Interpreting field during data entry

[LaRetta]

Our billing data entry person makes frequent mistakes. Each therapist enters the 'time' the service took, in a different format. The manager doesn't want the Therapists to change. It slows data entry down and causes errors. Some Therapists list Units (15 minutes); some list total minutes and some list % of an hour. If they enter 75, she doesn't know if they mean 75 minutes (5 Units) or 3/4 of an hour (3 Units). I want to attach a 'Method' to each Therapist in the Staff db. U for Units, M for total minutes, P for percent of an hour. Then, data entry can simply type what they list, and I want it to revert to units for her. If a Therapist lists 255, she has to figure how many Units manually. Big slow-down.

Currently, she enters the StaffCode, then tabs to the Units field. Staff (Therapist db) is currently related on StaffCode. The Units field must be numeric and become a permanent part of the record. So, maybe a global 'TIME' field and then (on tab out of the TIME field?), perform the following:

If(STAFF:Method='U',TIME),If(STAFF:Method='M',TIME/60),If(STAFF:Method='P',TIME/15,0))

Uhhh, how would you do this, and what would the formula look like? I haven't learned FM formulas yet ... does it show?

[The Bridge]

Try this:

Define a calculation field Units (unstored, time)

Case(

STAFF::Method='Units',TIME,

STAFF::Method='Minutes',TIME/60,

STAFF::Method='% hour(s)',TIME/15,

0

)

An added benefit of using complete terms for STAFF::Method: you can place the related field on your layout -- as a merge field -- beside the number entered. This would make it more meaningful to users.

[LaRetta]

I

[LaRetta]

I just realized one more thing ... Procedure dollar rates (related db) are based upon Units. Data entry must see each service dollar total as she enters so she knows she's not going over allowable contract dollars. Rate and line dollar totals are on the same line. So this conversion can't take place later.

[LiveOak]

Your REALLY have to take my advise on this one. Forget the therapists and create a uniform method on entering time. If you don't your life will be a trial of trying to chase completely goofy requirements. Perhaps you can convince the therapists by using phrases like "only enter it in the standard way if you wish to get paid" or such.

Seriously, a divergent methods of entering data are a disaster. Part of installing databases is dealing with all the complaints that come with the imposition of order. If you don't stand your ground here, you will likely face more serious issues with the "inmates running the asylum".

-bd (been there, done that)

[LaRetta]

Alright, I'll put my foot down on this one. After today, I have their undying devotion ... when I return on Wednesday, it'll be a good day to present it. Thanks much ... another issue off my list ... I hope!