hchrc accreditation presentation
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Hispanic Community Health and Resource Center
Database
A BIT Connections Volunteer Project
February 18, 2010
Agenda
• Bit Connections• Project Team• Hispanic Community Health Resource Center• Database Project• Q&A
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
HCHRC Project Team
• Kevin Klabunde• Debbie Kotlarek• Paul Mayhew• Brad Willett• Karen Engeldinger• Bruce Everard – Advisor• Paul Dankert- Facilitator
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
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
Database Project
• Problem & Need statements• Team formation and info gathering• Initial work• Current Activities• Next Steps
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
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
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
Initial Work
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
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
Current Registration Form
Mailing Labels
Current Activities
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
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
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
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.
Next Steps
– Testing– Review Meeting with HCHRC– Updates & Modifications– Data Migration– Installation– Training
Questions?
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