Please HELP with record numbering

  • Thread starter Thread starter Amy Jackson JMA
  • Start date Start date
A

Amy Jackson JMA

I have to enter medical records in to my DB. When i pull up a patient's
file, the DB automatically advances to the next record, for example if i
enter report number 6 for the person, when I go in the next time, it
automatically makes the report number 7, and I may not need it to be number 7
but rather a change to number 6. How can i make it to where it does NOT
automatically advance the number to the next one? Sometimes I need to be able
to do things out of order.
Furthermore, I just need to be able to change the report number manually but
can't figure out how to do so. PLEASE HELP!
 
I have to enter medical records in to my DB. When i pull up a patient's
file, the DB automatically advances to the next record, for example if i
enter report number 6 for the person, when I go in the next time, it
automatically makes the report number 7, and I may not need it to be number 7
but rather a change to number 6. How can i make it to where it does NOT
automatically advance the number to the next one? Sometimes I need to be able
to do things out of order.
Furthermore, I just need to be able to change the report number manually but
can't figure out how to do so. PLEASE HELP!
Click to expand...

Do not use an AutoNumber datatype field for this.

The purpose of a AutoNumber field is to guarantee a unique number. It
need not be consecutive.
 
On Tue, 23 Sep 2008 11:56:01 -0700, Amy Jackson JMA <Amy Jackson
I have to enter medical records in to my DB. When i pull up a patient's
file, the DB automatically advances to the next record, for example if i
enter report number 6 for the person, when I go in the next time, it
automatically makes the report number 7, and I may not need it to be number 7
but rather a change to number 6. How can i make it to where it does NOT
automatically advance the number to the next one? Sometimes I need to be able
to do things out of order.
Furthermore, I just need to be able to change the report number manually but
can't figure out how to do so. PLEASE HELP!
Click to expand...

Several problems here.

If you're using a table datasheet to enter or edit your data... DON'T. Tables
are for data storage, not for display or editing; they have *very* limited
capability. Use a Form based on your table instead. You can use the form to
enter new records, or to move back and forth within the existing records; you
can edit old records, delete them, etc.

Second, you are (I assume) using an Autonumber field as your patient number.
Don't. Autonumbers have one purpose only - to provide a unique meaningless
identifier. They will have gaps; they can become random; they're really not
suitable for human consumption. They're certainly not editable. In order to
deal with record 6, you wouldn't want to change the 7 to 6 in any case -
instead you would just move to the existing record numbered 6.

Third - are you aware of the very stringent HIPAA laws concerning patient
privacy and database security? Many would argue that Access database security
isn't even capable of complying with HIPAA.
 
Good point John. I built an Access database for a hospital a couple of years
ago and discussed HIPAA with them. They said that a database password and
network security was enough. I wasn't so sure.
 
I GUESS I AM NOT SURE WHAT THAT MEANS. Autotype data number?
Is this something that i can change? Thank you for helping.
 
I don't know the difference between a table and not a table and i also don't
know what autonumber means, other than what it implies...can it be changed to
NOT autonumber and how?

Secondly, on another subject. We are not doctors, they are participants in
a research study, and i have total signed permission for release of medical
information for our participants. And I am the only one working on this DB
and using their information. They are sending in progress reports as part of
a study, which are numbered by me, and i am needing to change the number that
the DB is automatically giving them because of errors made-for example,
participant X writes on his form that it is his 4th report, but actually it
is his 3rd, and then it doesn't correspond with what the DB gives me
automatically.
THANK YOU FOR HELPING!
 
First, did you create this database?

If not, do you have design access to the tables and underlying structure?

If you don't have design access, there is probably nothing that anyone
can do to help you.

'====================================================
John Spencer
Access MVP 2002-2005, 2007-2008
The Hilltop Institute
University of Maryland Baltimore County
'====================================================
 
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