Lookups, Names and Descriptions

Support tables or dictionaries fall into one of two primary classes.  They are either a "description-only" table containing only a description field or they are a "keyed" table containing a key or ID field, a lookup field, and an "active" flag.  Keyed-tables may also contain a name field, a practice identifier, and possibly other fields as well.  Since description-only tables consist only of a description and have no practice identifier, by definition, they exist at the company-level.  However, keyed-tables may exist at the company-level, the practice-level, or the division-level.

MedSuite performs lookups by using a special class of grid called the Lookup Search List.  This grid looks like any other grid.  However, it is tied to the lookup field component.  The Lookup Search List has a text field on the form called "Search For".  If the lookup field is "looking for" a table that contains a description only, the Lookup Search List "filters" the description field (since there are no other fields) for descriptions that match the value entered in the Search For field.  If the lookup field is "looking for" a table that contains a key or ID field and a lookup field, the Lookup Search List "filters" the lookup field and name field (if one exists) for the value entered in the Search For field.  If nothing is entered in the Search For field, then nothing is "filtered-out" of the search.

This then raises the issue of how text should be entered into the Lookup, Name, or Description field so that the search will be returned accurately and appropriately.  Should a code/description methodology be used?  Should descriptions only be used?  Should some sort of abbreviation nomenclature be used?  For example, since there are so many Referring Physicians, we may want to search for them by their last name and first name (Smith, Mary).  You would expect to have a large number of Plans as well.  You may want to search for Plans by some sort of abbreviation of the name (Medicare, Aetna-Atlanta, Blue-POS, etc.).  Finally something that has a defined list of values such as Places of Service might lead you to set them up by the codes (21-I/P Hospital, etc.) or some other mnemonic that will save time such as IP for In-Patient or OP for Out-Patient.

This help document does not propose to answer these questions for you.  We merely hope to raise them so that you can think about what will work best for you.  The main issue that you should be concerned with is that what you put into the Lookup, Name, and Description will be what MedSuite will search for when you are entering data. The fewer characters that are used to make a lookup unique, the faster the correct one will be found.  On the flip side, if you define the lookups with too many non-unique characters you will slow down data entry.