Data Entry

There are four types of records that are represented in this software. They are:

• 6-minute walk
• Assessment
• Follow-up
• Vasodilator Challenge
• Editing Previously Entered Data

In ALL cases, when entering data, you must enter Study Date and Patient ID first. The Patient ID must be "locked" (ie. the field is "locked" when you cannot modify it anymore - it is read-only). This only occurs when Patient ID is of the correct format as configured for your site in the configuration.

When the Patient ID field is "locked", the patient's demographic data (as well as medication as of the study date and few other fields, if applicable) are loaded if a given Patient ID was already entered before.

We will start this tutorial by entering a basic 6-min walk test and then progress to other types of records. Please read them in order since we will build on the ideas from the previous examples

6-minute Walk

Start the program and log-in. You should see the main window. Now go to Patients → 6-min Walk → Room Air to enter a room air 6-min walk test. A small window asking you for the study date will appear. It will have today's date in it (or whatever date is set on your workstation). Accept it. Now you should see an empty 6-minute walk window as in the following screenshot.

Enter a Patient ID of all zeros. The default format of the Patient ID is "7 digits - 1 digit" so "0000000-0" should work. If someone has modified the patient id format for your site, enter a Patient ID of all zeros in your site's format. You will know when the Patient ID format is accepted when you can no longer change it (eg. delete any part of it).

After the Patient ID format is accepted, a dialog box should be displayed asking you if you are entering a new patient (ie. that patient was never entered before). Click Yes to accept. A demographics window should now appear as seen in the following screenshot:

Enter some values. You must enter a minimum of Patient ID (all zeros!), Race, First Name, Last Name, Sex and Birthdate for the OK button to be enabled. You may enter some other data as well. When done, click OK to save your data

You should now be back in the 6-min walk window, but now some patient data was already filled in, like patient's name and age. Now enter the following test data:

Baseline Heart Rate: 80
Baseline O2 Saturation: 90
6 Minute Heart Rate: 100
6 Minute O2 Saturation: 77
6 Minute Walk Distance: 512
Height: 177
Weight: 80
Max BORG: 3

You data window should now look similar to the following screenshot

Now you are now ready to save your data into the database. Click OK.

If you did not receive any errors, you should now be back on the main window with your data safely on the database server. If you did receive any errors, please go back to the input window (Press Cancel in the error to cancel the save operation) and verify you have only entered the above data. Then attempt to retry the save operation once more. If problems persist, please contact our technical support.

You now have entered a Room Air 6-min walk. For our second example, we will enter a 6-min Walk where the patient receives 3 liters of oxygen per minute. Click on Patients → 6-min Walk → Oxygen. When the study date window comes up, just accept the current date like before. On the data entry screen, enter the same 0 based Patient ID as before (in the default case, it will be "0000000-0"). When the patient ID is accepted (ie. the field will become read-only) you should immediately notice one difference from before. The patient demographic data, and some latest data were entered for you automatically based on the latest records in the database. Height and Weight are now set to the values you set in the earlier 6-min walk.

Now, let's enter some data! Please enter the following data in order. Yes, include the obvious error.

Baseline Heart Rate: 100
Baseline O2 Saturation: 1000
6 Minute Heart Rate: 8
6 Minute O2 Saturation: 90
6 Minute Walk Distance: 692
Height: 177
Weight: 81
Max BORG: 2
Oxygen: 3

You probably noticed there is something funny in this data as seen in the following screenshot

Now, click OK to save the data. The data should be accepted by the database

Assessment

Once again, you should now be located in the main window. Now, let's enter an assessment by selecting Patients → Assessment from the main menu. A study date window will now appear. Enter the date of July 15, 2002 and click on the OK button. You are now in the assessment window. As always, let's first enter the same Patient ID number we did for our 6-min walk exercises ("0000000-0"). As soon as the Patient ID format is accepted, the Patient ID field will become read only and the demographic information for our patient will be loaded from the database. Also, since this is the first assessment in the database for this patient, a window will pop-up asking you if the assessment you are entering should be considered the first assessment that will be entered into the database.

Let us assume we will enter the First Assessment for this patient and answer yes. The "Initial Assessment" data tab will become editable - it is only editable for the First Assessment. (definition: tabs are the little text labeled "buttons" used to change your currently visible data entry page).

Data entry should be quite straight forward. Just a bunch of numbers and some text. The only exception we did not get to is the Treatment page. Click on the Treatment page. You should now see the following window:

In the Treatment page, you will see the Medications control. All medication changes are done with the controls on the right of the medication list. You enter the medication on the top combobox, specify the daily dosage and the units of the daily dosage, the drug route and when was the medication began. If you do not know when the patient began his/her medication, leave the default Start Date which will be the study date. We then click Add to add the medication. Please note that dosage, units and drug route are optional entries.

In our example, let's write that our patient was on the following medications:

In this example, start date should be the same as the date of the assessment. After entering the data, the medication part should look like

Now, let's assume we made a little mistake. Our patient is actually on 101mg of MED A, not 100mg. To correct this,

1. Click on MED A in the medication listing for the patient. The data we entered should now appear on the right hand side.
2. Change 100mg to 101mg on the right hand side.
3. Click the Add button

What you should see now is that the dosage of MED A has been changed. This is how you should modify dosage and drug route of a given medication. The database will automatically alter the medication for the patient on the start date of the new dosage and/or drug route.

You will notice some control buttons other than Add in the medication control. They mean:

• Add - Adds medication or modifies drug route/dosage of a given medication
• Stop - Indicates that a patient has stopped taking the drug on the study date. The drug will be removed from the current medication list (current as of the study date).
• Del - This is a more dangerous cousin of the Stop function. This will remove a given medication from patient history records completely.

There is only one reason to use the Del button and that is to correct spelling errors associated with medication names. Let us assume that MED B is wrong. There is no MED B. It should have been MED C. To correct this error, follow this procedure exactly:

1. Add MED C medication with a 1.232 mg dosage (and the same start date and drug route)
2. Click on MED B on the patient's medication list, and hit Del

MED B is now erased from our patient's medical records.

You should now have an idea how medication is added, modified, stopped and even spelling mistakes corrected. Now, let's go on to the Secondary Diseases and Allergies entry sections of the Treatment page. You should notice that they look very similar to the Medications section and you will be correct. They work exactly the same except there is no Dosage, Drug Route or Start Date. As an exercise, add that our patient is Allergic to WATER.

At this point, please look through all of the data entry pages in the Assessment.

Now, click OK to save our first Assessment. You should be back on the main screen.

Now, let's enter another assessment, this time dated 2003-01-01. Click on Patients → Assessment and enter the study date of 2003-01-01. Now, enter the zero only patient id as before and the patient demographics should be loaded. In addition, go to the Treatment page. You will notice that the database has also loaded our patient's medication and other data.

For this assessment, let us do the following things:

• Stop MED C medication.
• Enter 120 as the Na in the Lab page

Now click OK to save the new assessment. You should now be back in the main window.

Follow-up

So far we have completed two 6-min walks and two assessments for our test patient. Before we enter a followup, let's explain the difference between a followup and an assessment. In a nutshell, there is almost no difference between a followup and an assessment except that a followup only has a subset of the functionality of a full blown assessment. For example, if a patient visits a doctor and only has his/her medication adjusted then that is a followup. On the other hand, if the patient visits their doctor and has blood work or other tests completed that are not part of a followup, then that is an assessment.

Now, let's go enter a followup for our test patient. Go to Patients → Followup. For the study date, enter 2005-01-01 and click OK to proceed. You should now see an empty followup window. Enter our all-zero Patient ID. You should now see a followup window like the one in the following screenshot.

For our followup, let's just enter some symptoms that the patient has, nothing else. Check the following symptoms and then click OK to save our followup.

• Loud P2
• Chest Pain

There is nothing new in the followup that we have not covered in the Assessment section above.

Vasodilator Challenge

By default, Vasodilator Challenge is empty and not configured. You will need to configure the dosages and what tests you perform as directed in the Vasodilator Challenge configuration section.

After Vasodilator Challenge is configured, you may enter its data by going from the main window to Patients → Vasodilator Challenge and then specifying the date of the test as the study date. When the window appears, enter the Patient ID field first (as always). You will then be able to specify the drug and the data. After data entry is completed, click on the OK button to save your test.

Editing Previously Entered Data

Now that we have entered some data, we may want to edit it. To edit patient data go to Patients → List All to list all of your patients. A widow with all entered patients will appear. Data is by default sorted by Patient ID. Now, locate the all zero patient ID we have been using to enter our test patient data in the above sections and click on the little plus sign [+] to view the complete list of the records we have entered. It should look similar to the following screenshot

To edit any of the given records, right click on it and select the edit function specific to the test. For example, let's edit the 6-min walk data on Room Air. Right click on the record and select "Edit 6-min Walk". A 6-min walk entry window will appear with the patient data we have entered earlier. Now, change the Baseline Heart Rate from 80 to 85 and click OK to save the data. You will be back in the Patient List window with your modifications saved to the database.

You are now ready for the basic reports tutorial.