COVID-19 - ICUs availability remaining
This is a sample template of a Form that can be used to track the remaining ICUs per medical institution. To be able to track the remaining units you need to know the initial total ICUs for each medical institution. Then, for each day you need to collect the number of ICUs that become available and the number of ICUs that are newly occupied on that day.
In this example, we will use a Reference Form to collect all the medical institutions and their geographical location in one place to make sure that all users reporting use the same names for the medical institutions. Then we will add a Form with a Subform to collect data per institution. We will link the Form to the Reference Form.
The Parent Form will link to the Reference Form with a Reference field and will use a Quantity field with a Code to capture the initial amount of available ICUs per institution.
In the Subform we will collect daily numbers of ICUs that become newly occupied and the number of ICUs that become newly available, on that day using Quantity fields with Codes. We can also collect the number of cases hospitalised to do further calculations.
Then, in the Parent Form we will use a Calculated field to calculate the remaining ICUs. To do this we will use a Formula which will subtract the sum of ICUs newly occupied from the initial amount of ICUs and then we will add the sum of all ICUs that become available.
You can use the Form and Subform fields lists below to directly import the fields to a new Form and Subform and save time. You can also duplicate a Form to quickly create similar Forms if needed.
The example uses dummy data.
To make sure that all users reporting use the same names for the medical institutions, you can create a Reference Form with a Text field and add all the medical institutions of your country as Records.
By making that Text field a Key field you can then refer to it in your Form and users will be able to select from the list of available institutions the institutions for which they report. In the Reference Form you can also reference ActivityInfo’s built-in Geodatabase to link each institution to a geographical location.
- In the Database Design section, click on 'Add form' to add a Form.
- Give a name to your Form and add a Reference field to reference the Geodatabase of ActivityInfo and a Text field for the name of the institution.
- Make the Text field a Key field so as to link to it in the next Form.
- Save the Form.
- In the Table View page, click on 'Add record' and add the first institution of your country. Click on 'Save record' to save it.
- Repeat the same process to add all the medical institutions participating in the testing. If you have a list of institutions available you can import them as Records to this Form.
- On the URL of the Table View page you can view the Form Id of this Form. If you want to import a fields list instead of designing a Form using the Form Schemas in the end of the article, you will need to use this Id.
You can change the visibility settings of the Form to Reference data to make sure users doing data entry don't get confused with it.
The Parent Form will link to the list of medical institutions. Users will be able to select the institution for which they are reporting from the list.
- In the Database Design section, click on 'Add form' to add another Form.
- Give a name to the Form and add a Reference field. Select the Reference Form that you created in the previous step. Make that field a Key field. By making this field a Key field you prevent users from adding duplicate Records and ensure they will add all data related to the selected institution in the same place.
- Add a Quantity field for the initial ICUs and give it a Code. We gave it the Label 'ICUs - initial' and the Code ICUI.
- Add a Subform field and give it a descriptive name.
In some cases, the number of ICUs change very rapidly from one day to another because of the efforts of the medical institutions to adjust to the amount of new cases. In that case, adding Quantity fields to capture the amount of ICUs available and the amount of ICUs occupied on each day could be a better structure to reflect the given situation.
We will add a Subform to collect daily information about the number of ICUs that become newly occupied and the number of ICUs that become newly available, on that day using Quantity fields with Codes. We can also collect the number of cases hospitalised.
- Click on the Subform to open it.
- Add a Date field and make it a Key field. By making this field a Key field you prevent users from adding duplicate Records for the added date and you can also add a Lock for a reporting period that includes this date.
- Add 3 Quantity fields with Codes:
- Label: New cases hospitalized - Code:NH- Unit: cases
- Label: Newly occupied ICUs today - Code: ICUNO- Unit: ICUs
- Label: ICUs that became available today - Code: ICUA- Unit: ICUs
- Save the Subform. We will continue by adding a Calculated field in the Parent Form.
In the Parent Form, add one Calculated field with Formula:
- Label: ICUs remaining - Formula: ICUI-sum(ICUNO)+sum(ICUA)
This Calculated field will give as a result the number of remaining ICU units for that institution based on all the Records added in the Subform of this Form.
- Save the Form.
Instead of manually designing the Form and the Subform, you can directly import the fields list to your Form and Subform. The following files contain the fields list for the Form and the Subform. As this is a sample Form, you might need different fields so can add new fields, edit fields or delete the fields that you don't need to customize the Form. The Form links to a Reference Form with a Reference field to include a list with all the medical institutions, so make sure you add a Reference Form first, as described in the first step.
As the Form includes Calculated fields based on fields of the Subform, you will need to import the fields in three steps.
- To import the first fields list to the Form, add a new Form and give it a name.
- Then, download and open the first file which includes the first part of the Parent Form. You need to find the Reference Form Id of the Reference Form from step one and add it the cell in the Row 'reference', Column 'Referenced Form'. You can find the Form Id in the URL of the Table View page of the Reference Form.
- Copy the cells along with their Headers.
- In the Form Design page, open the fields palette of the Form and click on "Paste field list from spreadsheet". Paste the cells and click on "Add fields" to add them.
- Continue with the Subform. To import the fields list to the Subform, click on the Subform to open it.
- Download the second file and copy the cells along with their Headers.
- As before, open the fields palette of the Subform and click on "Paste field list from spreadsheet".
- Paste the cells and click on "Add fields" to add them.
- Save the Subform to go back to the Parent Form.
- Finally, in the Parent Form, we will add the Calculated field.
- Download the third file which contains the second part of the Parent Form with the Calculated field, open it and copy the cells along with their Headers.
- As before, open the fields palette of the Parent Form and click on "Paste field list from spreadsheet".
- Paste the cells and click on "Add fields" to add them.
- Save the Form.