access Database

Assignment 2-1 Tutorial
Creating a PHR Personal Information Table
1. Open database and make a copy at the beginning or end of your assignment.
2. Click Create tab and Table Design. This is your data dictionary.
3. We will build our data dictionary while we build our PHR
4. Field Name – this will be your primary key or identifier. So we will use this to create a Personal ID, so type that into the first column, “Text” under the data type, and “Primary Key” under description.
5. To set the primary key, highlight this data field and click on Primary Key at the top of the screen.
6. Use AHIMA’s common data elements for your PHR. Look at that file and add those fields into your database.
7. Add each of those data fields unto your data table. These will default to Text
8. Right click on Table 1, go to data sheet view. Save your Table 1 as Personal Information, and say OK. You will see your data table.
9. Right click on the Personal Information again and it will take you back to design view.
10. Enter all the AHIMA fields for Personal Information up to Emergency Contacts.

Second part

Assignment 2-2 Tutorial
Setting Data Field Properties
1. Open file to your data base file and copy and paste and make a new version.Then open data base design screen.
2. Open Person Information Table and it will open as a data table so right click the tab and select design view.
3. We will set field properties: field name, type, description, as well as the items on the bottom on the screen. If you want to know the exact definitions of these you can google them but we won’t go through all of them now.
4. We are going to have less than 100 records so set Field Size (bottom of page) from 225 to 2, Last name, first name, etc. can be set to 25. Continue to do this until you get to State.
5. We will use the 2 digit state abbreviation so set that to 2 but also set the format to > which will make the state abbreviation capitalized.
6. Zip code can be set using Input Mask. Click Input Mask then the little box with three dots in it. You will be asked to save your file. Save it, then you will get an Input Mask Wizard. Go down to Zip Code and select that. If you want, you can try it by putting in a 9 digit zip code, click next, then next again and select that you want the symbols in the field, click next, then finish.
7. Continue to set field size to 25 until you get to phone number. Phone number is like zip code so you will follow the same process, click on Input Mask, save your file, get the Input Mask Wizard, and select phone number, try it if you want by entering a phone number, click next, then next again, and select that you want the symbols in the field, click next, then finish.
8. Continue in this manner setting field size to 25 (email addresses 45) unless it’s a phone number, zip code, or Social Security number, then use the Input Mask Wizard.
9. Date of Birth needs to be changed in your Data Type Field to Date/time from Text. Then go to Input Mask and select Short Date.
10. Once you are done, add two “dummy” patients to your data base:
Go to Database view and enter patient information for two patients.
State should be capitalized
Zip code should be formatted
Phone numbers should be formatted
Social security numbers should be formatted.
11. After entering two patients close and save file and close and save database.

Last Completed Projects