Diabetes Registry User Manual
Contents
1. Records for Dates Between tmmid dan al tmmidd r Records for Place of Registration Submit Reset Export page of the registry Selected Data export This export page consists of a form used for selecting which tables and or fields to include in the export file In addition the form includes selection fields for Serial Numbers Pop ups for Regions Place of Registration so that a user may include all records or choose a range of records to include in the export file Update Tables Add Edit Users There are several levels of user access to the registry The registrar of the Diabetes Registry can creates new users assign them a unique User ID and Password and can set the level of permission to access the registry from the User Setup form as shown below 24 C Read Only No download C Read Only With download C Read and Write No Deletion No Data Download C Read and Write With Deletion No Data Download User rights C Read Write amp Data validation privileges C Read and Write No Deletion With Download C Read and Write With Deletion With Data Download C Registrar With Administrative Rights C Browse Only Without Deletion Without Update 24 Hours a day 7 days a week C Office Working Days SAT WED C 24 Hours a day Only office working days C Limited by time specified below From To User timing fatal rT of qf En a dd mmiyyyy dd mmiyyyy Time 7 C AM PM Time 1 72. C AM PM User setup page Add Edit Cities Town Names A facility has been provided for the Registry registrars to add edit cities within the Cities table of the Diabetes Database This table is used as a Pop up menu within the Demographic Data Form A registrar must select the Region name from the pop up menu in which the new city is to be added or edited A sample screen of City Add Edit is shown below Cities Add Edit Form Select a Region Add E dit City Once a region is selected and the button Add Edit City is clicked a screen is displayed with a list of all the cities under that selected Region Name Each City is accessible by its City Code A sample list of Cities is shown below 25 Add New City List of all the cities in QURAYYAT Region City Code 1200 At the top of a list is the Add New Gityl button which directs the user to a new screen where a new City for a selected Region is added QURATYAT Cities 1 The user can delete a city from the given list of cities by clicking button 4 amp This will result in a Pop screen for the confirmation of deletion as follows SS Sti AN bre you sure you want to delete Al Hadivthar Clicking on Yes will permenantly delete the selected city from the list In order to edit the exisitng City the user can click on E to view the Edit Screen of the selected city as shown in the Figure below OURAYYAT Cities 26 Add Edit Participati
3. EE Ee Ee ee Re Ee ek Ee ee ee Ee ee ee ee 22 Yearly Cross Tabulation Reports Hospital iss ss ss se se Ee ek Ee ee Ee ee Ee ee ee ee 23 DATAE PORT acc rec cece src ee ee oe E de ie ee oe ee A EA 23 All Dalta O XO O osse EE Ee ei ed de ee Ee ERDER 23 SEleeled Dar DO oe ae ie A ee ee Ge ee E 24 UPDATE ABLES eeste see ee ee ee ie ee ee ee oe ee ee de oe ae ee ee ee ee Ee ee ee Ge ee ae 24 Add Edit Users Ge ee ee ee ee ee ee ee ee ee ee 24 Add Edit Cities Town Names Ge ee ee ee ee ee ee ee ee 25 Add Edit Participating Hospitals ss ss sn ses ee se sd soe ee Add Edit Oral Hypoglycemic Agents iss see ss ek ee ee ee Ee ee ee Ee ee ee Ee ee ee ee ee 27 Ada E dtm S Of Hie USCIS ses ES DES DS E 27 ME Es EER N EE EE OE OE EE ER OE IE tase tele 27 WOG OUT AD EE ER ER RR e ee 27 Preface Registry is considered to be a great resource in determining the prevalence rate of the disease and to control it The National Diabetes Registry is a joint project of King Saud University Hospital and King Faisal Specialist Hospital amp Research Center As indicated by the name this registry is going to be used kingdom wide for the registration of diabetic patients Currently the registry is registering patients from 15 different hospitals in Riyadh This is a pioneering registry in its field and will serve as an outstanding central source to improve the understanding and treatment of the disease This user manual is intended for the
4. back and editing the forms in case of incomplete data entry A Sample Patient s Record Page is shown as follows Diabetes Regisiry 9 GP T On Line Registratien System Patient s Record Page Home Help Seeech Admin Logout Hamad Mohammad Mohammad Moghames Pending FOR ADMINISTRATOR ONLY Flag Valid Ta VALIDATE this patient record click here Flag Pendir Ta flag this patient record as PENDING click here Hete Rie oo To Delete this Patient s Record Click HERE Delete Record Form 1 Alied Er 4 Filled Onc 702002 Demographic Data Auld a Heer Followup Patient Record Page From the Patient s record page a user can enter New Follow up data for Form 2 3 and 4 Each of the new follow ups is listed as a new visit for these forms along with the visit date In case of editing the forms the button E can be pressed to view or edit individual forms data The button can be pressed to delete the particular visit of the Patient for the 3 follow up forms 15 Under the Visit Date is an option available to edit the Visit Dates by clicking on the button Ee Any change in the visit dates will reflect the change in all the follow up forms A new Patient Record can be entered from this page by clicking the amp button Also navigation to other patient s record using and arrows can be done from the Patient s record page Searching the Registry To search the registry for a specific record or a group of record
5. to the Treatment given to the Diabetic patient A Sample Treatment Data Form is shown as follows Form3 Treatment Data Form Variables captured in the form include Required Fields Visit Date Displays automatically from the previous form Visit Date Field Diet Regular Insulin Total Dependent on the Yes choice of Regular Insulin NPH Insulin Total Dependent on the Yes choice of NPH Insulin 12 Mixed Insulin Total Dependent on the Yes choice of Mixed Insulin Oral Hypoglycemic Agent s Must be selected from the list Interview By Displays automatically from the previous form Entered By Displays automatically from the previous form Form Filled On Date Displays automatically from the previous form If none of the Treatment is entered for the Patient then the Default Value Not Entered will automatically be selected However at least one Treatment type should be selected for each treatment visit of the Patient When the Add New button is clicked data is checked for accuracy and integrity and then recorded in the system If there were no errors found the system automatically transfers control to the next form i e Complications amp Associated Diseases Otherwise a page appears which explains what errors were found and asks the user to go back to the data entry form correct the mistakes and repeat the Submission process How to Fill the Complications Data form The Complications Data fo
6. users of the web implementation of the National Diabetes Registry since it guides the user in a step by step way into using each feature of the registry in its designed and accurate way Introduction What is the web based Diabetes Registry The web based Diabetes Registry is a future central source where researchers can obtain patient related data associated with this disease The Registry boasts of features included in a standard national web based registry namely New Patient entry retrieval editing and deletion Patient Reporting on all vital variables of the database Charting facility on critical variables Data Export features including individual table exports or table join exports or exports by various criteria Administrative features which includes new user creation deletion and update new participating hospital creation addition of new cities oral hypoglycemic agents view of a complete access log of the registry Furthermore the registry has a very user friendly and flexible interface It highlights to the user which forms have been filled and which forms are pending without the need of opening the actual form page Annual reports and Special reports available for the registrars to view and print with a click of a button System Requirements Very little is required to use the Web based Diabetes Registry The Registry works best in Internet Explorer 5 0 or greater Your browser however must have cookies enabled The Re
7. ULL Form Filled E fi 200s Gregorian dd l wy Add new Form1 Demographic Data Form The assigned National ID Number should appear in the field of National ID within the form User should enter the required fields however the optional fields can be bypassed In case the mandatory field i e the required field is not entered an error message will pop up asking for the entry of that field Microsoft Internet Explorer i x AN Please enter a value For the Registration Day Field O Fields within the form are as follows Required Fields Serial Number Must be entered within range Min 1000000 and Max 9000000 Date of Registration Must be entered as a Hijri Date First Father Grandfather and Family Name Sex Date of Birth Must be entered as a Hijri Date Initial Type of Diabetes Date of Initial Diagnosis Must be entered as a Hijri Date Interview By To be selected from the drop down list Entered By To be selected from the drop down list Form Filled On Date Automatically displays the current date in Gregorian Optional Fields MRN Residence Region To be selected from the list Marital Status Address P O Box Blood Group Email Address Town City To be selected from the list Postal Code Telephone Number Mobile Number Once all information is completely entered in the form the user then must click on the Add New button In case of any error in data entry an html page appears showing errors
8. Web Based National Diabetes Registry User Manual Shazia Naz Subhani Technical Specialist Head Registries Core Facility Biostatistics Epidemiology and Scientific Computing Department King Faisal Specialist Hospital amp Research Centre January 03 2006 Table of Contents ls Ee RE EE ED NN sie atc N sane EE ER N EE EE OE N NN 4 TT FO DUG THON MR EE EE EE Ee 4 WHAT IS THE WEB BASED DIABETES REGISTRY cccecccceccccecuccencecauneeenueenuneeanneennnesannesaunesannesannenes 4 SYSTEM REQUIREMENTS is sees ie RE Se Ge ee ee we N n Ge EE GE N RE 4 HOW TO OBTAIN ACCESS TO THE REGISTRY SES ES SG AE SE GE SE GE ee Ge EG Ge GE EA Ge Ge GE GE Ao 5 PRINCIPLE FEATURES AND FUNCTIONS ee ees esse eene eek ee eek ee eek eke ke ke eek ek ee Ke ee ke EE 5 HOME PAGE OF THE REGISTRY ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee 5 sieke dig MR ee eS RR ee OE ae ee 6 OO Si OE OE OR OE OR OE ER ER OE N 6 LOGGING IN TO THE BEGISTR ER csc tie perce eee teens cate ete eae secs ea pei pee eee 7 DATA ENTE FONO aie as oase dee ee ed ed de ee ea od De Oe So AE 8 EACH OF THESE FORMS DATA ENTRY WILL BE DISCUSSED IN DETAIL IN THE FOLLOWING SECTION ees see ee 8 ADDANEWPATENT ee Ee EE GE ee Ge GE Ee Ee ee Ee oe Ed Ed ed Ee 8 How to Fill the Demographic data TOFM ee se Ee RE RR Ee ee Ee ee Ee ee Ee ee ee ee ee 9 How to Fill the Family History fOFM sees sees ese es see se ee se
9. ation Page Reports In order to keep a track of the users accessing the registry from where when and for how long the report_LogAccess can be generated To list all the records that have not been validated by the Registrar the report Pending can be generated In order to generate tables for the annual reports there are about 45 different cross tabulation reports available under the Annual reports option Similar to the annual reports is a facility to generate Consolidated reports for all the years under the General reports option DX Data Export Data Exporting is a very powerful facility available under the Export menu This allows the registrars to export the Registry data for their hospital and analyze it using any statistical software X Update Tables At any point in time if there is a need to add any new user to the database or add a new hospital add a new city or Oral Hypoglycemic agent A facility for individual options is available under the Update Tables Menu Administration Page of the Registry This page has a main menu on the top of the page which includes Reports Registry Access Log In order to monitor the accessibility of the registry by various users the Registrar can generate the Log Access report from the Reports menu Report of the pending records Generates a list of all the pending records that exists in the Registry and needs to be validated by the Registrar Report of the validated records G
10. eatures MD5 is a way to verify data integrity and is much more reliable than many other commonly used methods Once successfully logged into the Registry the user s browser should show the Main Page as illustrated below Diabetes Registry cy 72 On Line Registration System Main Page Search Admin Help Logout Logged in from King Faisal Specialist Hospital amp Research Centre Enter a National ID Number to Add Edit a patient record Enter MRN to edit a patient record Click on Add Edit Record a TENA to query the registry with maps Click here D to search the registry for certain records e Click here e Selecta chart then click on Charts icon to display the chart Enter the follow up number for the follow up data chart display E Frequency Distribution of Patient Sex Frequency Distribution of Place of Registration Frequency Distribution of Home Town Area Frequency Distribution of Residence Region Frequency Distribution of Patient s Immediate Family History Follow up gt ine Main Page of the Registry In case there is no activity on the registry for 60 minutes the system will automatically time out and the user will have to re enter his her password to access the Registry On the Main Page the button of Administrator Page is accessible only by the Registrars of the Registry All common data entry users have limited access to various features of the Registry Data Entry Forms Th
11. ee ee ee ee ee Ee ee ee ee ee ee Ee ee ee ee ee ee ee ee 10 How to Fill the Treatment data fOFM ee ee ee ee ee ee 12 How to Fill the Complications Data form eie ee ee ee Ee ek EE ek ek Ee eek ee ee ee ee ee 13 VIEW EDIT AN EXISTING PATIENT ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee 14 SEARCHING THE BEG STR eee oie cee atc Ged ee ka ee Ee eh eh ae el 16 GEAETS su vee RI Ge RE EA ee NEE WE N ee GR EN ee oe ee ee een ge ede E 18 GIS MAPS ie EE cree WE EE EA ee Ee ee ed ee ok Ge Ee ee 19 ADMINISTRATION PAGE ens ese se NE ee ee ee se Ee se Ee ee ae ee ee En EE Ee ee ee 20 REPORTS ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee 21 FICOISUY ACCESS LOQ AE OE nels eriassecuernenuaiaumounianatce 21 Report Of the pending rOCOPOS 1cccsccccecccseecsuecsesensuetsuscsesensuecsuecsesessuessussseeeseesans 21 Report of the validated records iss ee see se ee se ee ee Ee ee Ee ee Ee ek Ee ee Ee ee ee ee ee ee ee ee ee 21 EDOM on TIO TOOWONG atest ee De Ee ie ee ER AA eae 21 Date Dependent Reports ii EE EE EE EE EE ER EE Ee EE ek Ee ee Ee ee Ee ek Ee ee ee ee Ge ek ee ee ee 22 Common Error RepottsS ie Ee ee ee Ee ee Ee ee Ee ee Ee ee Ee ee Ee ee ee ee ee ee ee ee ee 22 Transferred Patients Report ie EE EE EE Ee EE ee EE ee ER ee Ee ee Ee Re Ee ee Ee ee ee Ee ee ee ee 22 Yearly Cross Tabulation Reports AN EE
12. enerates a list of all the records validated with details like Validated By Validated Date etc Report on no follow up data Generates a list of all the records for individual follow up forms that had not been entered for a particular patient having demographics form entered 21 Date Dependent Reports A set of reports based on the Start and End dates generating information for the administrative purposes e g count of records entered by an employee etc select a Report C Pending Records Validated Records Count of Patients by Hospital C Count of Records Interviewed by Employees C Count of Records Entered by Employees C Count of Records Validated by Employees Start Date or or fi gl End Date Bi he 2005 dd mm myy ddl man may View Report Common Error Reports A set of reports generating records which satisfy specific error criteria This is usually required before generating annual reports to clear up the data in error Error Reports GDM in Male Patients Date of Initial Type Current Type when Initial Type GDM and Current Type Type 2 Initial Type d lor Il Current Type GDM Initial Type 1 Il or GDM je Current Type Secondary Initial Type GDM Current Type 1 Initial Type GDM when age 10 years Initial Type Type when age 30 Transferred Patients Report Diabetes is a national registry and at some point in time might have records of patients whose file has been requested to be t
13. ere are 4 Data entry forms within the Registry 1 Patient s Demographic 2 Family History 3 Treatment 4 Complications amp Associated Disease Each of these forms data entry will be discussed in detail in the following section Add a new patient To add a new patient the user is required to enter the patient National ID Number and then click on the Add Edit Record button from the main page If the National ID Number entered already exists in the database the user will be presented with the Patient Main Page or else a new Demographics Form will show up for the data entry How to Fill the Demographic data form The Demographic Data form allows the user to fill in only the demographic information of the patient A sample new demographic form is shown as follow National ID Number IN EE 14564 345 Registration Place 301002 King Faisal Specialist Hospital amp Research Centre serial MRN Registration Date CHijriy dd fo mm yyy Patient Name Fist Father tarandfather Family Sex Male C Female Date of Birth Region 13 RIYADH Marital Status Single Married Divorced Widowed C Unknown Blood Group Address P O Box Town City 1317 Ar Riyadh Postal Code Telephone Mobile E mail Initial Type of Diabetes 1 2 IGT GDM Secondary DM C Unknown Date of Initial Diagnosis Hijril dd mm fn ewer No 7 eg N
14. etes free Alive with Diabetes Dead Unknown If Dead Diabetes related Non Diabetes related Unknown Comments Interview By Entered By Form2 Family History Data Form Variables captured in the form include Required Fields Visit Date Must be a Hijri date and cannot be less than the Registration date Current Type of Diabetes Date of Current Diagnosis Must be entered as a Hijri Date Family History of Diabetes Others Interview By Displays automatically from the previous form Entered By Displays automatically from the previous form Form Filled On Date Automatically displays the current date in Gregorian Optional Fields Height Must be entered between range Min 50 0 and Max 250 0 11 Weight Must be entered between range Min 2 0 and Max 250 0 smoking Control Fasting Blood Sugar Must be entered within the range 0 1 and 70 0 HbA1c Maximum Range 20 0 RBS Patient s Status e Click on the Add New button When the Add New button is clicked data is checked for accuracy and integrity and then recorded in the system If there are no errors found the system automatically transfers the user to the next form i e Treatment Form Otherwise a page appears which explains what errors were found and directs the user back to the data entry form to correct the mistakes and repeat the submission process How to Fill the Treatment data form The Treatment Data form allows the user to fill in information related
15. gistry can work well with all Windows Operating Systems How to obtain access to the registry To obtain access to the Diabetes Registry make a request to the following address for a regular username and password The Registrar Diabetes Center King Saud University Kingdom of Saudi Arabia Tel 477 5575 Exts 108 604 610 E mail diabetes org hotmail com Fax 477 5696 After you get the username and password a user cookie needs to be setup Once this is done the user can successfully login to the registry with his her credentials supplied Principle Features and Functions Home Page of the Registry The URL to access the registry is http www diabetes org sa ae a 7 od z aa EE iia i RE Se NG WELCOME TO On Line Registration System A registry has been a great resource in determining the prevalence rate of the disease in the country and ta control it The objectives of the diabetes registry are wide and very important for the Ministry of Health of any country It is the only system by which the country Can recognize the disease problems and plan the management of the disease control Diahetes Centre King Saud University Riyadh Saudi Arabia Phone 467 1524 477 5575 Fax 477 3696 E mail krubeanitiksu edu sa Visit us at www ksu edu sa Home Page of the Registry From the home page the user can either login directly to the registry if he she has already setup a cookie on their PC otherw
16. ick on the Setup button from the home page The user will then be directed to the following cookie setup page Enter First Name Enter Last Name Enter Login ID Continue Cookie setup page The steps to follow are Enter the First Name Enter the Last Name Enter Login ID Provided by the registrar Enter Setup Password Provided by the registrar oS SY Es Click on the Continue button If the setup password is entered correctly then a successful cookie setup message will pop up The user can then click on the Proceed link to move to the login page Logging in to the registry Once the cookie password is setup correctly and the user clicks on the Continue button the user can see a login screen with his her login ID and Hospital Name pre selected The user is now required to fill the form with the password supplied by the registrar Furthermore the user will choose his her Registration Place from the drop down list in case he she is authorized to enter data for more than one hospital Press the Enter button to login to the registry A sample login page is shown as follows l Please Enter UserlD Shazia Password Registration Place King Faisal Specialist Hospital amp Research Centre Login page of the registry The username and password protection that is used on the web based applications is improved through an advanced password encryption mechanism MD5 Encryption Algorithm with advanced f
17. in data entry The user is asked to go back to the data entry form by pressing Back to Data Entry Form button and correct the mistakes and then re submit the form If all fields were entered correctly the system automatically transfers control to the Diabetes Status Family history form How to Fill the Family History form The Family History form allows the user to fill in information related to the Family History of the patient The Patient s Current Diabetes Status and Family History data is recorded on a Diabetes Registry VISIT DATA form This is a part of the follow up visits of the patient to the centre clinic A Sample Diabetes Status Family History Data Form is shown as follows 10 Diabetes Status amp Family History Data Form National ID Number 1 2345 4564 345 Visit Number 1 Visit Date TT Height les Weight kg Hijri dd mm i vor Current Type of Diabetes 1 2 IGT GDM Secondary DM Unknown Date of Current Diagnosis Tost Ts Hijri dd imm yyyy Smoking Yes No Ex smoker Unknown Control Fasting Blood Sugar mmol l HbA1c RBS mmol l Immediate Family History of Diabetes Yes C No C Unknown IF YES Fill the given table 99 Unknown 0 None 98 Not Entered system assigns No affected Family Structure Total No By Diabetes E a E Other Family Members History of Diabetes Yes No Unknown Patient Status Alive Diab
18. ise they can go on to the cookie setup page System Security It is very important to note that a system such as the DIABETES registry system holds important and sensitive information that may only be disclosed at the discretion of the Registrar or the DIABETES committee Hence access to the DIABETES data needs to be limited to those authorized such as data entry staff Registrar etc Therefore several measures have been taken to ensure data security and to disallow unauthorized access to the system Various levels of security are Cookie setup Username Password Time out feature Limited access of data for common users Multiple levels of security ensure confidentiality of patient data In order to access the login page of the application a user account needs to be created by an administrative user Then a cookie needs to be set up on the user s PC Only after a successful cookie set up the user can gain access to the login page of the application Cookie Setup If the user is accessing the registry for the first time they need to setup a cookie on their PC Cookies are pieces of information generated by a Web server and stored in the user s computer ready for future access Cookies are embedded in the HTML information flowing back and forth between the user s computer and the servers Whenever the server wants to withdraw user specific information cookies are accessed from the user s PC To setup a cookie cl
19. ng Hospitals Participating hospitals can be added and modified only by the Super Registrar of the registry from the Diabetes Centre This option allows the super registrar to view modify the existing hospitals or in case of a new hospital add the participating hospital code and name by clicking on the Add new Participating Hospital button As soon as the hospital is added to the existing list the name of the super registrar is automatically added in the users list This allows the super registrar to be able to login to the registry by selecting the newly added hospital from the login page and adds new users and their initials from the admin page Add Edit Oral Hypoglycemic Agents Same as Cities add edit feature Add Edit Initials of the users The initials of the users are selected at the time of data entry from the drop down lists in various data entry forms These initials can have a status Active or In Active If a user no longer exists for the data entry or supervision purposes on the registry the initial can be de activated by the super registrar for that user from this Add Edit Initial option however since the initial of that user was used in the data entry it cannot be deleted from the database due to database constraints and also for the administrative reports it is required to know who entered the record initially and when An In Active user will show always as the last entry within the drop down list of the data ent
20. of the page to go back to the search page Alternatively the user can click on the Back button of his her browser Within the search facility is another more sophisticated type of reporting available to query the database This again is only accessible to the Registry Registrars A common user will not see this part of the search page on his her computer screen 17 Enter SOL Statement Execute SOL Statement This search and reporting facility is based on SQL Structured Query Language Queries can be constructed using any of the parameters in the database e g one can query the database for all Initial Type of Diabetes for all Males or Females or query all the Records entered by a particular user at a particular date etc However in order to be able to query the database using this ad hoc query facility the prior knowledge of SQL syntax is required Charts Charts are predefined reports showing the distribution of some variables kept by the registry Examples are distributions of SEX and HOME TOWN AREA Currently there are 22 such reports available To view a Chart the user must go to the On Line Registry s Main Page The third section in that page includes a form with a list of selections and a button The user must select a chart type from the list and then click on the button Chart The result is a new page with a table and a chart representing the requested distribution Charts are generated from data recorded in the regis
21. ransferred to another hospital This report gives a list of all the patients that initially got registered in one hospital and then their electronic data file got transferred to another hospital Yearly Cross Tabulation Reports All This report generates data for all the hospitals for each year with total counts and column percentages distributed by gender There are around 45 various cross tabulation reports as listed in a sample page as follows 22 Age Specific Reports Age 1 Age 2 Age 3 Age 4 Age 5 Age Specific Neuropathy Rates Age Specific Nephropathy Rates Age Specific Vasculopathy Rates Age Specific Retinopathy Rates Age Specific Hypertension Rates Age Specific Hyperlipidemia Rates Age Specific Initial Type Diabetes Age Specific Initial Type Il Diabetes Age Specific Initial Type IGT Diabetes Age Specific Initial Type GDM Diabetes Age Specific Initial Type Seconday D M Age Specific Current Type Diabetes Age Specific Current Type Il Diabetes Age Specific Current Type IGT Diabetes Age Specific Current GDM Diabetes Age Specific Current Secondary D M Age Specific Other Complications Age Specific Other Associated Diseases Age Specific Mortality Rate Alive with Diabetes Alive amp Well Miscellenous Reports Patient Gender Registration Place Residence Region Smoking Initial Type of Diabetes Current Type of Diabetes Patient Status Body Mass Index Duration of Initial Diabetes Duration of C
22. rm allows the user to fill in information related to the Complications of the Diabetic patient A sample Complications Form is shown as follow Visit Number 1 Complications Please select Autonomic Please select Background Please select 4 ESRF E Please select 4 Cerebral Associated Diseases interview By AITSA Diabetes x Form Filled mais fo 2005 Gregorian dd mm dy Form4 Complications Data Form Variables captured in the form include Required Fields Visit Date Displays automatically from the previous form Visit Date Field 13 Complications Neuropathy Neuropathy Types Retinopathy Retinopathy Types Nephropathy Nephropathy Types Vasculopathy Vasculopathy Types Others If others then specify Associated Disease Hypertension Hyperlipidemia Others If others then specify Interview By Displays automatically from the previous form Entered By Displays automatically from the previous form Form Filled On Date Displays automatically from the previous form If none of the Complications or Associated Disease radio buttons are selected then the Default Value Not Entered will automatically be selected However at least one Complication and one Associated Disease should be selected for each Complication amp Associated Disease visit of the Patient When the Add New button is clicked data is checked for accuracy and integrity and then recorded in the system If there were no errors fo
23. ry forms From the list of the database initials the super registrar can see the names of all active or in active users Also he she can update the status of the initials using the Edit option from the displayed list Main Page This option can be clicked to return to the Main Page of the Registry Log Out At any point in time if the user wants to log off from the Registry the Log out button can be clicked to end the session 27
24. s the user must first go to the Search Page Clicking on the Search Registry button from the Main Page can activate this facility The Search Page is shown as follows Demograpt aphic Data ala Birth Date On On On amp After On ET df mun 9979 Patient MAN l First Name EE e Father Grandfather fae TREE ALL C Male C Female Not Entered Marital Status ALL C Single C Mamed C Divorced C Widow C Unknown C Not Entered Initial Type of Diabetes fA Cpe IT IGT O GOM C Secondary D M Unknown Not Entered Current Type of Diabetes ALL CIC ILC IGT O GDM C Secondary D M Unknown Not Entered Family Histary ALL C Yes F No C Unknown Not Entered Family History Others ALL C Yes No C Unknown Nat Entered Patient Status ALL C Ale wie Diabetes C Awo wi Diabetes C Coad Unknown Mot Entered ALUL Yee C No C Unknown C Mot Entered Mixed Insulin E ALL C Yes C No Unknown C Mot Entered Complications Heuropathy ALL Yes No C Unknown Mot Entered Retinopathy F ALL Yes C Na C Unknown NotEntemd OOOO O MEE E ALL C Yes C Na Unknown C Not Entesa o i Vasculopathy TALL t Unknown Not Entered Other Complications ALL C Yes C No C Unknown C Not Entered Associated Diseases i Hypertension ALL Yes C No Unknown Not Entered Hyperlipidemia ALL Yes No C Unknown Mot Entered Other Associated Di
25. s per region The second last map from the list above allows the registrar to define a query within the map to view the results displayed geographically as well as in the form of a table 19 Geographic Distribution of Diabetes Patients in KSA by toscr Besc maliyah Layers fisible Active AIRPORTS re CITIES POPULATION ARE Refresh Map Technical Databases Core Facility BESC 2004 r O m As IK M kfh names is now the Active Layer A custom map with queries on the right hand side All the maps have a toolbox at the left hand side which the user can use to manipulate the features of the map to see various extents of the maps more clearly to identify and list the details of the map features to find a particular feature on the map etc Administration Page The functions explained above are available to all users of the DIABETES system Currently users are classified in one of three categories data entry staff registrar and system administrator The last two categories should be able to perform special functions that no other users could These are called administrative functions These functions could be accessed by clicking on the Go to Administrator Page button found at the bottom of the Main page or clicking on the Admin icon from the top right menu This results in showing the Administrator Page as shown in Figure below 20 Reports Data Export Update Tables Transfer Patient Main Page LogOut Administr
26. seases g ALL E Yes Na Unknown Mot Enterad Search Page To perform a search the user must specify search criteria 16 To specify search criteria the user must either enter search conditions such as DOB on amp after 12 6 1312 and or select one of the multiple choice criteria such as Sex Male or Initial Type of Diabetes All search conditions are combined to compile a single search string on which the registry database is queried The query will return either a null response or a set of records as shown in an example below RESULTS Found 119 records that match your criteria First Page Next Pace Last Pace Edit National ID Number Serial Patient Name EG 10969 1006177 Massad Juhan g 39187 1003848 Ahmed Muhtaseb Ef de 43964 1003839 Abdulaziz Ajali E 1003043033 1003303 Hamad Dosari B 104535054 0018 Musaed Atar Ef 1049450059 1009331 salem Saad Ef 1453404512 1003312 Dyab Howail Ef 1455031351 1006102 Abdullah Amri Ef 1010260303 1002426 Abdullah Mansour Search Results From the resulting number of records the registrar can then click the Edit button E to access the complete record page of the Patient However a common registry user cannot access the complete record page but can only view the search results This restriction is for the sake of data security To perform a new search or to modify the most recent search the user may click on the link at top
27. try up to the time the Generate Chart button is clicked That means they show data instantaneously just as the search results do A sample bar chart is shown as follows Msie Fussighry Or Liew HEI EE BEER Sales requency Distribution of Initial Type of Diabetes EET EET Liekorersers CESA GAS LA ateies Ragising On Line Chet _ Pree Mol Generel Frequency Diss ibision of Inbal Type of Dies Chart display page 18 Chart FX is the charting software used to display the chart The users as per their requirement can manipulate this chart display The Menu at the top of the chart display can be used to change the Chart Types 3 dimensional display to save or print the charts etc GIS Maps The registry data can be viewed in the form of maps as well For this purpose a sophisticated mapping software from ESRI namely ARCIMS has been incorporated within the Diabetes Registry which allows the registrars to be able to see the pre defined queries as maps The available maps are as follows Diabetes Patients by Cities Diabetes Patients by Regions Combined Spatial and Demographic Query Tool with Patient Details On clicking any of the above item will result in the display of the selected query as map in a new browser window as shown below ArcIMS Viewer UPAR IO aE AASE basil ele S S o Map created wth ArdMS Copyright C 1992 2005 ESAI Inc Map showing total count of diabetic patient
28. und the system automatically transfers the user to the Patient s Record page Otherwise a page appears which explains what errors were found and asks the user to go back to the data entry form correct the mistakes and repeat the submission process Note All date fields are formatted as dd mm yyyy The date must be entered as a Hijri date except for the Form Filled On date which is recorded as a Gregorian Date and the year part must be entered as a 4 digit number View Edit an existing patient To view data for an existing patient a user must perform the following Log in to the system The user s browser should show the Main Page 14 In the Main Page enter the patient s National ID Number or a Medical Record Number MRN Click on the Add Edit Record button If the patient record exists in the on line registry the Patient Data page is displayed Otherwise a new Patient s Demographic Data form appears In the Patient s record page data is divided into four parts corresponding to the four forms of the Diabetes registry The first part corresponds to Form 1 which is the Patient s Demographic data form Form 2 is Family History form Form 3 is Treatment form and Form 4 is Complications amp Associated Disease form In case of a complete data entry in the form a 3 green bullet appears next to the form name In case of no data entry in any of the forms a red bullet will appear next to the form This helps in going
29. urrent Diabetes Immediate Family History Fasting Blood Sugar HbA1c Marital Status Compliactions in detail Associated Diseases in detail Comp amp Ass Diseases Summary Treatment in detail Treatment summary Missing Data Report List of all the available annual reports Yearly Cross Tabulation Reports Hospital Same as above with a condition of reports generated for the individual Hospital only Data Export All Data export This page allows the administrative users to export data in various ways Data can be exported either from each table individually or from all the tables 23 In addition the form includes selection fields for Serial Numbers Pop ups for Regions Place of Registration so that a user may include all records or choose a range of records to include in the export file Each export request results in a delaminated text file that can be saved anywhere as per users choice to be used in any statistical software for analysis or for reporting purposes A sample export page is shown as follows Export Data Page 4 To select individual fields from the Tables to export please visit this page OR 2 Select all records from individual tables to export Patient Demographic Table Family History Table Complications Table Treatment Table OR 3 Select an option to export from all 4 Tables All Records Records for Serial Number Between and Records for Region
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