Reports: How to run in SystmOne

Transcription

1 Reports: How to run in SystmOne Author CIS Reporting Team Last Updated by Katherine Reed Last Updated on 20 th March 2012 Creating Reports... 2 Creating your own reports... 2 Using existing reports... 2 Trust Protocols... 2 Overview of screen... 3 To Run a Report... 5 Retrieving Patient s record... 6 Dealing with your report... 6 Select All Patients... 7 Add Reminder... 7 Waiting Lists... 7 Caseload... 7 Training in Microsoft Packages... 9 Page 1 of 9

2 WARNINGS Creating Reports Please note that most of the reports in your SystmOne Unit will have been created by a SystmOne analyst in The Community Information Team to ensure that the correct data sources are being included in the report. Some reports will have been created by other people and these should be displayed in the relevant folder on the report tree. * * You must not amend reports created by other people * * Creating your own reports If you require new reports to be written, we strongly recommend that you contact one our SystmOne analysts in the Community Information Team: If you do create your own reports in SystmOne, please ensure that you name them uniquely and meaningfully so that they are not confused with any existing reports. If there is an existing report that you want to tailor to your own needs you must not amend it. Ensure that you select the relevant report, copy and rename first. Using existing reports When you need to re-run an existing report to obtain current data, you will need to Refresh the report (see instructions below). There will be some reports that you will need to change the parameters on, for example patients born between dd/mm/yyyy and dd/mm/yyyy or specified age(s) of patients. * * You must not amend any other detail on existing reports * * If you are unsure about making these changes, please do not proceed, but contact SystmOne Helpdesk on for guidance. Trust Protocols Please ensure that you familiarise yourself with the Trust security protocols for saving and using personal identifiable information. Page 2 of 9

3 Overview of screen 1. From the Home Page click on Clinical Reporting shortcut button. If not set up, click on Reporting menu heading, the Clinical Reporting. A window will open similar to below. Left hand side Nodes All Reports (123) These show all available reports for SystmOne Waiting Your reports which are waiting to be run Completed Your reports which have been run today Search Reports Search for particular report by name or category Favourites Reports that you use on a regular basis can be copied or added into your favourites by right clicking on the report and click Add to Favourites By Owner There are 4 different categories of reports on SystmOne:- My Reports - Shows any reports you have written or copied for your own use Page 3 of 9

4 Local Reports These are reports that have been written specifically for your unit or imported from other units for you to use. These can be broken down into sub-categories. Hertfordshire PCT These are reports that have been created and made available to all units within Hertfordshire and cannot be changed. System Wide These are reports which have been written by TPP SystmOne and can be copied and then adapted for your use. The original report can only be amended by TPP. 2. On the tree on the left, click on the + sign next to Hertfordshire PCT. 3. The reports have been split under a variety of categories to help you find them. 4. Click on the relevant folder to display a list of associated reports on the right-hand side of the screen. 5. On the right hand side of the screen, click once to highlight the report you need. 6. It is a good idea to check certain criteria on the report to ensure the correct information is being shown. Examples of items are: age range status types (Active, Deducted or Deceased) Referral type Diagnosis codes 7. For some reports, you will need to amend the search criteria for example the patient age range or relevant date range for your report. 8. The options for these are listed on the tree on the left hand side of the screen. 9. Click on the relevant item where you need to change those parameters and the details will be displayed on the right hand side. 10. Change the date or age parameters to what you require and then click Ok at the bottom. 11. Ensure that you are searching for patients with the relevant registration status. This is to ensure that deducted or deceased patients are not included in actions for current patients and vice versa. 12. To check this, click on the + sign to expand Registration, then Registration Status: Ensure relevant boxes are ticked/unticked for your report. If you are unsure, please contact SystmOne helpdesk for guidance. Page 4 of 9

5 To Run a Report 1. Click to highlight the report you require. 2. Click the Run icon above on the tool bar or right-click on report name and click same icon. 3. SystmOne will force you to Run the report either after any amendment or if the report hasn t been run that day. 4. When you click to run a report, a green clock will appear on the right hand side. 5. To encourage the report to update quickly, either click Refresh on the row of buttons above or F5 (refresh). 6. Note: If Child Health are running reports, or large reports in the queue, SystmOne Reporting can dramatically slow down. 7. To check on the length of time the report will take, click Report Queue button. 8. Once the report has finished running, a green tick will replace the clock symbol displayed on the right hand side, the patient information can be now be accessed. 9. The number of patients found with that criteria will be displayed. Page 5 of 9

6 10. To view patient names, click on the magnifying glass on the tool bar. Retrieving Patient s record 1. If you need to view a patient s record from the report list, right-click on the patient. 2. Click to Retrieve Patient 3. Discard will take you back to your report listing. Dealing with your report 1. To select all patients on that page, click, to send all to Word or Excel, click Save All Pages to CSV. 2. To select particular patients, click on the first patient required, hold down your Ctrl key and click on the next patient required, cherry picking as you go along. 3. Once highlighted, either use shortcut buttons or right-click on any of the highlighted records to display options available. 4. If you right click on a patient s name, you can select Actions. The main ones used by our teams are listed below. Page 6 of 9

7 Select All Patients 5. This enables you to select all patients on this page, if there are multiple pages, you will have to highlight one page at a time for moving to a Waiting List or Caseload. Add Reminder 6. Used for putting the same reminder on each patient s record. 7. Enter expiry date for reminder. 8. Type in some notes as this will show when you open the record. Waiting Lists 9. It is possible to add all your selected patients onto a Waiting List. 10. Click to highlight required patients, either Select All or CTRL + left click on mouse to cherry pick them. 11. Click New to create waiting list from scratch or click Existing to bring up the waiting lists already on your unit. 12. The following Question box will open. 13. Either click New for a new Waiting List name or click Existing to select an existing Waiting List. 14. Click Ok Caseload 15. Clicking Caseload brings up the following screen: Page 7 of 9

8 16. Click the Caseload the patient needs to be moved to. 17. Click one option for Patients with Referrals. Create a new referral for this caseload, the last part of the box becomes available to select date (before first contact made), source, service and reason for referral to be used for each patient. Move the existing referral to the caseload, will move the current referral to the newly chosen Caseload. Skip these patients will ignore the patients if they have a current referral. 18. Click one option for Patients without Referrals. Create a new referral for this caseload, the last part of the box becomes available to select date (before first contact made), source, service and reason for referral to be used for each patient. Skip these patients will ignore the patients if they have a current referral. 19. Click Ok once complete. 20. To view the newly created referrals or to see the new caseload, right click on patient, Retrieve patient. 21. Click Referrals node and highlight referral that has been amended. Page 8 of 9

9 Training in Microsoft Packages Those requiring data to be saved in Microsoft Word, Excel or something similar will need to be familiar with the use of those systems. In-house training is available in NHS Hertfordshire and can be booked by contacting the Learning and Development Team at Howard Court, Welwyn Garden City on Page 9 of 9