• DSHS HIV/STD Program

    Post Office Box 149347, MC 1873
    Austin, Texas 78714

    Phone: (737) 255-4300

    Email the HIV/STD Program

    Email data requests to HIV/STD Program - This email can be used to request data and statistics on HIV, TB, and STDs in Texas. It cannot be used to get treatment or infection history for individuals, or to request information on programs and services. Please do not include any personal, identifying health information in your email such as HIV status, Date of Birth, Social Security Number, etc.

    For treatment/testing history, please contact your local Health Department.

    For information on HIV testing and services available to Persons Living with HIV and AIDS, please contact your local HIV services organization.

POPS Appendix E - STD-MIS System Maintenance

Appendix E

Maintenance Recommendations

 

Maintenance Recommendations
 Activity Schedule  Description 
Confirm System Date & Time Daily All data are saved with the date and time info written to the disk. Many exports and reports use the date field to select the correct records.
Process “Review Pending” records As needed Data entry staff may not be able to process all records, pending decisions that must be made by someone else (more experienced). Also, supervisor notice to review interview records is available here. Access this feature in Review Pending, Data Management.
File Re-Index Weekly Problems with the file indexes are not uncommon. While the data bases are usually not affected, what is seen on the screen may look wrong. Re-indexing can be done within the system or from the DOS prompt. Re-indexing requires exclusive access to the databases.
Duplicate Patient Merge As needed Identify possible duplicate patient records using various duplicate searching requirements to ensure that patients are in the system only once. This is a 3-step process. The last step, Process Merge File, requires exclusive access to the databases.
Back up data files Daily Ensure that all data (.dbf and .fpt) files are backed up to a tape drive or diskette. File encryption is recommended. Periodic off-site storage of backed up and encrypted files, along with daily rotation of back up media, is suggested. Periodically test the backed up data to ensure proper functioning. Exclusive access to the databases is required.
Export NETSS file Weekly At the central office, create a NETSS export file every week (Monday or Tuesday). This file is delivered to the state Epi reporter for inclusion with the weekly CDC/EPO transmission of all notifiable diseases from the state. Access this export feature by selecting NETSS File Export, Custom Format, Export Data, System Utilities.
Export remote STD*MIS site files Frequency determined locally Each remote site using STD*MIS should export newly entered records. These files are then delivered to the central office for import into the central office STD*MIS data base. Access this export feature by selecting STD*MIS Upload Format, Export Data, System Utilities. Exclusive access to the databases is required.
Import remote STD*MIS site files   Files that were exported from remote sites should be imported into the central office STD*MIS database. Access this import feature by selecting STD*MIS Uploaded Data, Import Data, System Utilities. Exclusive access to the databases is required.
HARS file export   Export the HARS registry-matching file so that patient registry matching between STD*MIS and HARS can be completed. Access this export feature by selecting HARS Format, Export Data, System Utilities. Deliver this file to HARS staff to process.
HARS file import   Import the file that has been processed by HARS. This step will add the HARS ID number to the STD*MIS patient records that were matched to HARS patient records. Access this import feature by selecting HARS Data, Import Data, System Utilities.
System Files Date/Time Check Monthly This 2-step process alerts you to the availability of new or updated system and report files. First, download CURRENT.DBF from the STD*MIS web page, or request this file from Atlanta via Email. Copy this file to your STD*MIS directory before running System Files Data/Time Check, System Maintenance, System Utilities.
Import lab records (ELR)   This new feature is an adjunct to data entry of lab results. User decisions that determine test follow up are still required. Access this import feature by selecting Lab Records, ASCII Data, Import Data, System Utilities. Importing the electronic lab records requires exclusive access to the databases.
Import morbidity records   This new feature is a mechanism by which morbidity data from other sources can be electronically imported into STD*MIS. Access this import feature by selecting Morbidity Records, ASCII Data, Import Data, System Utilities. Importing the electronic morbidity records requires exclusive access to the databases.
Check System ID Numbers Monthly This System Maintenance, System Utilities program ensures that the number-assigning process in STD*MIS is working properly.
CHECKEYS Monthly This report, Check for Blank/Duplicate Keys, is located in Database QA Reports, System Maintenance, System Utilities. Run this report to identify records that are blanks or duplicates. Removal or repair of these records is recommended after CDC-provided training. Exclusive access to the databases is required.
SEEKKEYS Monthly This report, Referential Integrity Check, is located in Database QA Reports, System Maintenance, System Utilities. Run this report to identify records that have broken linkages to related files. Removal or repair of these records is recommended after CDC-provided training.
Purge records   Two record purging options are available in System Utilities: patient records with no related events, and closed field records more than one year old where the name was either blank or “Unk”. NOTE: purging records is a permanent action, there is no un-purge utility in STD*MIS. Exclusive access to the data bases is required.
Reference file maintenance Monthly All reference files, located in Update Reference Files, System Utilities, should be periodically reviewed for content and duplicate entries because individual users may be able to add new records to these files. This recommendation most relates to the Geo_Area, Lab, Provider, and Treatment reference files.
Missing values in morbidity data Monthly This report, Check for Missing Values, is located in Morbidity Reports, Reports Menu. Periodically run this report to ascertain the number and percentage of morbidity records in the database that are missing age, race, gender, county, or zip code information. Individual provider results are provided so that targeted intervention to improve key value reporting completeness is possible.
Missing pregnancy info on female interview records Monthly This report, Pregnancy Status Report for Interview Records, is located in Quality Assurance Reports, Reports Menu. Run this report to identify records of interviewed females in which the pregnancy status (current or recent) is either missing or unknown, or where the entered data identifies a current or recent pregnancy. This report may be run for selected diseases.
Check for duplicate morbidity reports Monthly In this Patients With Multiple Morbidity Records report it is possible to identify morbidity records that have been inadvertently duplicated. This report is located in Quality Assurance Reports, Reports Menu. For the purpose of identifying duplicate records, the easiest way would be to select only one disease at a time when running the report. This report can also be used to identify individuals who have an unusually high number of selected STD infections, based on a user-defined threshold of the number and diagnoses of cases.
Identify positive lab tests not linked to a morbidity record Monthly This report, Positive Lab Tests w/o Morbidity, is located in Quality Assurance Reports, Reports Menu. Run this report to identify, by selected disease and test types, those positive lab tests that are not linked within STD*MIS to a morbidity record.
Identify interview records not linked to a morbidity record Monthly This report, Interview Records w/o Morbidity, is located in Quality Assurance Reports, Reports Menu. Run this report to identify, by selected disease, those interview records that are not linked within STD*MIS to a morbidity record.
Identify field records where infection is documented that are not linked to a morbidity record Monthly This report, Infected FRs Without Morbidity, is located in Quality Assurance Reports, Reports Menu. Run this report to identify, by selected disease, those closed field records that have a disposition (C or D) indicating current infection that are not linked within STD*MIS to a morbidity record.
Identify morbidity records that are missing a positive lab test or treatment record Monthly This report, Morbidity Missing Lab and/or Treatment Record, is located in Quality Assurance Reports, Reports Menu. Run this report to identify morbidity records, by selected disease, that do not have a linked positive lab tests for the index disease or any linked treatment record. NOTE: This report cannot discern whether treatment linked to a morbidity record is correct and adequate.


 

 

Appendix E

 

Last updated January 5, 2016