NHS e-referral Service

Transcription

1 Translating Extracts Published June 2017 Copyright 2016 Health and Social Care Information Centre. The Health and Social Care Information Centre is a non-departmental body created by statute, also known as NHS Digital.

2 Introduction The extracts in the NHS e-referral Service contain a wealth of useful information to support organisations in understanding referral volumes, workflows and actions. Information analysis knowledge is required to get the best out of these extracts, but in order to help those who have some analysis skills, this guidance aims to show how to decode one extract, using information from a different, supporting extract.. The instructions below specifically show how to decode information from an extract to make the information more meaningful. This is undertaken using a VLOOKUP function within MS Excel. In this example, we are using the EBSX05, generally known as the Directory of Services (DoS) extract, but the same principles would apply to any of the extracts in the system. Where to find information? To understand the following points, review the Extracts information, within the Information Analyst section of the system Help held within the application (N3 connection required to use this link) and also on the NHS Digital e-referral Training section of the website: the related extract/s needed for translation what information each extract comprises the data contained within the extract columns The extracts used in the example below are produced on a monthly basis and can be accessed from within e-rs (by users with information analyst roles on their smartcards) or from the NHS Digital e-referral Service website. The table below indicates where the extracts can be found: Extract name Extracts locations within e-rs website EBSX02 UBRN Action Extract EBSX03 Codified Fields Extract EBSX04 Organisational Extract EBSX05 Service Extract EBSX06 User Extract EBSX08 Role Profile Extract Example of translating NHS e-rs Extracts The example used in this document will show how to decode the extract data labelled Appointment Type Code, into meaningful information. This can be used to understand the type of appointments being supported by organisations. 1) Start by opening both of the extracts listed below for the month you want to analyse the data in. Make sure you open identical months e.g. ebsx05may_2017 and ebsx03may_2017: a. EBSX05 e-rs Provider Services published and unpublished b. EBSX03 codify fields extract Copyright 2016 Health and Social Care Information Centre. 2

3 Note: As prompted, you will need to save the zip file that pops open and extract the files 2) In the EBSX05, apply a filter to the spreadsheet by going into the Data tab and selecting Filter Figure 1: how to set filters 3) Click on Column E (PROVIDER_ORG_ID) to check your ODS Code is displayed 4) Insert a column on the right hand side of Column C by right mouse clicking and selecting Insert from the menu Figure 2: insert new column 5) Name your column Appt Type, as this is where the appointment type will be shown Copyright 2016 Health and Social Care Information Centre. 3

4 6) Place your cursor in row 2D 7) Click on the Formulas tab and select fx Insert Function or you can use the fx shortcut (indicated on the image below) Figure 3: insert function 8) This will open the Insert Function dialogue box. If the VLOOKUP function is not immediately visible in the picklist then type in VLOOKUP in the Search for a Function search box and click on Go 9) When your VLOOKUP function is visible you can then click on it and select OK 10) This will then generate a blank Function Arguments dialogue box Figure 4: how to set filters Copyright 2016 Health and Social Care Information Centre. 4

5 Figure 5: function arguments i) Lookup_value: What data do you want translated? On the EBSX05, click on the first Row where your data appears (this is the data that you would like translated) and the value will be added to the field. ii) Table_Array: What is the source data that will be used in the translation? This is your EBSX03. First ensure you are clicked into the Table_array field in the Function Arguments box, then open the EBSX03 and click on the square between Column A and Row 1(see example below Figure 6: populating function arguments iii) Col_index_num: Which column in the data source contains your result? In this example it is Column C (the third column) of the EBSX03 so input the number 3 in the field (see example below). Copyright 2016 Health and Social Care Information Centre. 5

6 Figure 7: identifying the column iv) Range_lookup: This would either be TRUE or FALSE, type in FALSE Following is an example of how your completed Function Argument box may look: Figure 8: completed function arguments 11) Click OK 12) You should now have your result in Column D on your EBSX05 Copyright 2016 Health and Social Care Information Centre. 6

7 Figure 9: result in EBSX05 13) Pull your data through to the end of the column by dragging down the small black square indicated above 14) Now hide Column C to avoid confusion 15) You are able to filter the results by Column F (PROVIDER_ORG_ID) to find a specific ODS Code, if required. Copyright 2016 Health and Social Care Information Centre. 7