Registry 201Registry 201Excel Registry TrainingExcel Registry Training

Registry 201Registry 201Excel Registry TrainingExcel Registry Training

OutlineOutline

► Important Information about PHIImportant Information about PHI►Getting to know youGetting to know you►Excel Registry TrainingExcel Registry Training

Don’t send the Don’t send the

Coordinating CenterCoordinating Center

any PHIany PHI

(Protected Health Information)(Protected Health Information)

What is PHIWhat is PHI

► NamesNames► Geographic subdivisions smaller than a Geographic subdivisions smaller than a

state (tribe is ok)state (tribe is ok)► Date of birth, date of deathDate of birth, date of death► Telephone numbers, fax numbersTelephone numbers, fax numbers► Email addressesEmail addresses► Social Security NumbersSocial Security Numbers► Medical Record NumbersMedical Record Numbers► Health plan beneficiary numbersHealth plan beneficiary numbers

What is PHI (cont)What is PHI (cont)

► Account numbers, certificate/license numbersAccount numbers, certificate/license numbers► Vehicle identifiers & serial numbers including Vehicle identifiers & serial numbers including

license plate numberslicense plate numbers► Device identifiers & serial numbersDevice identifiers & serial numbers► URLs, IP address numbersURLs, IP address numbers► Biometric identifiers including finger & voice Biometric identifiers including finger & voice

printsprints► Full face photographic images & any Full face photographic images & any

comparable imagescomparable images► Any other unique identifying numbers, Any other unique identifying numbers,

characteristic codecharacteristic code

PHI in the Excel RegistryPHI in the Excel RegistryColumns 2 – 14 (columns E – Q), Black text on a gray background, White cellsColumns 2 – 14 (columns E – Q), Black text on a gray background, White cells

Before we beginBefore we begin

►New to the SDPI program or first time New to the SDPI program or first time here?here?

►New with computers?New with computers?►Never used Excel?Never used Excel?

Excel Registry TrainingExcel Registry Training

►Walk through setting up folders on Walk through setting up folders on your computer your computer

►Naming the Excel registry FilesNaming the Excel registry Files►Macros in ExcelMacros in Excel►FormulasFormulas►Copy data from version 1 to version 3 Copy data from version 1 to version 3

of the registry fileof the registry file

Folders and Naming FilesFolders and Naming Files

► Create 3 foldersCreate 3 folders

at the root of c:\at the root of c:\

1.1. Excel_Data_FilesExcel_Data_Files

within the Excel_Data_Files folderwithin the Excel_Data_Files folder

1.1. Backup_filesBackup_files

2.2. Files_sent_to_CCFiles_sent_to_CC

View from Windows ExplorerView from Windows Explorer3 folders created

Most important things to Most important things to rememberremember

► Don’t send the Coordinating Center Don’t send the Coordinating Center

any PHI dataany PHI data► Backup your filesBackup your files► Password protect the Excel Registry Password protect the Excel Registry

file on laptopfile on laptop1.1. File save as – tools – general optionsFile save as – tools – general options

2.2. Tools – Options – Security tabTools – Options – Security tab

Name of the Excel Registry File Name of the Excel Registry File sent to Coordinating Centersent to Coordinating Center

► NDPID.site # - CC – HH Excel Registry ver 3 – NDPID.site # - CC – HH Excel Registry ver 3 – mm.dd.yyyymm.dd.yyyy

► The date at the end of the file is the date you sent The date at the end of the file is the date you sent the file to the Coordinating Centerthe file to the Coordinating Center

►How to handle more than one siteHow to handle more than one site

Name of the Excel Registry File Name of the Excel Registry File sent to Coordinating Centersent to Coordinating Center

► More than one siteMore than one site

For example: For example:

Northwest Washington Indian Health Board has 4 sitesNorthwest Washington Indian Health Board has 4 sites

Excel Registry file nameExcel Registry file name

64207.1 – CC – HH Excel Registry ver 3 – 02.28.200664207.1 – CC – HH Excel Registry ver 3 – 02.28.2006

64207.2 – CC – HH Excel Registry ver 3 – 02.28.200664207.2 – CC – HH Excel Registry ver 3 – 02.28.2006

64207.3 – CC – HH Excel Registry ver 3 – 02.28.200664207.3 – CC – HH Excel Registry ver 3 – 02.28.2006

64207.4 – CC – HH Excel Registry ver 3 – 02.28.200664207.4 – CC – HH Excel Registry ver 3 – 02.28.2006

Opening ExcelOpening Excel

Setting Macro SecuritySetting Macro Security

►On the tool bar – Tools – Macro - On the tool bar – Tools – Macro - SecuritySecurity

Setting Macro SecuritySetting Macro Security

►Change to Medium, click on OKChange to Medium, click on OK

►Close the Excel program down Close the Excel program down ►Open the Excel Registry fileOpen the Excel Registry file

►Click on Enable MacrosClick on Enable Macros

What the Macro will doWhat the Macro will do

►Clears the data out of the white cellsClears the data out of the white cells Columns 2 – 14 (E – Q)Columns 2 – 14 (E – Q)

►Changes the formulas to a valueChanges the formulas to a value

Running the MacroRunning the Macro

►Run the Macro only in the file you will Run the Macro only in the file you will be sending to the Coordinating Centerbe sending to the Coordinating Center

►On the tool bar - Tools – Macro – On the tool bar - Tools – Macro – Macros…Macros…

Running the MacroRunning the Macro

►Highlight the Macro name Highlight the Macro name “Set_Values_and_Clear”“Set_Values_and_Clear”

►Click RunClick Run

What to do if the Macro What to do if the Macro doesn’t work? doesn’t work?

► Manually Clear out the PHIManually Clear out the PHI► First replace the formula cells with First replace the formula cells with

the valuethe value1.1. Highlight the cellsHighlight the cells

2.2. Right click on the cellsRight click on the cells

3.3. Select CopySelect Copy

4.4. Right click on the cellsRight click on the cells

5.5. Select Paste Special…Select Paste Special…

►Click on ValuesClick on Values

►Click on okClick on ok

FormulasFormulas► Cells with formulas may have a green mark in the Cells with formulas may have a green mark in the

upper left hand corner of the cellupper left hand corner of the cell► In the Excel Registry, Column headings with purple In the Excel Registry, Column headings with purple

text should have formulastext should have formulas

What’s new in Version 3What’s new in Version 3

►Has more formulasHas more formulas►Marco runs fasterMarco runs faster►Marco replaces formulas with a valueMarco replaces formulas with a value

Copy data from Copy data from version 1 to version 3version 1 to version 3

►Open up Excel Registry Version 1Open up Excel Registry Version 1►Open up Excel Registry Version 3Open up Excel Registry Version 3►Check the participant number orderCheck the participant number order►Highlight the rows in version 1Highlight the rows in version 1►Ctrl-C to copy the dataCtrl-C to copy the data►Go to version 3 and click on cell A4Go to version 3 and click on cell A4►Ctrl-V to paste the data Ctrl-V to paste the data

Send Excel Registry files to:Send Excel Registry files to:

Jeanne AmosJeanne Amos

Jeanne.amos@uchsc.eduJeanne.amos@uchsc.edu

Questions?Questions?