with R. This number is the key
to finding the record later.
• It should be entered as CAPITAL R
followed by 5 or 6 numbers with NO
spaces ie R12345 not R 123456.
• If you wish to enter a mission debrief
form without an accompanying patient
record (such as for training or cancelled
missions) then click the box marked
MISSION DEBRIEF FORM ONLY
• Each “page” of the database is tabbed
at the top and accessed by clicking on
the tabbed section.
• Each sequential data field is accessed
by pressing the TAB key to move to the
next field or by clicking in the field box.
• The large “Case Detail – Free Text” Box
is specifically for entering detail about
missions and is especially useful for pre-
hospital missions.

9. The TAB key
• The TAB key is your quickest way to
move through the field on the database.

10. Tool tips
• On some fields – hovering over the field
or its label will bring up an explanation
of the field.

11. Please enter the
reason for any delays
from the drop down
Retrieval Data box.
• All dates are
entered as ##/##/
#### (Eg
07/08/2009)
• Timings are
entered as 24hr
times in the format
hourminutes (Eg
2315)
• Some fields (such
as Dispatch Delay,
Treatment time etc)
are calculated
times.

12. Treatment Details
• The “Interventions” page
is divided into 2 halves.
• The left side is for
interventions done before
the retrieval team arrive
and observations
immediately on arrival
• The right side is for
interventions done BY the
team and for the
observations on arrival at
the RECEIVING hospital
ie FINAL obs.
• In most missions this is
the last page and you can
SAVE AND CLOSE by
clicking the lower right red
button.

13. Airway Registry
• The Airway Registry
form is blanked out
unless you indicate that
we intubated the patient.
• It is filled in exactly as
for the paper version.
• You may need to scroll
to the right using the
bottom scroll bar to
access the whole page
depending on your
screen.

14. 24hr Follow-up Form
• The 24hr follow-up are
entered in the database.
• You MUST enter the
receiving hospital MRN. This
allows us to to do long term
follow up and data linkage.
• The fields on the right assist
in filling in the form.
• You need to keep track of
24hr follow- ups using the
handwritten mission log.
*Take the chance to correct
any obvious spelling mistakes
with names etc

15. Mission Debrief Forms
• The mission debrief
will eventually form
an electronic record
of paper versions but
for now you should
all complete and sign
paper mission
debrief forms for all
relevant missions.
The electronic
version is completed
later by non-clinical
staff.

16. Some Tips!
• Data entry is sped up in several ways:
– Some fields are self-learning (Eg doctor name)
and after entering the field value once is stored for
later use.
– Some fields are drop down lists which are
accessed by clicking on the list symbol on the far
right of the field.
– Most of these use predictive text to assist
selection and this can speed entry significantly.
– Use the TAB key.

17. Down-Time procedures
• Error messages – if you try to enter the same unique
identifier twice you will be asked to retry and not be
able to save your changes.
• Minor glitches- please write down in the Database
Issues Logbook in the write-up room or email IT
support.
• Sandra Ware can be contacted on
sware@ambulance.nsw.gov.au for assistance.
• If the database fails please contact ASNSW IT help
desk:
ITservicedesk@ambulance.nsw.gov.au
or via phone on 02 9320 7666 during the hours of 0700
and 1700 Monday to Friday.

18. • Have fun.