Database (re)design help

  • Thread starter Thread starter Chris
  • Start date Start date
C

Chris

Hello,

I started a small database many years ago in access that kept track of some
patient details - I work in a GP surgery - and their recalls. This has grown
itself out to holding certain data and results of all patients and keeping
track of their recalls. Doesn't sound very different but I think the old
structure is very cumbersome to work with nowadays.

What I have:
A MainTable that holds patient details (contacts, test results, some other
bits of info). All the details get updated every month with the latest
information through append and update queries from imported tables.

An InvitationsTable that holds the PatientID from MainTable and the
following fields:
TestID - A lookup field where I enter the name of the test the patient needs
to be sent for
SendIn - the number of the month when the patient needs to be sent
CheckIn - the number of the month when I check whether the patient has
attended the test (generally the month following SendIn)
1stSent
2ndSent
3rdSent
4thSent
LastSent - these hold the number of the month when the patient was sent an
invitation. And this is my headache. When this setup was introduced the idea
was that I remove patients from the InvitationsTable after 3 non-attendance
but some time ago the policy has changed. In the LastSent now I just enter
the month I'm sending the patient but this way loads of data may get lost if
the patient is a particularly lazy one, and we have quite a few of that. Also
my left thumb is tired of going to the latest Sent field. I'm really hoping
there is an easier way to do this.

What I need is a setup which supports an easy-entry form for invitations but
also makes it possible for me to query if a patient has more than 3
invitations in the previous 3 months, so we can recall them.

I have had discussions on this already but no conclusion. One suggestion was
to keep a record of all invitations ever done - at present I delete the
invitations data if the patient attended or has been excluded from being
invited.

I have tried one-to-many relationships with three tables - one for data,
one for date and one for the name of the bloodtests, but in form view it has
not been workable at all.

I am moving on to Access 2007 from 2003, am not a total beginner and quite
comfortably find my way around tables, queries and forms, but I do find some
of the more complex processes... well, a bit complex. Thank you very much for
your help if any.
 
honestly, Chris, i don't think anyone in the newsgroups wants to touch this
one with a ten-foot pole; it has "headache" written all over it. from the
scanty description of the tables, it's pretty clear that the tables are not
normalized, and trying to work within the current structure will be just
miserable - especially remotely, in a newsgroup forum. since it sounds like
the data is important to you, i suggest you look for a local developer in
your area to analyze your business process related to this task, build a new
database to properly house existing and future data, and write a new
application to streamline your day-to-day workflow related to the database.

if you want to tackle it yourself, then i very strongly recommend that you
begin by putting in the time and effort to learn relational design
principles well. next, analyze your own process carefully. then, and only
then, design a new database and user interface based on a sound relational
structure.

hth
 
Hello,

Thank you for the insight. Maybe I should approach my question from another
angle. If even then nobody wants to touch it, then fine.

What I detailed in the original post is how the database looks now. I'm
aware it needs redesigning because it's not efficient any more. Most of the
data that I use is gained from excel files - that's the only way I can do it
-and as far as I'm concerned the whole project can be started from scratch.
What I'm at loss about is I don't know which way to start. I feel like I have
the right tools in my hand to do this I just don't know how to put these
tools to use.

Thanks anyway for the reply.


Chris
 
Chris,

For a situation like yours:

Step 1 Whether you are doing it for yourself or to post the question to the
newsgroup, your first step is to define the nature, structure and
relationships of the data that you wish to store, and the mission of what you
want to accomplish. You are probably assuming that you have done this by
providing info on your current DB design attempt, but you have not.

Step 2 Then design a table structure that stores the above data in a way
that supports accomplishment of your mission.

Step 3 Then design queries, forms and reports that accomplish you mission.

Sincerely,

Fred
 
Chris

To add to the excellent observations you've received so far, I typically
advise folks who want to use Access to create an application that they need
to plan on spending time coming up to speed on three separate learning
curves.

1. Relational database design and normalization
2. Access tricks/techniques
3. User(-friendly) graphical interface design

Oh yes, one more ... experience developing software.

If you don't think you'll be able to dedicate the time and resources for all
of these, consider looking for someone who already has.

Good luck!

Regards

Jeff Boyce
Microsoft Office/Access MVP
 
Steve said:
Hello Chris,

I have designed table structures for numerous customers. My fee is very
modest. If you would like my help, contact me at (e-mail address removed).

Steve
Click to expand...


These newsgroups are provided by Microsoft for FREE peer to peer help.
Little stevie is well aware of this fact, but continues to prey on
unsuspecting posters offering to seperate then from their money. He has
proven many times in the past, that what he offers is not help.


So now you are attempting to be modest rather than reasonable. You never
were reasonable in the past and rather than modest, your proposal is
obscene. Stevie, it is time for you to go away AGAIN.

John... VIsio MVP
 
Steve said:
Hello Chris,

Ignore the two posters here! I can provide the help you need. If you
would like my help, contact me at (e-mail address removed).

Steve
Click to expand...


These newsgroups are provided by Microsoft for FREE peer to peer support.

He is only here to abuse the newsgroups and con unsuspecting posters out of
their hard earned money and he provides questionable results.

Anyone who objects to his behaviour can complain to his ISP.

John... Visio MVP
 
John... Visio MVP said:
Anyone who objects to his behaviour can complain to his ISP.
Click to expand...

John,

I can't find the abuse address in the headers, can you advise please?

Keith.
 
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