Does your Therapy Type list contain duplicate, mis-spelled or obsolete entries? How about your Adjustment Types list or your Referral Source list? Did you know that CPR+ has a utility that will help you get these and other Popup lists cleaned up? The Data Clean Up Utility allows you to quickly and easily "search and replace" items in your Popup Data tables and it can even help you clean up historical data in your CPR+ system.  Using this utility, you can replace out-of-date, duplicate or inaccurate data with up-to-date, "clean" data.

Before you begin, please understand that the changes you make will be permanent, global changes to your LIVE data. So you know what that means… backup, backup, backup! Always perform a backup of your system before doing anything that will make permanent changes. No financial transactions will be changed (dollar amounts); however, you can edit Therapy Type, Payor Type, Revenue Code and other transaction codes.

Once you’re ready, you can begin by cleaning up your Popup tables. To do this, click Utilities (8) > Data Clean Up / Conversion (B) > Data Clean Up Utility (1). This will open a window with a description of the Data Clean Up Utility. At the bottom of this window, there are three buttons:  Clean Up Historical Data (F3), Clean Up Popup Data (F4) and Save & Close (F2). Click the Clean Up Popup Data button or press <F4> on your keyboard.  The screenshot below displays the names of the popup lists available for "scrubbing."

Let's say you want to focus on your list of Therapy Types. Does your list have entries like the example below? I've highlighted some of the more common errors / duplicates that were found in this list. Start here by deleting the duplicates, or correcting the inaccurate entries as needed.

Now you’re ready to clean up your historical data.  From the Data Clean Up Utility window, click the Clean Up Historical Data (F3) button. Following along with the example above, select Therapy Type, then tag the areas you would like to clean up. For instance, you can select both Confirmed Delivery Tickets and Working Delivery Tickets. Next, a list of all unique occurrences for the selected element will be displayed in a grid. For each occurrence, you have the ability to assign a new value from the popup list that you corrected in the first part of the process. Back to the example in the screenshot, you can click the "factor" or "factro" entry and select the correct entry "Factor." The utility will review every Working or Confirmed Delivery Ticket, find the ones with "factro" and change the entries to "Factor".

Here's another example that works in a slightly different manner: Say your list of Billers contains employees who no longer work for your company or have changed roles and are no longer performing the duties of a "Biller." In this instance, you will need to open the record of each employee who is no longer a Biller by selecting Databases (7) > Employee Data / Security Setup (8) > Options tab > and change the Biller / Collector? field to "N".

Once that’s complete, the steps to "scrub" the data are the same: Clean Up Historical Data (F3) > select Biller > choose the areas to clean up – Confirmed Delivery Tickets, Insurance Companies, Patients, or Working Delivery Tickets. (You can choose one or multiple areas in this step.)

The next window to open will show the list of all Billers – Past and Current. Employees with a "Y" in their Biller / Collector? field will be highlighted in yellow. In the example below, Derek, Dustin, Phil and Will have had their Biller / Collector? field changed to "N". Select one of these records, click the Popup (F10) button and select the new name. All the historical data in the areas selected will be changed. The utility will search for Delivery Tickets with Derek listed as the Biller, and change those entries to Cory (see example). Repeat the process for the other names, and then click the Update (F3) button.

Take a few moments and review your Popup Data tables. Chances are, you've got the same duplicates and mis-spelled entries that we see in many of our customer's databases. Using the Data Clean Up Utility is an easy way to keep your lists clean and manageable. And when your lists are clean, your data entry is standardized, which in turn, makes your reports more accurate.

For more information on this or any CPR+ topic, contact Kim Carlsen to schedule time with one of our expert trainers.

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