Record of Revisions to Patient Tracking Spreadsheet Template

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Johnathan Norton
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1 Recrd f Revisins t Patient Tracking Spreadsheet Template Belw is a recrd f revisins made by the AIMS Center t the Patient Tracking Spreadsheet Template. The purpse f this dcument is t infrm spreadsheet users f any bug fixes r updates made t the spreadsheet since they began using it. If yu are unsure which versin f the spreadsheet yu dwnladed, refer t the Disclaimer tab n yur spreadsheet t see the date it was signed. The dates belw indicate when a revised versin f the spreadsheet was distributed t the Patient Tracking Spreadsheet listserv (aims_spreadsheet_registry@u.washingtn.edu), with the mst recent updates appearing at the tp f the page. It s strngly encuraged that yu always use the mst recent versin f the spreadsheet, as there culd be bug fixes that affect functinality. If yu prefer t make the updates t yur existing spreadsheet rather than dwnlading the new versin and transferring yur patient data, instructins n hw t d s are prvided belw. If yu wuld like t receive spreadsheet updates when they are psted, please subscribe t the Patient Tracking Spreadsheet listserv here. 12/15/17 Revisin: Revise frmula in Date f Psychiatric Case Review clumn such that a review date frm a previus episde f care will nt display in this cell. Nte: This is an imprtant revisin t make. Thugh it des nt necessarily affect fundamental functinality f the spreadsheet, it will make it clearer when a patient has nt been reviewed by the psychiatric cnsultant in their current episde f care. G t the Patient Tracking wrksheet and unprtect it Click n cell R3, r the grey cell in the Date f Psychiatric Case Review clumn fr the first patient blck Revise the frmula t be: =IF(S3>=J3,S3,"") Nte: If yu have changed the clumns n yur versin f the spreadsheet, yu may need t use different cell reference fr S3 and J3 in the abve frmula. Fllw the guidelines belw fr chsing the crrect cells: S3: This shuld refer t the clumn/cell that is immediately t the right f the grey cell in the Date f Psychiatric Case Review clumn (it will be a hidden clumn) J3: This shuld refer t the purple cell in the Actual Cntact Dates clumn fr the specific patient blck. Cpy this frmula t all ther grey cells in the Date f Psychiatric Case Review clumn Re-prtect the Patient Tracking wrksheet

2 Revisin: Revise Episde Number clumn t aut-ppulate with 1 fr all cntacts unless manually changed fr a new episde f care. Nte: This revisin des nt affect fundamental functinality f the spreadsheet, but it allws yu t bypass entering an episde number at every cntact, unless the patient is starting a new episde f care. Please take nte f whether any f yur patients currently have mre than ne episde f care recrded! This mdificatin will autmatically ppulate a 1 fr the episde number next t all cntacts, s yu will need t make sure t change the episde number manually fr any patients wh were discharged and returned t care (see page 11 f the User Instructins fr mre infrmatin n changing the episde f care). G t the Patient Tracking wrksheet Select the first white cell in the Episde Number clumn, which shuld cntain n frmula. Insert the frmula: =IF(A4<>"",1,"") In the next cell dwn, insert the frmula: =IF(J5<>"",F4,"") Nte: If yu have changed the clumns n yur versin f the spreadsheet, yu may need t use different cell reference fr J5 and F4 in the abve frmula. Fllw the guidelines belw fr chsing the crrect cells: J5: This shuld refer t the cell in the Actual Cntact Dates clumn that is in the same rw as the cell yu are wrking in (likely rw 5) F4: This shuld refer t the cell directly abve the cell yu are wrking in, in the Episde Number clumn Cpy this frmula int the remainder f the cells in the Episde Number clumn until yu reach the next patient blck (purple cell) Highlight and cpy all f the white cells in the Episde Number clumn f the first patient blck, and paste int all f the ther patient blcks n the spreadsheet Revisin: Change number f patient blcks available frm 100 t 200 blcks. Nte: This revisin des nt affect fundamental functinality f the spreadsheet, but it dubles its capacity. If yu are the designated Spreadsheet Data Manager at yur rganizatin (see page 4 f the User Instructins fr a descriptin f this rle), aims_spreadsheet_registry@u.washingtn.edu t request a cpy f the Spreadsheet Data Manager instructins.

3 4/11/17 Revisin: Refrmat Care Manager Cntact Ntes clumn t crrect places in which rw des nt AutFit t text. Nte: This revisin des nt affect fundamental functinality f the spreadsheet; ntes can still be entered in affected cells, but the cell will nt expand t display the full nte. G t the Patient Tracking wrksheet and unprtect it Select all cells in the Care Manager Cntact Ntes clumn On the Hme tlbar click Frmat > AutFit Rw Height Re-prtect the Patient Tracking wrksheet 3/1/17 1/20/17 Revisin: Edit text at the tp f the Caselad Overview wrksheet t prvide clearer usage guidelines, include a reference t the de-identified template fr the Caselad Overview, indicate a stipulatin fr displaying GAD-7 scres, and add a link t the Patient Tracking Spreadsheet Template resurces page lcated n the AIMS Center website. Nte: This is an imprtant revisin t make s that users are clear n hw t prperly use the Caselad Overview wrksheet and readily have access t further resurces. Open the Patient Tracking Spreadsheet Template with example data, lcated here. G t the Caselad Overview wrksheet, and highlight the cells in Rw 1 frm the first cell t the end f the red text, which will appear as tw larger blcks when yu highlight them. Cpy the cells, and paste them int yur versin f the spreadsheet. Yu shuld als unhide the wrksheet called Caselad Overview BACKUP, paste the cells at the tp f this wrksheet, and then re-hide the backup wrksheet. Revisin: Remve Ticklers fr patients with Inactive Treatment Status. Nte: This revisin des nt affect fundamental functinality f the spreadsheet; it simply cleans up the Tickler clumn such that Past Due and Cntact due reminders d nt appear fr inactive patients. G t the Patient Tracking wrksheet and unprtect it Click n cell E4, r wherever the first Tickler cell is n yur current spreadsheet (that cntains a frmula) At the very beginning f the frmula, add a functin fr making the frmula apply t any nn-inactive treatment statuses; if yu have nt changed these statuses frm the riginal spreadsheet template, this functin will be the fllwing IF statement: =IF(OR(C3="Active",C3="Relapse Preventin"), At this pint, yu will cntinue with the riginal frmula and add anther value if false t the very end, s the whle thing in cell E4 shuld read:

4 =IF(OR(C3="Active",C3="Relapse Preventin"),IF(J4="",IF(I4<TODAY(), "Past Due",(IF(I4=TODAY(),"Cntact due tday",if(i4=(today()+1), "Cntact due in 1 day",if(i4=(today()+2), "Cntact due in 2 days",if(i4=(today()+3), "Cntact due in 3 days",if(i4=(today()+4), "Cntact due in 4 days",if(i4=(today()+5), "Cntact due in 5 days"," "))))))))," ")," ") Drag this frmula t the bttm f the patient blck t cpy it t the ther cells in the Tickler clumn, and then highlight it and cpy/paste t each subsequent patient blck thrugh the end f the spreadsheet Re-prtect the Patient Tracking wrksheet Revisin: Remve Cnditinal Frmatting fr target scres in the Initial Assessment (purple) rw s that an initial scre des nt turn this rw green if it is at target. Nte: This revisin des nt affect fundamental functinality f the spreadsheet, but it is a crrectin t keep the Initial Assessment rw clearly labeled. G t the Patient Tracking wrksheet and unprtect it Select the cell in the Initial Assessment rw fr PHQ-9 Scre in the first patient blck (i.e., the purple cell that displays the Initial Assessment scre fr PHQ-9) On the Hme tlbar click Find & Select > G t Special > Data Validatin > Same > OK Once all f the Initial Assessment cells in the PHQ-9 clumn are selected, click Cnditinal Frmatting > Clear Rules > Clear Rules frm Selected Cells Repeat the previus three steps fr the Initial Assessment scre fr the GAD-7 clumn Re-prtect the Patient Tracking wrksheet 12/9/16 Revisin: Change Caselad Overview refresh shrtcut t Ctrl+J Nte: This is an imprtant revisin t make, as many peple have encuntered issues with the Ctrl+K shrtcut due t it verlapping with the shrtcut t insert a hyperlink. Press Alt+F8 t pen the Macr dialg bx Click Optins Where it says Shrtcut key type the letter j Click OK t save the shrtcut and exit the dialg bx, and then click Cancel n the Macr dialg bx Save the spreadsheet, clse it, repen it, then press Ctrl+J t refresh Revisin: Change frmatting f Care Manager Cntact Ntes cells such that ntes frm an external surce (e.g., yur EHR) can be mre easily cpied and pasted Nte: This revisin des nt affect fundamental functinality f the spreadsheet, but it imprves its user-friendliness. This revisin cannt be perfrmed n past versins f the spreadsheet due t prtectin settings n the Disclaimer tab. The change is nt critical t functinality, but if yu have encuntered prblems with cpy/paste in the ntes sectin, yu might cnsider transferring

5 yur caselad t the new template. Befre transferring yur caselad, ensure that the revisin is functining in yur versin f Excel by ding the fllwing: G t the Patient Tracking wrksheet On the Hme tlbar, g t the Styles sectin and find the drpdwn fr cell styles Right click the Style ptin that says Nrmal (make sure yu are nt selecting Nrmal 2, Nrmal 3, etc.). Select the ptin fr Mdify, and check that the settings displayed match the screensht t the right. If the settings match, g ahead with transferring yur caselad t the new versin. If the settings d nt match, and yu have been having prblems with cpy/paste in the ntes sectin, a wrkarund wuld be t paste ntes unfrmatted int a prgram such as Micrsft Ntepad, and then paste them int the spreadsheet. Revisin: Revise macr t avid pssible run-time errr when refreshing the Caselad Overview. Nte: This is an imprtant revisin t make. Data may nt display prperly in the Caselad Overview unless yu make this change. This revisin will nly wrk if yu have nt made changes t the riginal Caselad Overview wrksheet (e.g., added r subtracted clumns). If yu have made changes t the number f clumns, yu will need t adjust the clumn references in the new cde. It may help t cmpare yur current cde and the new cde side-by-side. T make the revisin t the macr: Open the new versin f the spreadsheet template Press Alt+F8 t pen the Macr dialg bx, and select Edit while CpyPartOfFilteredRange is highlighted Place yur cursr in the text bx and press Ctrl+A t highlight all text, then press Ctrl+C t cpy it Exit the new versin f the spreadsheet, and pen yur wrking versin Save a backup f yur wrking versin f the spreadsheet befre prceeding! Again, press Alt+F8 t pen the Macr dialg bx, and select Edit while CpyPartOfFilteredRange is highlighted Place yur cursr in the text bx and press Ctrl+A t highlight all text, then press Ctrl+V t paste the new cde ver the ld cde Exit all dialg bxes, and press Ctrl+J t refresh the Caselad Overview Revisin: Frmula crrectin n Patient Tracking wrksheet t rectify calculatins fr last patient blck. Nte: This is an imprtant revisin t make. Data may nt display prperly in the Caselad Overview unless yu make this change.

6 G t the Patient Tracking wrksheet and unprtect it Highlight the hidden clumns at the end f the patient blcks (R-AB if yu have nt changed the number f clumns frm the template) and un-hide them In clumns T and U (r whichever clumns are named Pre-Clumn J: Episde and Pre-Clumn J: Episde+MRN ) drag the frmulas dwn ne additinal cell s that they extend t ne rw past the last patient blck Re-hide the clumns and re-prtect the Patient Tracking wrksheet

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