Welcome to the AHMEN Database. This database was created to allow easier and improved record keeping by AHMEN teams working in Honduras. With better record keeping, information we obtain will be more accessible to ALL of our teams. More accurate and complete record keeping will enable better continuity of medical care for the patients we see in our clinics. In the future, we envision the use of more evolved editions of our database by other NGOs in Honduras. This will lead to increased efficiency, less waste and less duplication of services. The complete database will be used in Gracias a Dios, Honduras for the next two weeks in live testing. It should be ready fir general team usage next month.
This Microsoft Access database was designed for easy data input onsite in Honduras. Data obtained during AHMEN missions will be added to the data collected by other teams. The result will be better understanding of the details of what we do in Honduras. It will serve to answer many questions about who, what and where we work. As the Honduran Government requires more information about exactly what NGOs are doing in Honduras, this database will be a vehicle to accurately respond to their requests.
The AHMEN Database (AHMENDB) runs on Windows-based computers with MSFT Access 2007 or 2010 database program installed. AHMEN has acquired several laptop computers for this specific use. These laptops will be dedicated to the AHMENDB and all will have the required software loaded. They will be linked to each other using a wireless network. All data acquired on each trip will be appended to the main AHMENDB upon return to the U.S. The AHMENDB will not require Internet access while on a mission trips. In places where there is no electricity, use of the AHMENDB will require a portable generator. If need be, data can be entered at a later date.
AHMEN has received special assistance in this project from several sources. This is an extremely complex database which could not have been attempted without the expertise of Mr. Jim Bailie of Cahaba Data, Inc. of Vestavia Hills. Jim was generous in sharing his skills and knowledge in construction of the large undertaking. Bill’s Pawn Shop in Jasper generously provided several laptop computers which will be dedicated to this project. Mr. Mario Giovacchini, a previous AHMEN/CHIMES team member from California provided IT expertise and a server quality laptop. Without the assistance of all these individuals and organizations, this project would not have been possible.
There are several parts of the AHMENDB. Medical teams will use the largest and most complex portions. There are other parts designed for specific projects and record keeping. Requests were made of the AHMEN membership for their ideas and needs, and the construction of the database is based on their input. A database is a fluid vehicle. Additional parts and particular data needs can be added as new situations or needs arise.
Each team will receive instruction in the use of the AHMENDB and their dedicated AHMEN laptops before their mission. The AHMENDB administrators will be glad to meet with team members to train them before their departure. The AHMENDB has been designed so that the possibility of data corruption has been essentially negated. Currently the AHMENDB has an English version, with Spanish language editions partially completed. The data input fields are self-explanatory and easy to use.
Tables, Forms and Data Records
A database is a means of storing data, which is information. It is like a simple Excel spreadsheet, except that it can hold data and store it more efficiently, and is more amenable to producing relevant queries and reports.
All Data is stored in Tables, which look much like spreadsheets. Forms are interactive computer screens used to place data into the Tables. Queries are used to find the data arranged like you want, and Reports are printed versions of that data.
Most users of the AHMENDB will nearly always be using Forms. Information is easily typed into specific areas in the specially designed Forms. The inputted information is automatically saved into the appropriate Table, where it is available for Queries and Reports. The Forms have been designed for many different purposes, as you will see. There are Forms for everything from team membership data to physical examinations and medication inventory. The AHMENDB will keep track of everything and relate it to all other data. Your team may use only one or two forms, or quite a few, depending on your mission.
The design of the AHMENDB is such that Data is protected as much as possible. Most users will not have access to Tables, only Forms. Once data is entered and auto-saved, it cannot be amended except by the Administrator. Errors are left in place and corrected after the fact by the Administrator, a simple procedure. This prevents accidental corruption of the Tables. Each user will input data into forms on their laptop, which are linked to a server laptop by a local area Wi-Fi network. The main data tables are stored on the server laptop.
The Start Up Form
You should now be on the opening page of AHMENDB. There are three groups of buttons and one solo at the bottom.
Group Informational Data: These five buttons open Forms dealing with the mission team as a whole. It is OK to click on any of these buttons. You can return to the Home screen by pressing the Close Form button at any time.
NGO Data- Information about your NGO. There is no need to use this form if your NGO is already listed. More details can be added as needed.
Team Data- Information about YOUR team. Name, village/town you are based in, team leader, dates in country, and the number of members. The second part of the form allows you to enter the names of team members and info about them. There are record navigation bars at the bottoms of all the forms. Pass your mouse pointer over these arrows and you can see what they are for.
Village Data- Information about the villages you go to. This may not be where you are based, but if you go to other towns, you might want to input data for those villages. This is where you can be of help for other teams with your opinions and observations.
Base Of Ops- This form deals with your Base of Operations. If you spent your entire trip here, tell us about it. Again, the more information you can provide, the better. You can also see what others have said about that place.
Care Providers- This form is for use by health care providers. It holds information about our doctors, nurses and other licensed personnel. It will provide easy contact information when you need it.
Medical and Health Related Projects: This section of buttons accesses the forms used in medical and vision clinics.
Registration and Triage- This form, in both English and Spanish is for adding patients to the database. It can be used by medical clinics and non-medical programs. All demographic information is entered on this Form. Just ignore the medically related blanks if you don’t need them. Eventually, all the people that AHMEN interacts with will be in these records.
Hopefully, as other NGOs are offered the use of the AHMEN database, we will have the largest and most data set in Honduras.
Patient Info, Exams, and Prescriptions- This is the most complex form in the database. It is actually three forms on one screen where data inputted in the Patient Demographics portion is passed to, and augmented in the Physical Exam form, and Prescriptions Dispensed are written in the third portion.
Triage personnel will have entered the data in the Demographics portion, as well as vital signs, etc. The National ID Number cannot be blank. Use 999999 if it is not known. The form calculates the patient’s age from the DOB, as well as BMI from weight and height. There are a few fields which MUST be filled, as you will find. Dates can be picked off a calendar which appears or entered directly as mm/dd/yyyy. There are a couple of other drop-down menu fields to save typing time and effort.
Physical Exam- All patients entered into the system by Triage are searchable at the top of the form (Select Patient). Selecting a patient’s name propagates it to the doctor’s copy of the DB along with the patient’s Triage information, etc. The patient’s name is displayed in the Exam portion of the form for safety. The care provider identifies himself in a drop down field and enters the date of this exam as well as the patient’s chief complaint. He/She can then enter (or default through) the physical exam. He then adds the Diagnosis and any notes.
Prescriptions Ordered- The care provider then enters the date of any prescriptions needed like any other Rx. The provider puts their initials in the Additional Meds field. Multiple prescriptions for that patient are submitted in the same manner.
Prescriptions Dispensed- The pharmacy persons use this full version of the form above. Knowing the patient name, he fills the prescription ordered by the provider. The pharmacy person then checks a box to say the Rx makes sense to them; e.g. no tablets for an infant etc. He will also indicate if the Rx was dispensed in a child-resistant container. He initials the appropriate space and moves on to the next patient.
Team Medications- This form is simply an inventory of medications brought by each team.
Vision Exam- This form is specifically designed for use in vision screening examination and for dispensing eyeglasses. It will eventually be associated with the eyeglass inventory as an aid to inventory control. This form will require specific training to use.
Educational Projects: These forms will be improved and expanded as the need arises. Currently planned additions are Sewing and Woodworking schools.
Libraries- Simple information about the library projects we are involved in.
Deaf School- Demographic information on the students there.
Feeding Kitchen- Demographics on the children cared for there. Pictures can be associated with each child with a web cam or added later. Exact data identification of each child is very important to chart growth, nutrition, special needs etc.
SIFAT- As more field items are suggested, this form will be updated.
Water Projects- Tracks installation of clean water projects. Includes data on type of filter, where installed, type of building (home, school etc.), type of building construction, number of persons served, and who received the filter.
Note to Administrator:
You will not be able to change inputted data from any form once it is saved. If you make an error that you cannot change, send a note to the administrator about what to correct or what to delete. You can always re-enter all the data and have the erroneous data deleted.
