How to approach organising data for database

[prairievem]

Hello, all,
I am a registered nurse who is (somewhat) computer literate, but unfamiliar with discussions/forums/communities. Please, please, forgive my ignorance and my unintentional discourtesies if I commit blunders due to my lack of sophistication.

I found this site because I want to expand the use of computer-based tools to solve the problems nurses face in a variety of fields (especially mine!) . Everyone knows about Electronic Medical Records as an obvious computer application, but nurses certainly don't develop them. And we have other needs for electronic tools as well. Most of us find ourselves trying to build tools that help us accomplish our jobs more productively, but we're often alone in this. We are more gutsy than most of our RN friends in that we are willing to try to build our own tools, but we are also intimidated because those of you in the IT community recognize how unsophisticated we are.

Right now, I am trying to build my own phone log with Access 2000. I understand DB concepts, but the details of implementing in Access what I need to capture are beyond me, and the amount of data I need to collect and verify in a single call is substantial. For instance, I gather information from doctors, hospitals, and other providers like medical equipment suppliers. One of the things I need to do is look up and display a description of, say, a diagnosis, based on a code I am given, to make sure that the procedure or equipment requested is appropriate. I also need to store a timestamp for the time I pick up the phone and begin the record, not the time the record is updated. Haven't got a clue where to start. From this one log, I will need to create several different kinds of digital and hard copy reports. I am doing this off the clock, on my own laptop, because I know it will improve my productivity, and frankly, I'm tired of writing down and entering the same data over and over for one call.

The things I am trying to do are (to an RN, not to an IT specialist) relatively sophisticated, and I am fairly smart, but as you can tell, I'm also a real infant in this area, so the answers to my questions are likely to be obvious to you. I'm all on my own in this, except for you.
Looking forward to meeting new persons to intimidate me!

prairievem (RN)

[MMcCarthy]

prairievem

I am moving this to the Access forum where I think it will receive better attention.

[MMcCarthy]

The first thing you need to concentrate on is designing the table structures. Forget about the forms and reports for the moment except for assessing the data required.

Taking this step by step we can help you work out what you need to do.

First step .... read this article on Table Structures and Normalisation.

I won't always have the time to attend to your posts personally but we have a great team of experts here who will be happy to help you out. At each stage of the development post a new therad with a specific question rather than trying to get a lot of information at once. You are much more likely to get help that way.

After reading the above tutorial try creating your table structures. If and when you run into problems then post what you have already done and explain the difficulties you've run into. The experts will then be happy to help you out.

Mary

[missinglinq]

Some very basic things to keep in mind as you begin

Creation of database components should occur, generally, in this order:

1. Data model: Plan overall strategy for your database. What do you want Access to do for you? Make a list of the data items you'll be working with. Group them logically.
2. Tables: Essentially one for each logical group from # 1
3. Queries: Used to tie tables together and selectively retrieve and manipulate data.
4. Forms: Used to Enter and Display data. Based on Tables/Queries.
5. Reports: Used to print out data. Based on Tables/Queries.

When naming objects (tables/queries/forms/reports/fields/controls) use names that are easy to understand; you'll thank yourself down the road!
A field named ProjectStartDat e makes more sense than PSD.

There are a number of systems of nomenclature for objects. Use a system that you can easily understand. PatientDemograp hicTable is clearly the name of a table! PatientDataEntr yForm is obviously a form!

Never use names that have spaces! Don't use Data Entry Form but rather DataEntryForm or Data_Entry_Form. Spaces in names require special handling and just aren't worth it!

Avoid using Reserved Words when naming objects; it'll confuse Access!

Use Continuous Forms (Tabular in the Forms Wizard) to view multiple records at the same time, much as you would in a spreadsheet.
Use Single View Forms (Columnar or Justified in the Forms Wizard) to view one record at a time.
Generally, avoid Datasheet View Forms! They allow very little in the way of formatting and handling data.

Good Luck and Welcome to TheScripts!

Linq ;0)>