SQL Clinic Frequently Asked Questions (FAQ)



What kind of SECURITY exists?

  • A standard login name / password tandem restricts access to users with accounts.
  • Daily login / logout records are maintained in the database and are accessible via the web browser (firefox). The log includes IP addresses of failed login attempts.
  • IP Deny feature allows DBA to restrict access to specific IP addresses.
  • If your web host / you have configured Apache properly SSL can be defined as the only access point. This provides 128 bit encryption, end to end.
  • Each user is assigned a clearance level: non-clinical, clinical user, administrative user, trusted user.
  • A trusted user (DBA) defined privilege system assigns permissions to individual users on a task specific basis. In addition, these privileges can be set to expire on a user defined date.
  • Before a user can modify / remove a record (entry is not restricted) they must have update / remove privileges.
  • Personnel and Billing sections require DBA assigned permissions for data access.
  • A "Restricted Access To Clients" tool can be used to limit access to individual clients.

    What is the Work Flow?

  • Referrals are entered into the client registry, the core data (name, dob, gender) is entered into the Master Person Index (MPI)
  • Referral Tracking Notes record screenings on on-site visits.
  • When a client is admitted to a unit census the MPI/Referral data is used to generate an active client record.
  • An entry is made in the client_placement table which records the unit, date of admission and HUD demographics
  • The client_placement, client and client_entitlement tables can be updated in the Registry so that a face sheet can be generated.
  • A photograph (jpg) of the client can be uploaded to enable positive ID (for crisis intervention, etc.).
  • The Assessment menu contains a variety of tools for identifying functional/health issues. The Comprehensive Assessment records developmental and family histories, a mental status exam and a psychosocial summary. The Functional Assessment provides a concise but complete list of all skills areas needing attention.
  • The Charting Menu is home to the Service/Treatment Plan. The Functional Assessment list of skill areas needing attention appears in the Service Plan data entry screen to keep the plans in sync with client needs.
  • The Progress Note program (in Charting) contains a list of Service Plan goals and notes can be linked to the goals. Each of the goals is linked to a Medicaid restorative service for billing purposes. When Progress Notes are entered they are immediately scanned for user defined alert keywords (keywords are entered in the Setup Menu by users with high level clearance). If a keyword is found internal e-mail is sent to the Admin mailing list. The default superuser (clinic) and other trusted users can edit the recipients on the Admin mailing list. The Progress Note program also includes a Template utility that allows users to select a template from a list or to choose to start from scratch. The Templates are user defined - entered via a tool found in the Charting directory.
  • Additional clinical tools include: Medication Histories, Diagnostic Histories (fully integrated DSM IV), Discharge Plans and Summaries, Inpatient and ER Visit Histories, Group Notes, Physical Exams, Respite Care related programs, Special Care and Pain Assessments, Physical Exam Histories and more.

    Are there any Productivity Tools?

  • When a user logs in to SQL Clinic s/he sees:
    - A list of Unseen Messages - these include keyword alerts, messages from other users and reports generated by "cron jobs" which are found in the ./scheduled_tasks directory.
    - A list of Personal Reminders containing user defined information (appointments, to do lists, etc.)
    - A list of which staff members are presently logged in - a comprehensive Agency Directory can be accessed from almost any SQL Clinic screen, once the user is logged in.
    - A list of upcoming Agency sponsored events - the Agency Calendar is used to create this list and can be found in the Administration menu.
  • Additional tools can be found in the My Tools Menu: a DSM IV reference, statistical worksheets, an address book, etc.
  • Broadcast E-mail is a utility found in the Administration Menu - and is a convenient way to reach all staff.
  • A comprehensive Personnel section records identifying data, allows caseload assignment and tracks staff trainings.
  • An Agency Policy Manual and Approved Forms Database help staff find proper procedures and forms quickly.
  • My Caseload is a quick list of clients assigned to the user. It includes links to commonly used programs.
  • My Staff is a quick list of employees supervised by the user. It includes links to supervisory tools (found in the Personnel directory).
  • Additional administrative tools include: Team Meeting minutes, Per Diem requests, Vacation/Time Off requests, Incident Reports and numerous other functions. Administrative tools related to Client Safety include Fire and Disaster Drills, Room Inspections, a full featured Work Order system for in-house maintenance, Lease and Vehicle (Motor Pool) tracking and unit Safety Checklists. (See the Property Menu for more).
  • Personnel tools include: employee education and credentials (including specialized drivers licenses), evaluations, physical exam history, and personnel changes notices.
  • A New York City based (Dept of Homeless Services) reporting tool tracks data that is useful to all agencies that report to HUD. (SQL Clinic is officially listed as a HUD/HMIS tool).

    Are there any Reports?

  • A printer friendly design allows the printing of a huge variety of reports, including:
    - Active Client Characteristics (all active clients/admits/discharges) sorted by age).
    - Census / Occupancy Report.
    - Clients Served Annual Report (bed days with cumulative inpt information).
    - Clozaril Report for clients prescribed this drug.
    - Diagnosis Report (data aggregated by unit).
    - Employee Training report.
    - Functional Assessment Summary Report (aggregated data).
    - Homelessness Report (aggregated summary of client homelessness).
    - Inpatient Admissions (recidivism).
    - Medical Information Report (a summary of health problems by unit).
    - Medicaid Profile Report - EXHAUSTIVE report containing full Medicaid billing data for all clients: sorted by unit, then client.
    - Pending Referral Report.
    - And MANY More...including a Chart Deficiency Report that is very useful to ALL staff.

    What about Database Administration?

  • An expanded DBA Utilities Menu includes access to internal (security) log entries, user account setup and control, a SQL Clinic programmers reference guide, a computer inventory database, a keyword scan testing utility, a message cleanup tool provides DBAs a menu of options for pruning the internal e-mail system, a log file cleanup tool provides DBAs a menu of options for pruning the security logs, a remote query window provides SQL access to data, and a "Restricted Access To Clients" tool can be used to limit access to individual clients.
  • Scheduled Tasks directory contains perl scripts to be run by cron - this allows automated reports to run at user selected intervals. Details on setup are found in the ./scheduled_tasks directory README.
  • A Backup Directory contains sample scripts to automate backups and email backup notification to DBAs - this directory can be protected by apache htacess restrictions.
  • A message cleanup tool provides DBAs a menu of options for pruning the internal e-mail system.
  • A log file cleanup tool provides DBAs a menu of options for pruning the security logs.
  • A simple utility allows DBAs to add links to the left sidebar (similar to a blogroll).

    What About Support?

  • Exhaustive Help files were recently expanded again and integrated into the database backend (previously help files were static html) - files can now be edited by privileged users to allow DBAs to customize the Help database.
  • Help Search function is a part of every program - a link (light blue, lower left) with context sensitive search terms is embedded in each screen. Click on this and help information related to the task at hand appears.
  • There is a site map, site search and help search utility in the upper left corner of the main menus.
  • An online user guide offers step-by-step help for users.
  • Developers have not been forgotten: a programmers reference is augmented by POD documentation embedded in EVERY script. From the command line type "script_name.cgi --help" (replacing the script_name with the actual name of the file). All of the POD data can also be accessed from the SQL Clinic DBA Utilities menu - simply double-click on Developers Help Files. The first file that appears is called DEVELOPERS and explains in excruciating detail how SQL Clinic scripts are laid out. Read this first. The other scripts list additional information that might be useful to programmers looking to modify SQL Clinic.
  • If you are new to Perl DBI you may want to check out Paul Dubois' classic book: MySQL and Perl for the Web -- available on amazon.com for $10. Although it is entitled "MySQL ..." the book is easily adapted to PostgreSQL and is the single best, most complete, guide to the fundamentals of DBI that SQL Clinic uses in EVERY SINGLE script.
  • The major databases supported by SQL Clinic -- MySQL and PostgreSQL -- have mailing lists where users support each other and developers occasionally weigh in.
  • Because of its committment to community, Perl is superb at offering peer support. The Perl DBI mailing list is a great resource for SQL Clinic developers: http://dbi.perl.org/support/
  • A comprehensive Technical Support module is included in SQL Clinic so that trusted users can receive and respond to in-house requests for help. Your IT staff can add themselves to the Information Systems mailing list and when a local user enters a help request they will receive an email notification. Responses from staff go into a searchable database which allows users to search for answers to known problems.
  • Email support for SQL Clinic is available at email-support@sqlclinic.net

    Enjoy SQL Clinic!