Recommended
More Related Content
Similar to Hchrc Accreditation Presentation
Similar to Hchrc Accreditation Presentation (20)
Hchrc Accreditation Presentation
- 1. Hispanic Community Health and Resource CenterDatabase A BIT Connections Volunteer Project February 18, 2010
- 2. Agenda Bit Connections Project Team Hispanic Community Health Resource Center Database Project Q&A
- 3. BIT Connections Support and Networking group for returning students, displaced workers and career changers The Group has access to: Open Lab time Study groups Instructor help Other Activities: Guest Speakers; Career options, social networking IT Test Lab Volunteer Projects
- 4. HCHRC Project Team Kevin Klabunde Debbie Kotlarek Paul Mayhew Brad Willett Karen Engeldinger Bruce Everard – Advisor Paul Dankert- Facilitator
- 5. Hispanic CommunityHealth Resource Center ProHealth Care launched the Hispanic Health Initiative in 2001 Waukesha Hispanic Collaborative Network HCHRC - part of Waukesha Memorial Hospital Center sees 400 - 600 clients a month Most clients are without health insurance or are underinsured
- 6. Hispanic CommunityHealth Resource Center Focused on health issues but branching out to address other needs Services provided include case management advocacy and referral screenings health education classes child birth classes car seat programs exercise sessions summer programs for kids quarterly community newsletter
- 7. Database Project Problem & Need statements Team formation and info gathering Initial work Current Activities Next Steps
- 8. Problem Statement Maintenance of current database of 800+ clients is inefficient and time-consuming Generic list generates mass mailings rather than targeted mailings, resulting in higher costs Multiple mailing lists require multiple updates for a single client address change
- 9. Need Statement An efficient way to maintain the client list A method to create targeted lists for both mailings and reminder calls The ability for multiple staff members to have access to the same database
- 10. Team Formation & Info Gathering Jen Taylor presented the HCHRC opportunity to the BIT Connections group Interested group members volunteered to work on the project Site visit to HCHRC for meeting with Julia Steffen Reviewed current operations Obtained a copy of the current database Julia identified two immediate features that would save time, material costs, and postage costs
- 11. Initial Work
- 12. Existing Database Overview Operations forms Client Registration Event Tracking Medical & Non-Medical Statistics DB Maintenance forms Update Staff, Locations and Events Reports Mailing Labels Event Tracking Medical & Non-Medical Contacts
- 13. Initial Work Developed code to address two immediate needs Search function for Registration form Enhanced Mailing Label function to only print valid complete addresses Have saved over $250/month in mailing costs Made decision to develop new database since so much of current one is unused
- 15. Mailing Labels
- 17. Document Procedures & Data Flow HCHRC staff developed new form to capture additional information about client interests and class attendance HCHRC identified desire to also include information about donors to solicit and track monetary and service/product donations
- 18. Database Design Identified necessary tables, queries, forms, and reports to support future needs Specific tasks included Developed the database form to match the paper form Develop 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 Design Specific tasks included Created a procedure to easily change the database to reflect new programming Added ability to capture information on classes/programs (date, category, title and attendees). Developed a feature to automatically detect duplicate entries
- 20. Database Design Remaining tasks include Develop other reports to show client statistics (by gender, age, interests, classes attended, etc.) Create a procedure to track exisiting and potential donors or sponsors, including contact information and a record of donations.
- 21. Next Steps Testing Review Meeting with HCHRC Updates & Modifications Data Migration Installation Training
- 22. Questions?
Editor's Notes
- Info about:· Bit Connections Group· VISTA Program· HCHRC Info about project:· Problem statement· Need statement· Team formation· Meetings and Info gathering· Initial work· Next Stepso Database designo Development of forms and reportso Review Meeting with HCHRCo Testingo Data Cleanup & Migrationo Installationo Training Q&A
- Switch from Paul to Debbie
- 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 Waukesha’s 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, Children’s Community Health Plan, Managed Health Services/Network Health Plan and United Health Care.
- 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.
- 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.
- 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.
- Switch from Debbie to Brad
- 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 aren’t used, two of the Maintenance forms are also not used. Not surprisingly, since most of the forms aren’t used, neither are the reports since no data is being captured. The only report being used is the one used to create mailing labels.
- 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.
- Standard mailing labels generated via the report.
- Switch from Brad to Kevin
- 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).
- 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).
- Get input/feedback from faculty advisor to ensure solid design.
- Train staff on use of new system (forms, reports, tools).