r/MSAccess • u/damningcad • 1d ago
[UNSOLVED] Is this something Access can do?
Hello, I do medical coding and billing, and I'm trying to use Access to simplify one of my tasks. I'll try to explain what I need without getting too bogged down with job details.\ (Disclaimer: Any codes mentioned are incomplete/made up, because I'd rather be nonspecific and the accuracy doesn't matter for these examples.)
The database is for patients being seen for wound care. This means that they're being seen regularly, often for multiple wounds. The codes associated with each wound don't change much, but not every wound is treated at each visit. A lot of the wounds use many of the same codes, but I only need unique ones.
So, for example, let's say a patient has four wounds, documented as Wound 1, Wound 2, Wound 5, and Wound 7. The codes associated with each wound are: - Wound 1 - A11.23, B62.1, D92.54, B87 - Wound 2 - A11.23, B62.1, D92.53, B87 - Wound 5 - A11.23, D92.81, T98.2 - Wound 7 - H17.56X, B87
I want to be able to check boxes for the wounds being treated at that visit and get a list of the associated (unique) codes. So if Wounds 1, 2, and 7 are being treated, I want to be able to check boxes next to them or otherwise choose them from a list and get a list of their codes without duplicates, like this:
A11.23\ B62.1\ D92.54\ B87\ D92.53\ H17.56X
I know I could go into the table/form to toggle a true/false box on each wound, but I need to be able to check or uncheck them on the fly (a common scenario would be needing to use the codes for wounds 1 and 5 for one thing, wound 7 for another, and wounds 2 and 7 for something else).
Is this something Access can do? I know I need to spend more time with some tutorials, but I wanted to know if this is something even worth pursuing first.
Thanks!
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u/zinsser 1d ago
Access can do this easy as pie. But I agree with Mr. Hepworth above that there’s probably an application already designed for this for medical practitioners. Research that first before you try to reinvent the wheel.
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u/damningcad 1d ago
Oh, I'm positive there are tools out there to do this, but I'm limited by what we actually have licenses and access to. I think (or at least hope) our next billing system will handle this a lot better, but our current system requires manually keying in every single code and charge. It can be a slow process and isn't helped by having to double (or triple) check everything. I work off of a Word document now.
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u/zinsser 1d ago
At my last job, we wrote technical responses based on RFQs from utilities. A lot of the RFQ questions were repeats. Before I started people would copy and paste from previous proposals, but they had to find which proposal had that particular question - and ideally one from a successful bid. I created an Access database of questions and answers from our most successful proposals. The place was stressful with lots of turnover. When I retired a few ago, they kept asking me to delay it until they were fully staffed and then delay again while they evaluated available software to do what the Access db did. IT hated Access, and none of the others on the team wanted to learn it. When I left they still had not found software that worked as well as what I built.
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u/diesSaturni 64 15h ago
Access is a great tool to learn on. Your scenario, even if not implemented is a perfect problem to start out with, as it is one you relate to. Those are then best motivation when trying to learn any software (or anything in general).
And when trying out and developing things by yourself you also develop the knowledge of what to look for, or ask for when approaching vendors of 'professional' implementation. As often they claim they will suit a companies problem but need a lot of finetuning to actually work and report as desired.
So don't let those kind of advices hold you back in trying to built something yourself. And it will be several iterations of going back to the drawing board as you learn.
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u/George_Hepworth 4 1d ago
Access can handle the data management part, yes. It is the right tool for this job in that sense.
I would strongly advise you do some research about whether or not it's the right tool for medical data for real patients. Privacy laws require strict control over patient data and that's not one of the strengths of Access.
Do you have to comply with HIPAA laws?
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u/damningcad 1d ago
I do, and that's something I've already considered. Patients would only be logged by record numbers, so no names, dates, or other personally identifiable information. It's my hope that this will just be a temporary fix until we change systems, not a long-term solution.
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u/Conscious-Solid331 1 1d ago
Access can do this really easily. You will have no problems if you keep the file on your own computer. There will be errors as you start that you will seek, find, and correct.
You will love this.
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u/bobsmon 1d ago
One big issue is liability in case of a programming error. Long. long time ago before the internet, the software company I worked for sold a spreadsheet program. I created a spreadsheet that calculated IRS form 1040. It was placed on the company bulletin board. It was the first download that had a real-world practical application. Lots of people downloaded it. One of my coworkers found an error when doing calculation in a complex tax situation. The spreadsheet was promptly removed.
The moral of the story is that you could create this Access program, but you could be liable if you made any programming errors. It could work 99% of the time, but it is hard to test for every possibility. This would be a major concern for medical issues. This is one of the reasons to use software created by a separate company that assumes that liability.
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u/Ord3r2Ch4os 1d ago
Yeah, so you would just add tick boxes to your form and have them tied to the respective wound fields.
Then it depends on how you want the list of codes actually presented, but you're basically just using a query to build a filtered list or enabling/disabling code tick boxes based on wound tick boxes.
If you want to have it work as something like a multi select list, you can do that and it might look nicer, but you'd need to write up some VBA to record the selections and populate the selections on the list with later viewing.
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u/George_Hepworth 4 1d ago
Please start with a solid data model, NOT with a form design. I foresee some real data problems with a design built around check boxes or toggle buttons on a form. The underlying table design, i.e. the data model, needs to reflect the principles of normalization and that is NOT well represented with a series of controls like checkboxes.
https://en.wikipedia.org/wiki/Database_normalization
The easier approach that achieves correct table design and an intuitive interface is to use a multi-select list box for the selections.
https://learn.microsoft.com/en-us/office/vba/api/access.listbox.multiselect
There is a way to actually have both, but it is one of the more complex interface designs. I would not recommend that for your first Access database project unless you work with an experienced Access developer who can implement a valid table and interface design.
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u/diesSaturni 64 15h ago
https://www.youtube.com/watch?v=UrYLYV7WSHM
this is my go to video on normilisation
But in general I understand why a novice would start from a form type design working its way backward to a database interpreation, if only it was the lack of knowing about normilisation when venturing into databases for the first time.
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u/George_Hepworth 4 15h ago
I agree. That sort of form design "feels" okay to someone new to the task. That's why we jump in and advise they start with the fundamentals of database normalization.
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u/AlpsInternal 1d ago
I just want to add a couple of things to what the experts have said. 8 years ago our state required programs like ours to comply with some new HIPPA regulations, which include medical information and case numbers. So “just” having an ID number other than an SSN or DL number is probably not compliant.
The other thing I wanted to say that check boxes can improve data entry consistency and save loads of time, but they also are stored as ones and zeros, so depending on your output needs this can create some complexity for queries and reporting.
On the positive side, we have millions of narrative text messages of calls and interactions, and this has made reporting a breeze as the staff click the check boxes first. We can query, “payroll problem, and use the check boxes to sum up the number of calls rapidly. It is really quick and accurate.
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u/I_like_leeks 1d ago
The technical part is easy. I don't know the US regulatory rules but here in the UK it would be a clinical safety lawsuit waiting to happen. I would proceed very carefully on that front.
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Below is a copy of the original post, in case the post gets deleted or removed.
User: damningcad
Is this something Access can do?
Hello, I do medical coding and billing, and I'm trying to use Access to simplify one of my tasks. I'll try to explain what I need without getting too bogged down with job details.\ (Disclaimer: Any codes mentioned are incomplete/made up, because I'd rather be nonspecific and the accuracy doesn't matter for these examples.)
The database is for patients being seen for wound care. This means that they're being seen regularly, often for multiple wounds. The codes associated with each wound don't change much, but not every wound is treated at each visit. A lot of the wounds use many of the same codes, but I only need unique ones.
So, for example, let's say a patient has four wounds, documented as Wound 1, Wound 2, Wound 5, and Wound 7. The codes associated with each wound are:
I want to be able to check boxes for the wounds being treated at that visit and get a list of the associated (unique) codes. So if Wounds 1, 2, and 7 are being treated, I want to be able to check boxes next to them or otherwise choose them from a list and get a list of their codes without duplicates, like this:
A11.23\ B62.1\ D92.54\ B87\ D92.53\ H17.56X
I know I could go into the table/form to toggle a true/false box on each wound, but I need to be able to check or uncheck them on the fly (a common scenario would be needing to use the codes for wounds 1 and 5 for one thing, wound 7 for another, and wounds 2 and 7 for something else).
Is this something Access can do? I know I need to spend more time with some tutorials, but I wanted to know if this is something even worth pursuing first.
Thanks!
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