Should I give Up on This Form?

[Palomino33]

You want objectives assigned to all patients in a 'group'. It is not clear to me how a patient is identified with a 'group'.

Patients will be identified by their Level of Care (field in Patient data table). All patients at the PHP level of care would get the same psychoeducational note. I'm sure there is an easier approach instead of going all the way around my first to get to my thumb.

Why have users enter name in title case and upper case? Just enter the title case, the upper case can be set in reports by formatting code.

Truthfully it's because I don't know any better. I am still learning so much. I wish I knew as much as you and Alan and others here. I want to learn it, there's so much....and I am getting old quickly!

Why have them enter initial of last name? This can also be extracted from the name with string manipulation function: Left(LastName,1).

Cool! Can't wait to use this...and don't think my book has this. P.S. Already back, and love this, thank you! Getting my reference book out now to see if I can find this and flag the page

FirstNameLowerCase field looks more like nicknames.

It is...actually...of sorts. It is actually what the patient wants to be called.....you know like the full name might be William James Green, and he goes by "Billy", that's what goes in that field. And the UpperCase fields merge to a word document to title it, and the FirstNameLowerCase field, this one we are talking about, actually merges a number of times in the group note.

Since you have the Objective descriptions in multiple similar fields (which is not strict data normalization), will need to use concatenation string manipulation to display them together in one textbox.

I can try to set this up differently....if you think it would be better done a different way. I am not restricted to the way it is here. I can change it to anyway I think it should be. The problem is, I just don't have an approach to this.

Here's the way this is currently: (pretend you havn't seen the db). We have a hand completed form with checkboxes on the front. On the back of the form, is a list of objectives. The print size is about a 4, you can't read it, and about half the time, the counselors don't copy the back. When we get audited, we always get dinged because the objectives aren't listed, even though the front of the form says so. So, all I want to do is list the ONE topic of disccusion and the matching objectives on the front of a form...and i want the same form to print for all active patients.

Like:
Description1 & Chr(13) & Chr(10) & Description2 & Chr(13) & Chr(10) & ... Create a query doing this with an expression in Field row. Then this constructed field will be available to bind a textbox to when it is included in a form/report RecordSource. You will never, ever need more than 6 descriptions?

I will definitely have to read up on this...I think I did try this or something similar to this. No, 6 objectives are enough. I mean if push came to shove, another sentence could be added to any objective.

Does this help any?

[Palomino33]

I see what you are saying about that dog gone join. I had one ....and lost it when I changed my primary key. I will fix that. Crap!!!!!!!!!@

[June7]

Producing a report for each patient listing the one topic of discussion and the matching objectives is simple. Trick is how to relate that topic to each patient.

All patients at the PHP level of care would get the same psychoeducational note.

This confuses me. What do you mean by 'all' patients?

Your non-checkbox form effort is a practical alternative and should not require as much code, if any. However, the form RecordSource is not allowing edits. The RecordSet Type property has to be changed to Dynaset (Inconsistent Updates) to allow edits. I have never had to use this option. The Descriptions are not populating the textboxes when Topic is selected. Not yet sure how to fix this.

As long as will not be constantly adding Descriptions and even though not normalized, having them in similar fields is workable. Does mean can't sort by Description and displaying the Descriptions vertically requires the concatenation trick. You decide how far you need to take normalization. It can be a balancing act between ease of data entry and report output. Could have one memo field and enter the Descriptions as a single paragraph.

[Palomino33]

Thanks June 7. Let me do some reworking on this...with your suggestions...and see how far I get. As far as what do I mean by all patients. Let me rephrase this a little. Suppose the "patients" were "students" and the "counselors" were "teachers". Let's say a Teacher lectured all 10 Male students (PHP patients) about the dangers of drinking and driving.....and the 6 Female students (IOP patients) about the dangers of sharing needles. And these lectures had to be simply documented by this note. Every male student would get the exact same note about drinking and driving. Every female student would get the same note about sharing needles. These are Active patients....currently in treatment. Does that help a little?

[June7]

My confusion is that these 16 individuals cannot be the entire patient roster forever. How are these 10 PHP patients distinguished from all the other PHP patients ever treated? If you want to be able to establish a record for all ten using code instead of individually, need some way to identify this specific group. Could use a multi-select listbox and then VBA code would save a record for each individual selected in the listbox.

[Palomino33]

Thanks for hanging in here with me. Sometimes the more I think about something or attempt to explain it to others, sometimes it really helps me with my understanding.

Every patient on admission/discharge is assigned a "Level of Care".
Here are the various levels of care,
Detox/Rehab (7 days a week 5 Classes per day)
PHP (7 days a week, 4 classes per day)
IOP (Starts at 5 days/wk, and overtime drops to 2 days wk, 3 classes per day)
Aftercare (1 day per week, 1 class)
Discharged (no longer involved in active treatment)

Everybody at the PHP level of care gets the same exact instruction for that 4th class.

So, let's say we have 6 admissions a day, 6 discharges per day...but we keep a rolling roster of about 75 people total. (These are real actual numbers...I always use smaller numbers when explaining it to others, because to me it just seems easier to think about in smaller numbers). Of the 75 active patients that are on roll....let's say 60 of them today at the PHP level of care. So those 60 people all go to the same class at the same exact time, and get the same instruction. (Tomorrow it may be 63 people on PHP, and the next day it may be 58)

So what I'm trying to create is just a standard note....that will pull the patient names from a PHPLevel of Care Query....and all the counselor has to do, is pick a topic, and the objectives fill in....and notes print for all 60.

(Currently at this location, a secretary, "Hand writes" the patient name, the medical record number, and checks the box on the form, and then the counselor signs it. How inefficienct is that? This takes nearly 2 hours every day. And....the objectives never get copied on the back of the form - a repetitive audit finding.

At my location, I basically have an unbound checkbox form that the data source is the PHP query....and it prints a form for each patient for that 4th class. This works perfect and great for us.....except.....somehow I need to get those objectives on the front of the form...so we don't have to try to copy or print on the back of a form.

[June7]

Maybe this will help explain my confusion.

Today 60 people are coded PHP. Topic/Objective is saved for all 60. Six of those are discharged but still in database as PHP. Ten more people come in and code them PHP. Now 70 people in database as PHP. Need to record a topic/objective for the PHP coded patients. Now do 64 (70 - 6) patients get this new topic/objective or just the new 10? Does this topic/objective replace the previous one for the 54 remaining from earlier group or add to? If only want the new 10 to get this topic/objective, what will be criteria to distinguish them from the other 54?

[Palomino33]

Yes, you are right on. A little more. There are 3 group classes in the morning, and only 1 PHP class in the afternoon. So....I guess the point of this is to say, there is only 1 PHP class per day, that ALL PHP patients attend. So whoever is on PHP today, goes to that class, and they all get the same note for their chart. (I can get to this point in Access). The part I can't get, is getting those objectives the same for all 60 people. All discharges are in late afternoon (which puts them in the 2:00 php class) and all admissions are early morning which puts the in the 2:00 php class)

[Palomino33]

Hey, I see what you are saying...you are looking at the db I uploaded. All of the names in the db are just test names. I "discharged" all of the females and am "keeping" all of the males I did it this way to test reports, and queries, ect.

Currently my form is based on Active patient query....but when I get it like I want it, I'll change that data source to base it on a PHP query list (with a Null criteria for discharge date). Maybe this will help a little too

[June7]

Okay, if you want to associate this selection with all PHP patients (including the one who stayed in bed with the flu), the PsychoEducationGroupNote form does not need the PatientDataTable. Form would not work as built anyway. Remove the table from RecordSource and the form will display the notes and the controls will be editable. If you don't want the descriptions edited from this form, set the textboxes properties Locked Yes and TabStop No.

Create a junction table for records that associate patient with the PHP note. Remove TPWID and PatientParticipation fields from PsychoEducationGroupNote table.
TABLE: PatientPHP
FIELDS:
PatientID (foreign key)
PEGNID (foreign key)
Participation

To add the individual participation comment to PatientPHP table, create another form bound to that table and install it as a subform on PsychoEducationGroupNote form (change to Single instead of Split form), Master/Child linking on PEGNID fields. Name the subform container control ctrPatientPHP.

Add a button "Save To Patient Record" on main form. Code in button Click event to associate this entry with all PHP patients:

If IsNull(DLookup("PEGNID","PatientPHP","PEGNID=" & Me!PEGNID)) Then
DoCmd.SetWarnings False
DoCmd.RunSQL "INSERT INTO PatientPHP(PatientID, PEGNID) SELECT PatientID, " & Me!PEGNID & " As ID WHERE LevelOfCare = 'PHP' AND TPWDepartureDate Is Null"
DoCmd.SetWarnings True
Me.ctrPatientPHP.Requery
End If

You can delete the record in the subform for the patient with the flu or make comment 'in bed with flu'.

Build report.

[Palomino33]

Beautiful! That sounds like it will work great for me! Can't wait to try it!!! Before I read your update this morning, I was actually reading on subforms and thinking that might be my next effort on this task Thank you June 7 for your time and ideas. I hope that I will be able to help others here in the forums just as you have helped me. Give me a little time to do this....I'll never be as smart as you Will be back soon with the results.