POGS ISISUser Manual

© 2008. Philippine Obstetrical and Gynecological Society. All rights reserved.

This manual may be copied, in whole or in part for the purpose of distribution and education. Every effort has been made to ensure that the information in this manual is accurate.

This document is the first version and was submitted on May 13, 2008.

Contents

1. Getting StartedINSTALLING AND USING ISIS

2. Entering DataDATA ENTRY FORMS

3. Searching and EditingSEARCH, EDIT, AND DELETE PATIENTS

4. Exporting DataExporting

5. Importing DataImporting

6. Backing UpBacking Up

7. Generating ReportsReports

8. Contact InformationEmail, Mobile, and Landline

Getting StartedINSTALLING AND USING ISIS

How to Use This Manual

This manual describes how to use the POGS ISIS Software. You may want to print a copy of this manual so that it is available for easy reference.

System Requirements

You’ll get the best performance with Windows XP Pro, although ISIS can be installed on Windows 98, 2000, ME, XP, and Vista.

Installer CD

The ISIS CD has the following sections :

INSTALLER contains the installation files for ISIS MANUAL contains the user manual TUTORIAL contains the interactive tutorial FORMS contains PDF and Word versions of the POGS statistics forms

The files in the CD may also be downloaded from the Internet at http://www.synapsehealth.com/isis.

1. INSTALLING ISIS.

Install the ISIS application from your CD.

a. Double click the file SETUP.EXE in the CD and just follow the directions.

a

2. INSTALLING ISIS UPGRADES.

For future upgrades, you need to uninstall ISIS first before you install new versions.

a. Click “Start”.b. Click “Control Panel”.c. Click “Add or Remove Programs”d. Click “ISIS”.e. Click “Change/Remove”.

a b c d e

To install ISIS, double click on the file SETUP.EXE located in the INSTALLER folder. The installation has been designed to be easy to use. Simply follow the directions to install ISIS.

After installation, click on Start, All Programs, POGS ISIS, and ISIS and choose the hospital you are entering data for.

You can change hospitals by choosing another hospital from the dropdown list. If you do not want to change hospitals, simply click on the check icon.

a

b cd

The modules in ISIS can be accessed using the main menu at the top. The main menu has links to the following modules :

Patient Data Search Maintenance Reports and Exit

Patient Data contains links to the data entry forms for Gynecology, Maternal Fetal Data, Maternal Mortality, and Gestational Trophoblastic Disease.

Search allows you to search, edit, and delete patients in the database. Maintenance allows you to export data for submission via email or CD, to import data from other

encoders,, and to backup data. Reports allows you to generate reports for your hospital or POGS. Exit closes the ISIS program.

Entering DataDATA ENTRY FORMS

Workflow

The objective of ISIS is to enable easy encoding and transmission of data to the POGS Committee on Nationwide Statistics.

Before entering data, it is necessary to know the ideal workflow for submitting data in ISIS.

1. FILL UP THE POGS FORM.

Before a new patient is added in the ISIS program, a corresponding paper form must be filled up. These forms are found in the FORMS folder in the CD. The information in the paper form is based on the patient's hospital record. It is advisable to accumulate the paper forms first and then encode them into ISIS at a later time, perhaps on a weekly basis. The paper forms also serve as a backup copy in case you need to go back to verify data.

a. Print the POGS forms found in the FORMS folder in the CD.

b. Fill them up and compile them for encoding into ISIS at a later time, per-haps on a weekly basis.

2. ENTER DATA INTO ISIS.

Enter the data into the corresponding electronic database form in ISIS.

a. Click “Patient Data”.b. Choose from the four ISIS

forms.c. Enter data in the ISIS

form.d. Click “Save”e. Click “Close”.

a b cd

e

3. EXPORT DATA.

After entering data from the paper forms and saving them in ISIS, you are now ready to export data for submission to POGS. It is advisable that you export and submit data at least on a weekly basis.

To save data, click “Maintain Data” and export the data.

a. Click “”Maintenance”.b. Click “Export Data”.c. Choose the month and

year of the data you want to export.

d. Click “Export”.e. Click “Save” and save the

export file. The filename will automatically be gen-erated with the format ex-port and the date ex-ported.

a b c d e

4. IMPORT DATA

To import data, click “Maintain” and import the data.

a. Click “”Maintenance”.b. Click “Import Data”.c. Choose the file to importd. Click “Open”.e. Click “Close”.

a b c d e

5. EMAIL THE EXPORT FILE TO POGS.

Email the file to POGS ISIS at yahoo dot com. You will receive a confirmation message within 24 hours via email if your data has been received. Enter the name of your hospital in the subject header.

a. Open your email program or webmail account.

b. Enter the name of your hospital and the month you are emailing in the subject header.

c. Attach the export file.d. Email to

pogsisis@yahoo.com.

a b c d

To enter data in a specific form, click on Patient Data in the Main Menu. It contains links to the forms for Gynecology, Maternal Fetal Data, Gestational Trophoblastic Disease, and Maternal Mortality.

The forms in ISIS are the same as the forms being used in the past for submitting data to POGS. If you are familiar with filling up the POGS forms, you will find it easy to enter data in ISIS.

Filling up the forms is very much a simple and standard process. To begin entering data, choose one of the forms in the main menu.

For the Birth Date, if you know the actual date, you can enter it directly in the month, day, and year fields. ISIS will automatically compute for the age. If you do not know the birth date, just enter the age.

You can also add the names of the residents, fellows, and consultants. To enter the name of a resident, fellow or consultant. Click on the Plus icon. Enter the last name of the doctor and click the Check icon. If you would like to see the entire list, click the Check icon and leave the Doctor field blank. You may sort the list alphabetically by clicking on the Doctor tab. Click "Add" to add the name of the doctor. If you would like to delete the doctor, click on the Minus icon.

The same procedure is used to add the name of the Attendant in the Operation field in the Gynecology Form.

The succeeding slides show what to take note in some fields in the forms.

FINAL DIAGNOSIS AND FULL DIAGNOSIS

In the Gynecology Form, the Final Diagnosis field is used to classify the diseases or conditions of the patient. To add a diagnosis, click on the Plus icon and choose from the dropdown list. This field is mandatory.

The Full Diagnosis is the text which will appear in the Master List of Admission and the Admission Discharge Logbooks. This field is also mandatory.

The same procedure is used to add Procedure and Full Procedure in the Operation section.

When you are finished entering data, click on Save. To close the form, click on Close or click on the X mark at the upper right hand corner. To add a new patient, choose from the forms in the Patient Data menu.

AOG

In the Maternal Fetal form, when entering the age of gestation, just enter a number. You cannot enter a range. For example, if the age of gestation is 37 to 38 weeks, you must enter this as a decimal, such as 37.5.

INFANT FETAL DATA

Still in the Maternal Fetal form, in Infant Fetal Data, the order that the data entered will be the birth order ONLY for this particular delivery. This is not a list of all the mother's children.

In the GTD form, the options in the Diagnosis field are : H mole, GTN, PSTT, and E T T.

The data fields which will be displayed in the succeeding sections in the form will depend on which diagnosis you choose.

Above are the fields which will be shown if the option H mole is chosen.

Above are the fields which will be shown if the option GTN, PSTT, or E T T are chosen.

For GTN, the modified WHO score will have to be calculated manually and entered.

In the Maternal Mortality form, in Cause of Death, the first dropdown lists the antecedent causes. Depending on what you choose, the second dropdown list will show the corresponding underlying causes.

Searching and EditingSEARCHING, EDITING, AND DELETING PATIENTS

To edit a specific patient, click on Search in the Main Menu.

You can search the entries by last name, admission date, or form.

Simply enter the specific form, and the date range of the admission date, and click Find.

If you want to search the entire database, do not enter any search criteria and click Find.

To sort the entries alphabetically, click on the Patient Name tab.

To edit or delete a specific entry, click Edit or Delete.

ExportingEXPORTING DATA

To Export Data, click Maintenance and click Export in the Main Menu. Choose the month and year to export and save the export file.

The export file will have the format "Export", the date exported, and the file extension XML. If you will be exporting more than once a day, make sure to change the filename slightly so that the older export file will not be overwritten.

Email the export file to pogsisis@yahoo.com with the name of your hospital in the subject header. A confirmation email will be sent to confirm receipt of your data.

It is advisable to email export files on a monthly basis.

Backing UpBACKING UP DATA

The procedure for backing up data is similar to exporting data. Just click back up and save the back up file. It is advisable to backup your data on a weekly basis. Save copies of your backup both in your computer and in another computer or portable hard disk. POGS may not be able to reinstall your data if your computer crashes or your backup file is lost.

ImportingIMPORTING DATA

You may install ISIS in more than one computer in your hospital so that more people may be able to encode. Just be careful not to encode the same form twice in separate computers. Simply export the data from the satellite computers and save the export files in one central computer in your hospital. For the export files to be added in the database, you must first import them.

To import data from the satellite computers, click Maintain Data and Import Data. Click on Browse and look for the location of the export file or files that you want to import.

The same procedure is also used to reinstall from a backup file. These are in cases when you need to reinstall ISIS, such as when your computer crashes or when a new version of ISIS is available.

ReportsGENERATING REPORTS

ISIS allows you to generate the following reports :

Master List of Admission Admission Discharge Book for Gynecology

Admission Discharge Book for Obstetrics Diseases and Procedures for Gynecology Diseases and Procedures for Obstetrics Gestational Trophoblastic Disease Report Perinatal Statistics Report and the Maternal Mortality Report

To generate a report, simply click on Reports, choose the report, enter the date range for the report and click Launch. The date range is based on the date of admission.

The report will launch in a new window. To save the report as an Excel file, click on the Export Report icon in the upper left hand corner and save as type Microsoft Excel. You may also save the data as a PDF or Word document file.

ErrorsSUBMITTING ERROR REPORTS

Errors may be reported using the Error Report found in the FORMS folder. Please enter details about the error, such as :

the name of who encountered the error his or her contact information what section the error occurred a description of the error what data or actions caused the error and the error message

The Error Report may be emailed to POGS ISIS at yahoo dot com. There is a sample on how to fill up the Error Report in the FORMS folder.

In case there is data that you cannot add into ISIS because a field or an option in a dropdown list is missing, you may email POGS ISIS at yahoo dot com, specify the information and we will add that information for you. This may happen if you cannot find a specific diagnosis or procedure that you want to enter.

ISIS will be revised periodically and updates will be broadcasted to all users. It is important that you give your updated email address and mobile number so that you may be notified of important announcements.

Contact InformationCONTACT US

For comments or suggestions, you may email pogsisis@yahoo.com or isis@synapsehealth.com.

You may also call mobile 0916 757 7539 or landline 384 9226. Thank you!