Building Sustainable Customized Reports In your Practice

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Giles Manning
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Turning Numbers Nate Moore MBA, CPA, FACMPE Into Knowledge Building Sustainable Customized Reports In your Practice Business Intelligence Data is merely the raw material of knowledge.

1 Turning Numbers Nate Moore MBA, CPA, FACMPE Into Knowledge Building Sustainable Customized Reports In your Practice Business Intelligence Data is merely the raw material of knowledge. New York Times Learning Objectives Differentiate 3 different models for creating customized reports Analyze Excel, SQL and SSRS custom reports Leverage applications for each reporting model in your practice Introduction Who (name) Where (practice and location) What (make sure you cover this ) 1

2 Learning Objectives Datasets Differentiate 3 different models for creating customized reports Collection of data, likely gathered from multiple sources, around one topic: Charges Duration Payments Adjustments Quality Contracting A/R Scheduling Lag Days What kind of Data might be in an Appointments Dataset? Model 1 Export Canned Report to Excel Date and Time Patient Date Scheduled Provider Location Reason Type Insurance Status Scheduler Export Canned Report to Excel Clean the Canned Report Analyze with Excel Model 2 Connect Excel to SQL Model 3 SSRS SQL Automatically refreshing Excel spreadsheet SQL Web pages and 2

refreshing Excel spreadsheet Web Pages and Email Automatically refreshing reports Charts

3 Use Caution with Production Data Build a Dataset in SQL Production Data SQL vs. Report or Data Warehouse Excel Tools SSRS Pivot Tables Tables Pivot Charts Automatically refreshing Excel spreadsheet Web Pages and Automatically refreshing reports Charts Learning Objectives Create a Pivot Table Create a Pivot Table from the Insert tab Analyze Excel, SQL and SSRS custom reports 3

Filter Data Group and ungroup items and dates Group Data Manage Groups Collapse and expand groups

4 Pivot Table Field List Add and remove rows and columns using the Pivot Table Field List Sort A-Z and Z-A Manual sort Basic manual filters Sort Data Label filters Value filters Top x value filter Filter Data Group and ungroup items and dates Group Data Manage Groups Collapse and expand groups with and without +/- buttons Pivot rows and columns by dragging in Pivot Table Field List Pivot Data 4

Double-Click to Drill Down Double click any value in

Settings Right-click in values area (Sum of Amount)

Calculations Generate Pivot Table Calculations

Values As (% of row, % of column, difference) Sum,

Values By) % of row/column, difference between

(Show Values As) Generate Pivot Table Calculations

depending on your version of Excel Generate Pivot

5 Double-Click to Drill Down Double click any value in the Pivot Table to drill down to detail Value Field Settings Right-click in values area (Sum of Amount) Choose Value Field Settings Generate Pivot Table Calculations Generate Pivot Table Calculations Summarize Values By (sum, count, average) OR Show Values As (% of row, % of column, difference) Sum, count, average, max, min in values area (Summarize Values By) % of row/column, difference between columns, etc. (Show Values As) Generate Pivot Table Calculations Use Fields, Items, and Sets or Calculation button, depending on your version of Excel Generate Pivot Table Calculations Use calculated fields to make calculations inside the Pivot Table based on Pivot Table fields 5

Generate Pivot Table Calculations Pivot Table Design Options GETPIVOTDATA Always references the exact cell in the formula Complicated formula, hard to copy and paste Doesn t change as data as added

Pivot Table Inner and outer rows/columns back and forth Design tab Report layout options Subtotals and grand totals Pivot Charts Discover Multiple Applications for Pivot Tables in a Medical Practice

6 Generate Pivot Table Calculations Pivot Table Design Options GETPIVOTDATA Always references the exact cell in the formula Complicated formula, hard to copy and paste Doesn t change as data as added to a Pivot Table Formulas referencing Pivot Table Cells Cell reference changes when you copy the cell Standard Excel formula makes it easy to copy and paste Needs maintenance as data is added to a Pivot Table Inner and outer rows/columns back and forth Design tab Report layout options Subtotals and grand totals Pivot Charts Discover Multiple Applications for Pivot Tables in a Medical Practice Billed Charges Collections Create Pivot Charts from scratch or from existing Pivot Table data Accounts Receivable New Patients and What Information can we Discover from a Billed Charges Pivot Table Payer Mix E&M Coding Utilization Connect Excel to SQL Data tab has ways to connect to Access, the Web, and Other Sources. Productivity by Provider, Location, etc. Monthly & Yearly Trends and 6

7 Connect Excel to SQL Connect Excel to SQL SQL is an Other Source. Enter a server name and credentials Connect Excel to SQL Connect Excel to SQL Connect to the database and table that contain your dataset If you use SQL Authentication, you can save the password here NOT secure Connect Excel to SQL Connect Excel to SQL Be sure to review to the Connection Properties Refresh data when opening the file 7

Connect Excel to SQL Save the SQL Authentication password

Connect Excel to SQL Choose how to view the data in Excel

with SQL Reporting Services (SSRS) SQL Data Tools or

is more like Office SQL Data Tools SQL Data Tools uses

8 Connect Excel to SQL Save the SQL Authentication password here as well. Excel does NOT protect this password! Connect Excel to SQL Choose how to view the data in Excel SSRS SQL Data Tools Take your reporting to the next level with SQL Reporting Services (SSRS) SQL Data Tools or Business Intelligence Development Studio Report Builder is more like Office SQL Data Tools SQL Data Tools uses Visual Studio SQL Report Builder Report Builder is more like Office 8

Choose/Create Dataset Connect to a Data Source

dataset Choose or create a data source Build

Properties Enter server, authentication and

Connection If you use SQL Authentication, set

9 Choose/Create Dataset Connect to a Data Source Choose an existing dataset or create a new dataset Choose or create a data source Build Connection Build a connection to SQL Connection Properties Enter server, authentication and database name Credentials Use the New Connection If you use SQL Authentication, set up a login with limited access to the server Select the new connection 9

Use this screen to design a query Design

matrix Start with a default style Report

10 Use this screen to design a query Design a Query Arrange Fields Create a matrix by dragging and dropping fields in rows, columns, and the values area, similar to a Pivot Table Choose the Layout Choose the Style Choose layout options for the matrix Start with a default style Report Builder Design Screen The Report Builder design screen lets you customize the report Report Builder Insert Menu Insert Menu Options 10

11 Right Click Menu Report Builder Preview Screen Right click menu options Preview what the report will look like Save to Report Report Saving to the Report folder puts the report on the web page This is what the report looks like on the web page Learning Objectives SSRS Dashboard Leverage applications for each reporting model in your practice 11

12 SSRS Dashboard SSRS Dashboard A/R Follow Up & Appointment Preparation This table tracks Patient A/R by Staff Responsible Unpaid Secondary We also track the date of the patient s next appointment Denial Follow Up Provider Productivity 12

13 Patient Visits Prior Authorization How many ways will you slice your patient encounters? This detailed table tracks expired authorizations for upcoming appointments with information for pre-auth staff to act on Staff Productivity Value of Collection Calls Who s Where Solve Future Appointment Issues Now Tracks providers locations and required exam rooms What would you track if you could see future appointments? 13

14 Staffing Tomorrow s Front Office Open Appointments Combine PM and EHR Data Use EHR data to Find Missing Charges Read Follow Up Plans in the EHR to decide who needs an xray today Compliance Reports Narcotic Compliance 14

15 Narcotic Reporting Surgery Scheduling Daily showing providers signing out of surgical locations so that staff can try to fill the surgery slots OB Scheduling Meaningful Use Monitoring Quality It s Not Just Reports 15

2 Connect Excel to SQL Model 3 SSRS SQL Automatically refreshing Excel

16 3 Models Model 1 Export Canned Report to Excel Pros and Cons of the 3 Models Export Canned Report to Excel Clean the Canned Report Analyze with Excel Model 2 Connect Excel to SQL Model 3 SSRS SQL Automatically refreshing Excel spreadsheet SQL Web pages and Dashboards Value of a BI Project Value of a BI Project 16

Next Steps Watch Excel Videos Pivot Tables (Videos 1-29 and 280-330) mooresolutionsinc.com/videos.php Join Excel Users MGMA Community Login to www.mgma.

17 Next Steps Watch Excel Videos Pivot Tables (Videos 1-29 and ) mooresolutionsinc.com/videos.php Join Excel Users MGMA Community Login to Go to My Profile, then click on My Subscriptions from the submenu Choose your delivery preferences for the communities you wish to join Direct link Excel Users is in alphabetical order Nate Moore MooreSolutionsInc.com PivotTableGuy 17

Getting Started Guide. Sage MAS Intelligence 500

Getting Started Guide. Sage MAS Intelligence 500 Getting Started Guide Sage MAS Intelligence 500 Table of Contents Getting Started Guide... 1 Login Properties... 1 Standard Reports Available... 2 Financial Report... 2 Financial Trend Analysis... 3 Dashboard