Search and Reports. Vision 3

Transcription

1 Vision 3 Search and Reports Copyright INPS Ltd 2013 The Bread Factory, 1A Broughton Street, Battersea, London, SW8 3QJ T: +44 (0) F:+44 (0) W:

2 Copyright Notice 2013 INPS All Rights Reserved. No part of this document may be photocopied, reproduced, stored in a retrieval system or transmitted in any form or by any means, whether electronic, mechanical, or otherwise, without the prior written permission of INPS. No warranty of accuracy is given concerning the contents of the information contained in this publication. To the extent permitted by law, no liability (including liability to any person by reason of negligence) will be accepted by INPS, its subsidiaries or employees for any direct or indirect loss or damage caused by omissions from or inaccuracies in this document. INPS reserves the right to change without notice the contents of this publication and the software to which it relates. Product and company names herein may be the trademarks of their respective owners. INPS Ltd. The Bread Factory 1a Broughton Street London SW8 3QJ Website:

3 Contents SEARCH AND REPORTS 5 What's New in Search and Reports 5 Introduction 5 A tour round the Search and Report screen 6 Menu options 12 View Search 14 View Patients 15 New, Delete, Rename, Schedule 16 THE SEARCH SCREEN 19 Search Overview 19 Sort display of Ad-Hoc Searches 24 Illustrated guide to Ad-Hoc Search and Search Criteria 27 Search Input 43 Selecting a Group or Audit Line for Group Input 44 Selecting a group 44 Set Filter for searches 45 Selecting Group Input from a clinical audit line 47 Search Details 49 Search Details Overview 49 Patient Details 50 How to narrow down the Patients searched 50 Amending a Selection 55 Add Entity 56 Selections 64 How to select criteria 64 And/Or for attributes within Entities 66 Number based criteria, eg dates 67 Text based criteria - eg names, picklists 72 Searching for Changes 76 READ code selection 76 Searching a Read code chapter and excluding one section 78 Drug Selection 79 Staff file 87

4 Combination searches 89 Selecting the same entity twice 90 Include/Exclude Options 93 Include 93 Exclude 94 Exclude patients with no records for this entity (enabled) 95 Match All or Any 96 Remove Entity 96 Show Entity, Show Attribute or Show Criteria 97 Report Output 98 Report Output overview - searches 98 View 100 Count 102 Summary Report 102 Detailed Report 103 Standard Report 105 Age/Sex Report 106 Edit Report Format 107 Altering the Report Format of Standard, Detailed or Summary Reports 107 Alter the Patient Format for Summary or Standard Reports 110 Export Data 112 Group Output 118 Report Details 119 Details on reports 119 Option to display which records if found 121 Run the search 122 Save and Save As 124 View and print patients in search group 126 To view a list of patients 126 To print a list of patients 127 To print a list of patients from a clinical audit search 127 INDEX 129 iv

5 Search and Reports What's New in Search and Reports DLM440-03/04/2013 Printing Reports - When running an Ad Hoc search and printing a full report for a patient who has more than one page of freetext in their journal, the comments section is now truncated to fit on a single page and the following text is printed: "Some data has been truncated to fit page." See Standard Report (page 105) and Run a Patient Report. Searching for Languages - There are two new entities for Language Spoken and Language Read in the Search and Reports, Preference folder. See How to find what you want in Add Entity. Introduction Standard reports and user-defined searches can be run from the Search and Reports module to find patients with almost any clinical or administrative detail. Clinical data is extracted from Consultation Manager, and other data from the Registration module. A search looks at the data, and finds the patients that match with the specified details or criteria. A report is then produced, displaying the group of patients and their data - this can be in various formats, ie a target report, health promotion report, by age/sex distribution, in detail one page per patient, and so on. Some reports and searches are already pre-defined as standard reports and template searches. The latter you can use as they are, or if you prefer, copy and adapt to your own needs. Ad-hoc searches can be defined from scratch. The result of searches are reports, from which groups of patients found in these can be created. Groups of patient can then be used in the Recalls and Patient Groups module. Searches and reports can be grouped together in a batch. You may schedule a batch, or individual searches and reports, to be run at any time within the next 24 hours. The Clinical Audit module is separate and consists of pre-defined searches that allow monthly reports to be run, and groups of patients and statistics created. Clinical Audit is accessed from the Vision front menu, and is covered in the separate Clinical Audit on-screen help. 5

6 A tour round the Search and Report screen First access Search and Reports from the Reporting section of the Vision front menu. If this is the first time this module has been accessed, you may be asked whether you want to create an Extract directory. Answer Yes to this. This directory is used to store reports saved to text format (see Export Data from on-screen display). The Search and Report menu options and icons are displayed. 6

7 If you want to move the screen to a new position, click and drag on the title bar. To maximise the screen, click on. You can re-size the frames on the Search and Reports front screen using the vertical and horizontal dividers. 1. Point first to the vertical divider line (to the right of the search list) until the cursor changes from a white arrow to a double-headed arrow, then holding the left mouse down, drag the divider until the frame is the size you want. 2. Repeat with the horizontal divider underneath the top right frame, to enlarge the bottom right frame. The top right frame will be used for batches, and the bottom right for the schedule, running reports in the future (see Batching and Scheduling). Any reports or searches already run are listed on the front Search and Reports screen. Click on a main green heading to expand the list beneath (click again on the heading to close up the list). The following Searches and Standard Reports are listed on the front screen: Template searches (pre-defined searches), see Templates and specific searches Patient Reports, Target Reports, Referral Reports, Capitation Reports, Health Promotion Reports, Drug Usage Reports, Cervical Cytology Recall Search), Carers Report Ad-Hoc Search and Reporting (user-defined searches) see Search Criteria screen and A-Z of Specific Searches Groups - see View Patients (page 15) for a short explanation of each of these. When their list is expanded, these will show either New if never run, or the date they were last run with their respective icon. Printed reports and date last run. Those printed to screen and the date last run. 7

8 All reports can be viewed on screen, printed, or saved in ASCII format for later import into third-party software. Other icons by listed items are: Your own searches. Click on this icon to re-display the search criteria screen. Template searches supplied with pre-defined criteria. Click on this icon to display the template search criteria screen. Group of patients found in a search. Click on this icon to view the list, with their specified report details. All the criteria screens for these standard reports have Save and Save As buttons so you can re-run searches or reports, amend them to different versions, useful when you are running similar searches for different health authorities, or different GPs. To run a new report: Use the icons on the toolbar when you want or search or point at a heading and click with the right mouse and select New, 8

9 or use the Reports menu with the underlined letter: Use the right mouse to view the search criteria, first pointing to the search or report you want. View Search - Point to a previously run search, click with the right mouse, select View Search and re-display the Search/Report criteria screen. View Patients - If a previously run report has the icon, point to this, click with the right mouse, select View Patients to list the patients saved as a group as a result of this search. New - Point to the heading, click with the right mouse and select New to run a new report. A blank criteria screen is displayed. Delete (or press Delete key) - Point to the item to be deleted, click with the left mouse so it is highlighted, then click with the right mouse and select Delete. Alternatively press the Delete key. You can use this to delete previously run searches, reports, batches or groups. Rename - You can rename a previously run search with a different description. Schedule! - This will place the currently selected search / report into the Schedule at the bottom right-hand section (see Scheduling) Help (or press F1) (see "Menu options (page 12)"). Template Searches are pre-defined and cover the most common searches a GP might wish to undertake. While you cannot adapt these directly, you can save them under a different name using Save As, then edit the search criteria in order to customise them. Also pre-defined is a Cervical Cytology Recall Search to help find and recall patients eligible for smears see The Cytology Recall Search. Ad-hoc searches are ones you define yourself from scratch, or have adapted from template searches. These can be based on either the whole patient database or a selection of patients according to, for example, age, sex or registered GP. The criteria selection screens use a common format which quickly become familiar to the user. An overview of the features of searches is given in Search Overview. This is divided into two main sections - first defining the search criteria, then defining how the resulting report will look, before running the search: Search Details - the data being searched, called the search criteria, for example, diastolic records over 120 for Blood Pressure Searches, or the numerical result from a pathology test. Search Input allows for searching within existing groups 9

10 Report Output - how the report is to be presented, for example, in summary form, by age/sex, printed, or displayed on screen. In Report Details, you can specify quite precisely whether to display all the records that match what you were searching for, or only, for example, the latest, or the latest that matches (see Option to display which records if found). The patients found as the result of a search can be saved into a group. The groups are listed under the Group heading on the front screen, and can be viewed and sorted either alphabetically or by age (see "View Patients (page 15)"). A group can be used as the basis for further searching, or in the Patient Groups and Recalls module for merging with standard letters or documents (see Vision Patient Groups and Recalls User Guide - From Group Maintenance, groups can be altered, for example, by merging with other groups and including or excluding patients).. Any number of Reports and Searches can be batched together (see Batching). You can then schedule to run them at any time within the next 24 hours (making sure the time does not clash with any overnight backup) (see Scheduling). There is a Label Printing option by which address labels can be produced, either for an individual patient or for a group. Note - if you are just starting to use Vision, the menu option Populate Problems, selected from the Vision Start-Up menu, uses the search groups found in the following searches to populate the Currently Relevant and Problems screens in Consultation Manager: The Currently Relevant Search, with saved criteria for a search called CR (Currently Relevant) is included within Searches. This is relevant for practices that have converted clinical data from a previous medical system to Vision. The patients found in this search and the selected report details can be used to populate the Currently Relevant screen in Consultation Manager, which would otherwise remain blank until new data is added. Similarly, the Populate Problems search will carry problems into Consultation Manager. 10

11 Note - there are additional patient reports that can be printed or displayed for the currently selected patient on Consultation Manager. This is explained in the Patient Reports and Guidelines section of the Consultation Manager User Guide or on-screen help. 11

12 Menu options Reports From Reports, you may run the new reports and searches - use the underlined letters on the menu or function keys for keyboard access. Practice data is structured into pre-defined reports as required by the Health Authorities. In these, the criteria selection is kept to the minimum, usually choosing the HA/Health Board/CSA(s), GP(s), and age range: New Patient Report (see Patient Reports) - Can be run for a selected patient, or group of patients, giving an overall summary of their clinical data. New Target Report (see Target Reports) - The number and percentage of two and five year old children with initial and pre-school immunisation status, and women with cervical smear status New Referral Report (see Referral Reports) - The number of referrals made for all patients per provider unit, specialty, inpatient/outpatient New Capitation Report (see Capitation Reports) - The number of patients registered with each GP in the practice per quarter New Health Promotion Report (see Health Promotion Reports) - The number and percentage of patients between 15 and 74 years in the five standard health promotion categories - Bands 1-3 and Chronic Disease Management for asthma and diabetes New Drug Usage Report (see Drug Usage Reports) - an RFA requirement, will report on patients on more than a specified number of current medication items (or Drug Classes). New Cervical Cytology Recall Search - finds patients due for smear recalls, and excludes those patients not eligible. It forms groups depending on whether the first, second or third recall letter is required. Patients not due smear recall, or those excluded on various groups are omitted. See Cervical Cytology Recall Search. New Carer Search lists carers added to Vision (see Carers Report). New Ad-hoc Search (see Illustrated Guide to Ad-Hoc Search and Search Criteria) - Search criteria can be selected, based on clinical data from Consultation Manager, and from Registration. Criteria can be saved for a future search run as a group. This group can then be input as the basis of a further search, for example, search for all females between 40 and 55 who smoke, then search that group for all those on oral contraceptives. The resulting report can be saved, and produced in a number of ways. The group could then be used for merging with further groups, or for recall. Print Patient Labels (see Label Printing) - print address labels for individual patients, or a group of patients from Label Printing. New Batch (see Batching) or F7 Clear Schedule (see Scheduling) or F8 12

13 Exit Age Bands The Age Bands menu option will allow you to choose how the display is divided by age ranges for Capitation Reports and Health Promotion Reports, and the Age/Sex Report Format for searches. Usually the Capitation Report has age bands of 0-4, 5-64, and The age bands for the annual Health Promotion Report may depend on the format specified by your local HA. View Sort by Name / Sort by Date - The list of searches saved under Ad-Hoc Search & Reporting can be sorted either by name or by date created or last edited. Set Search Filter - This Search Filter lets you filter the display of all ad-hoc searches to those specified- by user(s), date range, description keyword (eg asthma). Schedule Mode (or F5) - This will change to the Schedule screen for scheduling reports or searches to be run. Toolbar - Choose whether or not to display the toolbar with its icons in order to make selections from these. Status bar - Choose whether to not to display the Status bar. Useful information is displayed here, such as the menu options associated with icons. Help Calling up on-screen help while any Vision screen is visible will display the help topic for the relevant screen. To display help: press F1 anywhere on the system; or click on Help option on the menu; or press [Alt-H]. or click with the right mouse and select Help 13

14 View Search To re-display the search criteria for a previously run search or report, or template search, point to highlight it from the list under one of the green headings in the left-hand column, click with the right mouse, and select View Search. The Search/Report criteria screen is re-displayed. Once you are at the Search criteria screen, you could then: either select Run to re-run the search with that criteria, or amend the search criteria and Save under the current description which will replace the previous search; or Save As to keep the amended copy as well as the original search criteria. The advantage of using saved criteria is that groups quickly become out-of-date as patients move away, die, or new ones become eligible to join the group. For example, save the criteria for a search for women with positive smear results, and search using the same criteria periodically to keep track of repeat smears. Figure 1: Criteria for a previously run search 14

15 View Patients If you have specified a Group Output in Report Details, and you have saved the search (see Save and Save As), and patients have been found in the search, you will see a small icon of a patient group in the list under Ad-hoc Search & Reporting on the front Search and Reports screen. You will also see the search listed under the green Groups heading. Click once with the left mouse on the patient group icon; or with the line highlighted, click with the right mouse and select View Patients. The Group Viewer screen is displayed, with the description of the search on the title bar. The left-hand screen lists the patients found, and the right-hand side the records for the currently highlighted patient, filtered to those you chose to display in Options. Symbols help to identify where the data was entered, eg referral, test result, medical history. smoking, drinking, Figure 2: View Patients You can sort these records using the icons: From left to right: Sort alphabetically, A first; Sort alphabetically, Z first; Sort by age, youngest first;; Sort by age, oldest first. To print a list of the patients in a report, see the section Printing and Viewing Groups from Searches. Patient Group does not exist If you point to a search listed on the front Search and Reports screen, and click with the right mouse, and select View Patients, you may see the following message appear: The Patient group does not exist 15

16 When the search was run, no Group Output was specified under the Report Output section. Thus no group of patients was created. You can only view patients against searches with the symbol line. again the search New, Delete, Rename, Schedule New To run a new search or report, starting with a criteria screen that has nothing specified, click with the right mouse within a list of a green heading, or on a green heading itself, and select New. The icons on the toolbar also correspond to new searches or reports (see "Menu options (page 12)"). Delete (Del) If you want to delete a previously saved search or report, batch, or batch item, point to it or highlight it first, then click with the right mouse, and select either Delete or press the Delete key. You will be asked to confirm the deletion - either click on OK, or use the left-arrow key to move the focus from Cancel to OK, then press Enter. Rename The description given to a report or search when saved can be amended. Using the right mouse on the highlighted report or search, select Rename. Change the description and click on OK. You will not be able to rename Template Searches. If you want to amend one of these, use View Search to go into the search criteria screen, make your amendments, then use Save As and enter a different name and description. 16

17 Schedule! You can schedule a search or report to be run at a time within the next 24 hours. First highlight the required report or search listed under one of the headings in the left-hand column of the Search and Reports screen. Click with the right mouse and select Schedule! The report will appear in the Schedule window at the bottom right. How to run scheduled reports and searches is explained in Batching and Scheduling. 17

18

19 The Search Screen Search Overview Clinical data which has been entered in Consultation Manager or the Registration modules can be searched in one of the following ways: 1. Template Searches These are listed under Templates on the main Search and Reports screen. They have pre-defined search criteria and cover the most common searches a GP might wish to undertake. While you cannot adapt these directly, you can save them under a different name using Save As, then edit the search criteria in order to customise them. To view the template searches, click on the green Templates heading. For example, Recall Patients with any recall within the next 3 months; Referral - Patients referred with a specific diagnosis of Glaucoma in the last year. 2. The pre-defined Cervical Cytology Recall Search helps to find and recall patients eligible for smears. 3. Ad-hoc searches are ones you define yourself from scratch, or have adapted from template searches. They also include some default searches - used for the Patient Reports, for example, the Default Home Visit Report, and Currently Relevant Search. You are advised not to delete these. You can sort the list of ad-hoc searches by name or date, and narrow the list down by user, date range or keyword in description. See Sort display of Ad-Hoc Searches (page 24). Batching and scheduling searches. 19

20 Searches can be based on either the whole patient database or a selection of patients according to, for example, age, sex or registered GP. The criteria selection screens use a common format which quickly becomes familiar to the user. See Illustrated guide to Ad-Hoc Search and Search Criteria (page 27), and also examples given in Templates and specific searches. Any reports or searches already run are listed on the front Search and Reports screen. You can view the search criteria (see View Search), view the patients found in a search (see View Patients). See also New, Delete, Rename, Schedule. Click on a main green heading of either Templates or Ad-Hoc Search & Reporting to expand the list beneath. Clicking again on the green heading closes up the list. Refer back to A tour round the Search and Report screen (page 6) for an explanation of: the front Search & Reports screen, and how to use it. the options with the right mouse, including View Search, View Patients, New, Delete, Rename, Schedule and Help. the icons and symbols used by each listed search: 20

21 Printed reports and date last run. Those printed to screen and the date last run. Ad-hoc searches, user-defined. Click on this to re-display the search criteria screen. Template searches supplied with pre-defined criteria. Click on this to display the template search criteria screen. Group of patients found in a search. Click to view the list, with their specified report details. To display the search criteria screen: either click on for a new Ad-hoc search; or Reports - New Ad-hoc Search...; or click with the right mouse on the green heading Ad-Hoc Search and Reporting, click with the right mouse and select New; or highlight a previous search within the list under either Template or Ad-Hoc Search and Reporting and click with the right mouse, selecting View Search. or click once on the icon of the search you want. 21

22 The Search criteria screen will be displayed. Figure 3: Search Criteria for Template Search : Recalls - Patients with a recall due for blood pressure within the next 3 months Note - you only need a single click on any of the search icons to view the Search Criteria screen. If you do a double click, you will see the following message: You can only open one search at a time. Please close the existing search. Click on OK, and you will find that the Search Criteria screen is displayed. The Search Criteria screen is divided into four sections: 22 Search Input (page 43) - If Search Input is left blank, you will search on all patients (unless restricted further in Search Details). The alternative is to search within a group already formed in another search. Search Details (page 49) - Selections (page 64) - Add Entity (page 56) - Search Details is where you choose the search criteria, ie what to search on, what sort of patients, which symptoms, records or medical data. The Selections button allows you to narrow to very specific criteria.

23 Report Output (page 98) - Once the search details have been chosen, then in Report Output you determine how the resulting group of patients found in the search will be presented, on-screen, printed or exported to a text file. You can save groups from searches in Group Output (page 118). Report Details (page 119)) - what report details to include in the result of the search. For instance, find patients with high BP, but when you print the report, ignore the BP reading but see what their recall date is. The menu options are: File: Edit: Save and Save As (page 124): If search criteria has been specifically selected for a search, before exiting the search criteria screen, you can save this criteria, using File/Save. The search criteria can be displayed later using View Search, and the same search reprocessed. Previously saved search criteria can also be deleted. Report on Last Search: If you have run a search, and want now to use a different report format, use Report on Last Search rather than Run to save reprocessing the whole search again. Exit: Select File - Exit to go back to the Search and Report menu without saving any criteria. Search Details (page 49) - shows the menu options of Add Entity (page 56), Remove Entity (page 96), Selections (page 64), Include/Exclude Options (page 93), Show Entity, Show Attribute or Show Criteria (page 97). First highlight an entity in Search Details for Remove Entity, Selections and Options. Report Output (page 98) - For Summary or Standard report outputs, you may Edit Report Format (page 107). Report Details (page 119) - shows the menu options of Add Entity, Remove Entity, or Option to display which records if found (page 121) (for Remove Entity or Options, first highlight an entity in Report Details). Maintenance - see Age Bands. 23

24 Sort display of Ad-Hoc Searches The list of Ad-Hoc Searches that have been saved, and those distributed with the system, are listed under the green heading Ad-Hoc Search & Reporting. View - Sort by Name - The list can be sorted by Name (its description) View Sort by Date - The list can be sorted by date (that it was created or last edited). View - Set Search Filter. You can also narrow the full list down by using Set Search Filter The various filters are: Select Users - Either All Users, Selected Users, or the Current User signed on to this workstation. If you choose Selected Users, specify the user(s) in the Operator picklist, using Control-click to select more than one. Dated - Either On any date or Between. If Between, then choose the date range - the left-hand box is the From date and the right-hand the To date. Clicking on the arrow on either box displays a calendar for you to select a date. Use the left and right arrows either side of the Month to move back or forward a month. Description contains - Enter a word or part word, eg Diab, to find all searches which contains those letters in their description. This is case sensitive. 24

25 Click OK. The Set Search Filter menu option is ticked if a filter is in operation. To remove filters, View - Set Search Filter and use the Clear button. 25

26 26

27 Illustrated guide to Ad-Hoc Search and Search Criteria You will have an overview of how a search is created and run if you work through in detail each section of a pre-defined template search. The following example uses the template search Recalls - Patients with a recall due for blood pressure within the next 3 months. First you will look at the criteria used to make up this search, and then add an extra weight line into the search. 1. Click on the green heading Templates to expand the list. Scroll down to the end of the Template list. 2. Point to the by the line Recall: Patients with a recall due for blood pressure within the next 3 months and click ONCE. The Search Criteria screen is displayed. 3. Search Input (page 43) Group Input If Group Input is blank, then the whole patient database is searched (though you can later restrict this by sex, GP, age, registration status, etc (see Patient Details (page 50)). 27

28 The alternative is to search on an existing group, formed from a previous search perhaps (see Group Output (page 118)). If so, click on the Select button and select either a group or audit line for the input of the search. 1. Search Details (page 49) Patient Details Rather than searching all patients, this search has been restricted to those patients whose registration status is either permanent or applied for. There is no restriction on age or sex in this case. To show you how this is selected, click on to view this in more detail. This enables the button - click on this button. The Criteria Select screen is shown, on the Review tab. This shows the criteria that have been selected already. 28

29 If you click on the Full tab, you can see all the registration criteria you can choose. Use the vertical scroll divider to view further down the list. If you wanted to restrict the search further, click on a patient detail, such as Sex, then click on the newly displayed Add New button. This displays the choices you have. 29

30 If, for example, you wanted males only, click on Male, and leave the Equals box checked. What you have chosen is shown in the left-hand column: Click back on the Review tab to list what criteria have been selected. Click on OK to confirm this and to leave the Criteria Select screen. 2. Add Entity (page 56) This is where you can choose what you want to search on. In this example, an entity of Recall has been added, and further limited to a recall date between today and three months hence. In addition, the search will find only those with a Reason for Recall of a BP READ code. In this example, first click to highlight then click on to display the Criteria Select screen. 30

31 If you highlight the line Is Between T (EXC) And T+3m (INC) which is under Date for recall, you will see how the date range has been entered. The Range box is checked, which allows two date entries. The first - After - is T, shorthand for today's date, ie after today's date. The Inclusive box is not checked by the After line. This means that today's date is not included in the range, but it starts from tomorrow's date. In the Before box, T+3m is shorthand for today plus three months (other abbreviations are D for day, W for week, Y for year). The Inclusive box is checked, meaning that the final day of the range will include the day that is three months from today's date. 31

32 If you now click on the line Is Equal to O/E - blood pressure reading, which is below the line READ code for reason for recall, the Criteria Select screen changes again. Here, you can select the READ code on which part of the search is based. The READ Select button reaches the READ Select screen. If the Hierarchical Search box is checked, then the search will find not only the READ code specified, but also any READ code below this in the hierarchy, eg 2461., 2462., 2463., and so on. 32

33 Click now on the Full tab to see what other criteria you could select for a recall. To do so, you would highlight it, then click on Add New. Decide what are called its attributes (ie the date range, a picklist, a numerical reading etc). Click now on the Recall heading on the Criteria Select screen. This displays Entity Options - AND / OR. 33

34 In this case the entity is Recall, and its attributes are the Date for Recall, and the READ code for reason to recall. What it is asking is whether you want the patients found to have BOTH a recall date within the next three months AS WELL AS a READ code reason of a BP reading. The answer in this case is Yes, so the AND box is checked. If a patient has only one of these attributes, then they will not be found. With the alternative using OR, the search would find EITHER patients with a recall date within the next three months, OR those with the O/E - BP reading READ code. The search will find patients with only one of these attributes. In this case, this may not be satisfactory because a patient with a recall within the next three months might be for something quite unrelated to the BP reading. General notes about the different types of search criteria are given on Selections (page 64). Click on OK to leave the Criteria Select screen and return to the main Search screen. 34

35 If you wanted to search an additional factor, say, weight, you would click on (see Add Entity (page 56)). From the Select from Group screen, choose a clinical entity, for example, to find Weight, double click on the yellow folder of All Other Clinical Data. 35

36 Then double click on Examination Findings. Then double click on the red folder of Weight. You have now selected the new entity and this is added to the Search Details list on the front Search screen. 36

37 Highlight the Weight heading and click on to display the Weight - Criteria Select screen. You could choose to limit the patients to those with a specific weight range: 37

38 Click on Weight in Kilos, and click on Add New. Click to check the Greater box. Enter a number in the Greater window, eg 72 for greater than 72 kilos. If you tick Inclusive, this includes 72 kilos; if blank, from 73 kilos. The attributes for this Weight entity are now listed on the front screen under Search Details. Match All or Any (page 96) 38

39 At the bottom of the Search Details screen in the matching option. In this case, this is Match All, ie patients will only be included if they have all the criteria specified above, permanent or applied for registration, male, a recall date within the next three months, a READ code reason for recall of BP reading, and a weight greater than 72 kilos. Patients with only some of these criteria would not be found. The Match Any option would allow patients to be found if they matched any one or more of the above criteria. 3. Report Output (page 98) The Report Output is at the top right of the Search screen. Once the search has been run, the next thing to decide is how you want the result of the search - the report - displayed. Should it be displayed on-screen, for example, printed out, or analysed by age and sex? Output In this example, the choice is View, ie see the report on-screen. You can choose between View (page 100), Count (page 102), Summary Report (page 102), Detailed Report (page 103), Standard Report (page 105), Age/Sex Report (page 106), Export Data (page 111) to either.dbf file or tab separated format (see Report Output (page 98)). Summary, Detailed, Standard and Age/Sex reports can be viewed on-screen first, and then printed out. 39

40 4. Group Output (page 118) In this example, the Group Output is blank, but you can save the results of this search to a new group name by double clicking in the Group Output window and typing in a name and description of the search. This group is then available for a further search, in Group Input, or to mailmerge from the Patient Groups module. 5. Report Details (page 119) Now decide which details are included on the report. In this case, the report will detail the entities selected - ie the patients' details, their recall dates and their weight. If you wanted to remove one of these, for example, if you did not want the report to include the weight, point to the weight line and click with the right mouse and select Remove Entity. To add another entity, click on the in Report Details. This means you can include on the report information about the patients which are unrelated to the search, for example, you could report on each patient's Problems. 6. Include which records There is a further choice of which of the records found are reported on. For example, once the search is complete, you might want all the patient's records found to be included; or only the latest record found, and ignore the rest. You can decide this for each entity under Report Details - ie Patient Details, Recall and Weight. Click on Recall in Report Details and click with the right mouse. Select Options. The default is All matches, ie the report will include all the records found in the search that match the search criteria, ie with a recall date between today and three months hence, and a BP reading as READ code Reason for Recall. 40

41 If, for example, you wanted the search to report on those patients with only the latest record matching the search criteria, you would select After match and Latest, and put 1 in the Latest window. This is further explained in "Option to display which records if found (page 121)". 7. Run, Save As, New, Close Run - Click on Run to start the search. A progress bar and estimated time for the search are shown. If no patients are found, the message No Matches Found from Search is displayed. If patients are found, they will be listed on screen. To print out Summary, Detailed, Standard or Age/Sex reports, click on the Print button. Save As - You can save search criteria to be used another time. If this is your own ad-hoc search, you would be able to use the Save button, and give it a name and description. Because we are using a template search as an example, you cannot save this if you have amended the criteria. You have to use Save As, giving it a different name (no more than 10 characters) and description. New - This will clear the screen so you can enter new search criteria. Close - This closes the screen, without saving, and returns you to the Search and Reporting front screen. 41

42 Any search where you have used Save As, including an altered Template search, will be found under the listing in Ad-hoc Search & Reporting on the front screen. The date to the left of the description is the last date it was run. 42

43 Search Input To display the search criteria screen: either click on for a new Ad-hoc search; or within Ad-Hoc Search and Reporting, click with the right mouse and select New; or highlight a previous search within the list under either Template or Ad-Hoc Search and Reporting and click with the right mouse, selecting View Search. In Search Input, you can choose to run the search on all patients, or search within an existing group. For either option, you can later choose in Search Details to include or exclude particularly categories such as males, certain ages, temporary patients, clinical data etc. If Group Input is left blank, then the whole patient database is searched (though you can later restrict this by sex, GP, age etc - (see Patient Details (page 50)). To search on an existing group, click on the Select button by Group Input. There are two tabs - to select from a group (maybe formed from a previous search or created in the Patient Groups module) or a clinical audit line. See Selecting a Group or Audit Line for Group Input (page 44). 43

44 Selecting a Group or Audit Line for Group Input For Ad-hoc searches, Patient Reports, Carers Reports and Cytology Recall Reports, you can input a group or clinical audit line to use as the basis of the search. Selecting a group On the Search: New Search screen, press the Select button by Group or Group Input to display the Group tab, or double click within the Group Input window. If no filters are set, this will display the full set of user groups. To select a group, highlight the line and click OK. 44

45 Set Filter for searches In Set Filter, you can filter from a full group list to display only the specified groups (as you can in Patient Groups) by one or more of the following: Select users: Groups have ownership. You can select either All users, Selected users (to select a user or users, double click on each user name to be selected - this places a chevron to the left of the name) or Current user signed on to this workstation. To deselect selected users, click on the All Users radio button. Select System Category: by specified system groups - audit searches ($AUD etc), audit sub-searches ($SUB, $GLO, $SUB etc), MIQUEST, or other system groups ($PAT); Select Other Category: and/or user groups Select Active State: active or inactive groups, or both Suppress display of empty groups (with a zero count of patients) In Group Description, you can search for an ad-hoc search by a part description, for example, putting in diab will find ad-hoc searches with diabetes or diabetic in the title; or Asth excep will find any group with Asthma exceptions in the title. The keywords can be in any order, for example, letter smear will find all the groups containing the text smear recall letter. 45

46 Whatever filter you select will be retained for next time. This is on a per user basis. The Clear Filter button returns the list to all the user groups, clearing any filters that have been set. Refresh brings the list of groups up to date. Highlight the group you want to use as an input for the ad hoc search and click OK. 46

47 Selecting Group Input from a clinical audit line You can input a group from an audit line. Note - if you select an input group from the clinical audit browser, then each time that search is run it will regenerate the group at that time. The patient list will be current, as at the last generation of that audit line (either a monthly or daily audit). If you want to run the search later using the patient list as it was at the time the search was created, then you need to save the patient group beforehand as a user group (in Clinical Audit - swap to [month/year] tab, highlight audit line, right click and Save As); then select that user group as the input group from the group list in the Group browser, not the Clinical Audit Search list. Use the Clinical Audit Search tab on the Search & Reports - Groups of Clinical Audit Search Browser to select a group from the list of groups. The display is similar to the Clinical Audit screen, except that the count of each audit is shown on the right, for example " = 49". You can use the expand all / collapse all icons it up. to open the list entirely or close If you tick the box Reminders only, the list redisplays with only those audit lines with active reminders. For QOF audits, select the view you want from the Audit Source box: All audits & ngms Monitoring - This view shows all Clinical Audits with statistics up to the end of last month and the ngms Audit showing daily statistics (including data up to the most recent daily generation), based on a QOF Reference Date of "today". ngms Reporting - This view only shows the ngms audit (including data up to the most recent daily generation) based on a QOF Reference Date of standard end of year (1st April). QOF Results Last Reported - This view shows what you sent in the last submitted monthly report to QMAS. QOF Results Last interim - This view shows the data of the last generated interim report, if run. 47

48 Find the audit line you want in exactly the same way as you would in Clinical Audit. Click on a main blue line Audit Group (eg, QMAS Returns and Monitoring Audits) to expand the red clinical area lines beneath (eg QMAS Returns - Clinical ). Click on a red line to expand the clinical categories beneath, which are green headings (eg CHD QMAS indicators). Click on the required audit line, coloured black, to select it. Then click OK. The system takes a moment to save the group if a saved copy does not yet exist; otherwise it will save the group from the last audit generation. 48

49 Note - There is no restriction on other people using clinical audit while you are accessing Group Search or Group Select, but you must NOT use Group Input during a clinical audit generation. Search Details Search Details Overview Patient Details - In Search Details on the Search Criteria screen, you specify what information you are trying to retrieve. Patient Details (page 50), if untouched, will search the whole patient database. Selections - Otherwise, using Selections (page 64), you can narrow down the search by specifying particular patients, such as females, those aged and so on. Add Entity - Once Patient Details are determined, then choose which entity you want to search on. An Entity is defined as a main heading, such as blood pressure, cervical cytology, weight, repeat therapy, asthma, Patient Details and so on. These are defined with Add Entity (page 56), or from Patient Details (page 50). An Attribute, defined with Selections (page 64), is a feature of an entity, for example, diastolic or systolic in the case of BP, or a BMI for weight; or registration status. Criteria is the entry you make, for example, over 30 for BMI (weight), or over 130 diastolic (BP); or permanent and applied for registration status. These are defined on the Criteria Select screen, using Selections, then Add New. You can make a combination search on two or more entities, either combining them - ie those patients with obesity and hypertension; or finding patients with either one or the other, ie either with obesity or those with hypertension. Match on All or Any - For combination searches, you can choose Match All or Any (page 96), letting you include patients either from all selected entities or any entity. Include/Exclude - For any entity or attribute selected, you can choose whether to include or exclude the category selected. Normally, you search on what is there, ie find all the patients with asthma. But a search could be made to include all patients who smoke, and then to exclude all those with asthma records. (see "Include/Exclude Options (page 93)"). Using the right mouse - Within Search Details, you can highlight or point to an option and click with the right mouse for the following: Add Entity - add a new entity and display the Select from Group screen; this is equivalent to clicking on the Add Entity button. Remove Entity - remove the highlighted entity from the search criteria and report details; you can never remove the Patient Details entity. Selections - this re-displays the Criteria Select screen for the highlighted entity or attribute, and is equivalent to clicking on the Selections button for the highlighted entity. Options - allows inclusion or exclusion of patients Show Entity - list only entities in Search Details Show Attribute - list entities and any attributes selected in Search Details 49

50 Show Criteria - list, entities, attributes and any criteria in Search Details As each entity, attribute and criteria is chosen, it is listed in Search Details. The last three display choices from the right mouse menu - Show Entity, Show Attribute and Show Criteria - may be useful if you want to collapse a long list to make it shorter. The default is the full list - Show Criteria. Patient Details The Patient Details line under Search Details cannot be removed. As it stands, it implies searching on the whole patient database, unless you have selected a specific patient group from Group Input (see Search Input (page 43)). If you make no further selection within Patient Details, the search looks at all patients in either the patient list or the selected group. You can further narrow down the patients searched using Selections, for example, by age, sex, or registration status. How to narrow down the Patients searched 1. First click on Patient Details to highlight it. This enables the Selections button. 50

51 2. Click on Selections. The Criteria Select screen is displayed. 51

52 This has two tabs - Review, and Full: The Full tab will be displayed if this is a new search, listing alphabetically all the Patient Details attributes, eg date of birth, registration status, sex. The Review tab shows you what you have selected already and will be displayed first if you are viewing an existing search with patient detail selections. 3. To make a selection, first highlight an option from the left-hand list - you can first click on the vertical scroll divider to scroll down the list. 52

53 Suppose you want to choose only permanent or applied patients - scroll down and click on Registration status. The right-hand side of the screen now displays a new button - Add New. 4. Click on the Add New button (or you can just double click on the left-hand item, in this example, Registration Status). This now shows a picklist of the options you have. Other options might given different selection window (see "Selections (page 64)"), for example, Date of birth would let you choose a range of dates. 53

54 5. Click to highlight each criteria option (or move with the arrow keys and press the spacebar if using the keyboard). (To de-select, either click again or press space again). You can choose more than one. For example, select Applied and then Permanent. As you select, the criteria is added to the left-hand list. 6. You can use the Equals / Not Equals check boxes to include or exclude what you have selected. The default is Equals (checked) - selecting Permanent and Applied with Equals checked means only these patients will be included. If you check the Not Equals check box, then all patients except Permanent and Applied will be searched. 54

55 7. The Review tab summarises what you have selected so far. 8. You can switch back to the Full tab and make further attribute choices, further narrowing down the patient group searched. 9. When you have completed selecting all the attributes for Patient Details, click on OK. The Search Criteria screen will be re-displayed. Amending a Selection Note - if you change your mind about one of your selections, go back into the Criteria Select screen. 1. First highlight the attribute (eg Registration Status) and either click on the Selections button, or using the right mouse, select Selections. 2. Within the Criteria Select screen, make your amendment. You can highlight an attribute, eg Is Equal to Applied in the left-hand column, and click on the Delete button. To change an attribute, you are better to add the new attribute you want first, and then remove the old one. If you de-select the last option within an entity, the entity will be removed as well as the option. 55

56 Add Entity In Patient Details (page 50), you chose which patients would be searched. Using Add Entity in Search Details, you can specify further clinical criteria, such as blood pressure, or drug names, or administrative data such as address or telephone number. Then you can make further selections within that entity - for example, first select Weight, then using Selections (page 64), you specify the attribute, eg only those patients with a BMI over 30. For a list of attributes, see Attribute list within entities For a list of entities, arranged either alphabetically or by entity, see How to find what you want in Add Entity 1. Click on Add Entity, or click with the right mouse and select Add Entity. This displays the Select from Group screen, where all the clinical and registration data is listed in categories, arranged as a hierarchical tree. You will select one of these to become the entity for the search. 56

57 Double click pointing at a yellow folder to open this up for further options; or double click on a red folder or red box to select this (red options have no further menu beneath them). For example: Alternatively, single click to highlight the entity you want to select, then click OK. For example, to find weight, double click on the yellow folder of (yellow) Clinical Data, then click on the yellow folder of Examination Findings, then double click on Weight. You can collapse the list under open yellow folders/boxes by double clicking on them again. Refer to the complete alphabetical list of search data: and How to find what you want in Add Entity 57

58 The Select From Group screen is very similar to selection within Consultation Manager. Additional Patient Data (see Registration Searches) Address Communication numbers Other identifiers Consultations The red folder options immediately available from Add Entity include Consultation and Problems. Problems 58

59 Therapy Acute and Repeat Issue Therapy Repeat Masters Immunisations Immunisations Immunisations status Parental consent Immunisation contraindicated Recalls and Reviews Recall Data Entry Cautions Repeat Medication Review Referrals and Requests Referrals Requests All Other Clinical Data. This will find any data entry in groups listed below All Other Clinical Data: Allergy & Intolerance, Medical History and Family History (and including Absence of Condition), Lifestyle, Examination Findings, Miscellaneous, Child Health Surveillance, Maternity Data, Well Person Data, HP Interventions, Elderly, Disease Registers, Asthma Data, Diabetes Data, CVA & BP Data, Epilepsy, Death Administration, Superseded Records. See 59

60 Note - All Other Clinical Data will NOT find data in the groups above All Other Clinical data: ie, Additional Patient Data, Consultations, Problems, Therapy, Immunisations, Referrals and Requests, and Recalls and Reviews. When selecting All Other Clinical Data, in Selections (page 64), specify the READ code on the Criteria Select screen. This will disregard whether the READ code entry was made on the Medical History screen or another data entry screen in Consultation Manager, such as Asthma, or Immunisations. Test Data ("Test results search") - - including the red folder option of Test results - All, which finds all test results subsequently listed below in Test Results: Diagnostic Imaging, Biochemistry (Routine, Hormones, Other), Haematology, Microbiology, Serology & Immunology, Other Pathology Tests, Diagnostic Tests. A full list is given in Test Data. 60

61 Note about Tests Histology and cervical cytology are found under Other Pathology Tests. Cervical Cytology entered on Cytology-Add is found under, eg, Well person Data. Tests-All searches for any test, including peak flows, regardless of the structured data area in which it is entered. You could find any abnormal test regardless of the type, as well as tests with a specified READ code. IOS Data - the nine claims for IOS Links: IOS Claims-All which includes all the following: Child Health Surveillance claim, Contraceptive Service claim, Immediately Necessary Treatment claim, Immunisations claim, Maternity Services claim, Minor Surgery claim, Night Visit claim, Registration Fee claim, Temporary Resident claim. 61

62 Once you have selected an entity, this will be displayed in the Search Details window. Note - the same entity is also listed under Report Details (page 119) - the data for this entity, found in the search, will automatically be reported on unless you later choose not to report on it. 2. To specify further search criteria by which to limit the search, click on the entity, eg Weight, so it is highlighted, then click on the Selections button (or click with the right mouse and choose Selections). The Criteria Select screen is displayed. Refer to "Selections (page 64)" which explains the way to select the attributes for an entity. You can select as many attributes within an entity as you wish. For example, you may want to search a Serum Cholesterol is > 7. 62

63 For example, to select BMI over 30, click to highlight BMI, then click on the Add New button. Click on Greater and type 30, and check the Inclusive box. Click on OK. The front Search screen is re-displayed, now including in Search Details the new search criteria. The Report Details (page 119) entry now changes from (All) to (Matches), ie the report will include patients whose data includes a BMI of 30 or over. Specific and template searches are described in Templates and specific searches, which also gives examples of how to use Selections (page 64) and the Criteria Select screens. Template searches have pre-defined search criteria, and viewing these can help give ideas on criteria selection. See also Combination searches (page 89) which explains how you can go on and choose further entities. Either to include further patients, or exclude patients from a search (see Include/Exclude Options (page 93)). This can include selecting the same entity twice, for example, select asthma patients, but exclude asthma patients on inhaled steroids. 63

64 Selections How to select criteria This section explains how to use the different Criteria for Search Details screens, where you specify precisely how you want to narrow down the search after you have added an entity (see Add Entity (page 56)), for example, you may want to search for blood pressures (the entity) with a diastolic (the attribute) over 95 and systolic over 180. This is done by highlighting an entity (such as Patient Details, or a Clinical Entity) and then using the Selections button in Search Details. Examples of different selection criteria are given in the help section Templates and specific searches (see Template Searches and A-Z of Specific Searches). For a list of attributes you can select from an entity, see Attribute list within entities 1. First on the Search criteria screen under Search Details, select the entity you want to search on from Add Entity (page 56), eg weight, blood pressure. 2. Highlight this entity and click on the Selections button, which is now enabled; or click with the right mouse and choose Selections. The Criteria Select screen is displayed. 3. For a full list of options, make sure you are on the Full tab. 4. Find the line that you want to include (or exclude) and highlight it - by using the arrow keys, or vertical scroll divider, or by clicking. 5. Click on the Add New button. 6. Enter the specific numbers or text you are searching. Examples are given below - Number based criteria, eg dates (page 67), or Text based criteria - eg names, picklists (page 72). You can also make READ code selection (page 76) or Drug Selection (page 79)s or Staff file (page 87). 7. Make any further criteria selections within that entity. 8. You can delete a selected entity by highlighting the criteria line in the left-hand column which will enable the Delete button. 64

65 Note - if you are changing an option, you are better to add the new option first, before deleting the old one. This is because once the last option is removed from a list, the entity itself is removed. For example, if you have Permanent and Applied selected under Registration Status, and you want to change these to Temporary Resident and Emergency Treatment, you can add the TR and ET first, and then in turn highlight Permanent and Applied and delete them. Note, also, if you have chosen more than one attribute for an entity, eg Date of Birth, and Sex, you can use an And/Or for attributes within Entities (page 65). 9. Select OK to return to the Search Criteria screen. There are several criteria types, for example, picklists (eg Registered GP), numerical entries (exact match, eg of Date of Birth, or a range of Dates of Birth for specified ages). For clinical entities, such as cervical cytology, you can select specific READ codes or Drug Dictionary items. 65

66 And/Or for attributes within Entities Where more than one attribute has been chosen for an entity, the system will choose whether to search for patients with both attributes (AND), or with one or another (OR). It depends on the type of attribute but mostly this will be OR. A search for patients with, for example, BP readings of a systolic value greater than 180 or a diastolic value greater than 110, finds patients who have either of these values, ie one OR the other. If you wanted to find patients with both a systolic over 180 and a diastolic over 110, you would choose AND. AND => all patients with blood pressure records where systolic > 180 and diastolic > 110 OR => all patients with blood pressure records where either systolic > 180 or diastolic > 120 or both To choose between AND and OR, when you are in the Criteria Select screen, if you highlight the top Entity line, eg Patient Details, Blood Pressure or whatever entity has been chosen, you will see an AND/OR screen: Expressions for each Attribute in this Entity may be ANDed or Ored together AND / OR 66

67 If you have chosen more than one entity, the default, AND, is checked, you are searching on a combination of these entities. For example, date of birth between 20 and 60 years, AND Sex set to males, will find male patients aged If you checked the OR box, then you would find all male patients (Sex = male including those aged as well as all other ages), and females aged between 20 and 60. An example is given in BP - Patients with BP systolic greater than 180 or diastolic greater than 110. The search will find either of these categories of patients. Number based criteria, eg dates Number based criteria include dates (recall dates, dates of birth etc), or numbers (number of cigarettes smoked, telephone numbers, diastolic BP). Depending on which criteria you have selected, you usually have the choice of Equals, Not Equals, Range: Equals - If Equals is selected, you may enter a numerical entry or date in From. The search will look for an exact match to this entry. For example, Equals and a date entered of for patients given an immunisation on that day. Not Equals - Similar in design to Equals, the search will look for any match other than the entry made here. 67

68 Range - If range is selected, the screen allows an entry of After and Before for dates, and Greater and Less for numerical entries. For example, Patient Details - Date of Birth, or Date patient was accepted by Agency. Range - After, Before - When entering date ranges, for example, dates of birth, event dates within the last six months, recalls due in the next three months etc, the system can calculate the required dates by working from today's date. For example, if you were specifying an age range of 0 to five year olds, by selecting Date of Birth, you would enter or T-5y (today minus five years) in After (if the current date were Jan 98) and (or T or today's date) in Before. The Inclusive box is checked by default - this will include the date you have entered. If unchecked, then the range starts from the next day. To enter dates, use abbreviations of Y years, M months, W Weeks and D Days, for example, to enter a generalised +6m or -6m, or T+6m or T-6m (where T = Today) for six months hence or six months ago from today's date. This means that saved search criteria need not be updated with new specific dates every time the search is run. For example, to find female patients aged between 25 and 65 for smear recall, the Date of Birth would have a range T-65y (EXC) and T-25y (INC). 68

69 Range - Greater, Less - For example, with Number of cigarettes smoked per day in the Smoking entity, you can enter a Greater and Lesser amount, eg 10 in Greater and 50 in Less. If the Inclusive box is checked for Greater, then this will include the number 10. If Inclusive is unchecked in Less, then this search up to 49. After, Before - You could also pick either After, or Before, rather than a Range. This allows one entry of a date, ie After (or T-8y), or Before (or T-13y). If the Inclusive box is checked, then the date specified is included in the search. Greater, Less - If you only select Less, you can enter a number in From, eg entering 11.0 in Less under Haemoglobin would search for those with an HB of less than 11.0 if Inclusive is checked, or 10.9 if Inclusive is unchecked. If you only select Greater, then entering, eg, 120, will only find patients with a BP of greater than 120 or more of the item (if Inclusive is checked), or 121 of the item if Inclusive is unchecked. Numbers - Contains 69

70 70 When searching Communication numbers, the Criteria Select now has Contains, so you do not have to specify the full area code when searching for a telephone number. Note - spaces cannot be ignored, for example, if you are searching " ", you could type in " " but not " ".

71 Numbers - Starts With - As well as entering dates and numbers as described above in Equals, Not Equals and Range, you can also enter the part number in Starts With, for example, when searching for a patient by CHI number or NHS number. Error Message If your cursor is about to make an entry of a number in the right-hand window, and you click on a further option on the left-hand list, you will see the following error message: Invalid Number/Date. Cancel to undo Action Click on OK to clear this message, then continue entering the correct number. 71

72 Text based criteria - eg names, picklists You may be searching on text, for example, under Patient Details - Surname, or Post code or a READ Description. If you specify Equals, then you need to enter the text exactly for which you are searching, for example, to find all patients with surname BAXTER. You might find it more useful to use the option Contains and type in the first few letters of the text. 72

73 Alternatively, you can specify a portion of the patient database, sectioned alphabetically, by specifying Range. Then you could enter, for example, AARON in the From box, clicking on Inclusive, and BA in the From box, but click Exclusive. This will include all the A's but exclude the B's. Yes / No - Some criteria are determined by a simple Yes or No selection, for example, under Immunisations, whether an encounter is private or not. 73

74 74 Picklist selection - Other criteria rely on a picklist, for example, the registration status (see example in "Illustrated guide to Ad-Hoc Search and Search Criteria (page 27)"), or selecting the clinician, or Registered GP; note here that you may be able to specify whether to list inactive as well as active GPs.

75 You can usually pick more than one in a picklist, eg Permanent and Applied from Patient Details - Registration status, by clicking or pressing the space bar on each of your choice (clicking or pressing space again will clear the highlight). Another picklist is found in Patient Details - Sex: 75

76 Or specifying Normal or Abnormal in some clinical entities, such as Heart Examination - Sounds: Searching for Changes We have added a new attribute called Modified to every search entity. This allows you to search for entities that have been changed. Equals Yes searches edited items only. Equals No searches unedited items only. READ code selection On the Criteria Select screen, there are usually two ways to select from READ: READ code for... or READ description 76

77 If you choose READ description, you can search with this in the same way as any other text based criteria screen (see "Text based criteria - eg names, picklists (page 72)"). If you use the Contains option, you can enter the first few letters of the description for which you are searching (it is not case sensitive). To search for READ codes, eg READ code for Blood pressure under Blood Pressure, you are given the chance to select from the READ dictionary. If you know the READ code you are searching for, click in the window below the READ Select button and directly enter a READ code, eg 246 and press Enter. 77

78 If the code is not known, then click on the READ Select button, to display the usual READ Dictionary screen and select either by code, chapter number, or keyword, or from the Formulary. Note - the Consultation Manager on-screen help has a full explanation about how to choose from the READ Dictionary and how to set up the READ Formulary. Hierarchy and synonyms - Ticked by default. If this box is checked, then not only the code specified will be found, but also any codes lower down in the hierarchy, for example, G65... would also include G650 G651 G652 and so on, as well as any synonyms, eg G65, G65.11 and G65.12 and so on. If the box is unchecked, then the search is for the exact code selected. Error Message - If you make an entry in the READ code window which is not a valid code, the error message Invalid READ Code is displayed: Click on OK to clear this. Check that when entering the code, you have used upper case for any letter for the chapter heading, eg C10 for diabetes. Searching a Read code chapter and excluding one section You may want to run a search to find all patients excluding one particular group, for example, all those with records in Read code Chapter E but exclude those in E3. 1. Add Entity- Medical History, 2. Select Read code, then Read Select chapter E, tick Hierarchy and Synonyms. 3. Select Read code, then Read Select Chapter E3, tick Hierarchy and Synonyms and tick Not Equal. 4. Group Output. 5. Report Output - Standard Search. 6. Run the search. 78

79 Drug Selection There are a number of ways you can specify the criteria for a drug search. See also Drug Searches. From the Add Entity of Acute and Repeat Issue Therapy (found from Add Entity - Clinical Data Therapy - Acute and Repeat Issue Therapy OK, then highlight the line, Selections), the most usual would be to select a drug from the drug dictionary - for this, we recommend you highlight Drug Name, then Add New. 79

80 80

81 81

82 82

83 Select Contains and enter a part drug name in the window below the Select Drug button, eg ATENOLOL and press Enter. Note - Contains is not case sensitive. The search will look for the first drug in the dictionary with those letters, which may not be the one you want. However, it is useful if you want to search on a drug name including all the known forms and strengths. 83

84 Note - the previous criteria of Starts/Not Starts is hidden for new ad-hoc searches in DLM 270 and replaced with Contains/Not Contains. When editing existing searches that use Starts/Not Starts criteria, when selecting the drug name criteria to edit, if the current criteria is for Starts or Not Starts, the criteria will be automatically changed to Contains or Not Contains respectively. The Starts/Not Starts options will be disabled (ie visible but not selectable) to indicate the change. The search words will not be changed. When exiting the search, if it needs saving because criteria have changed, it will check to make sure there are no drug name criteria still using Starts/Not Starts. If found, you will be prompted to change them and saving the updated search will not be permitted. You can still exit the search without saving changes though. Alternatively to find a specific drug, form and strength, click on Select Drug to display the usual Select Drug screen with all the facilities available when normally choosing a drug. Enter a name, click on Find, and highlight the drug, form and strength you want, clicking on OK. The attribute of Drug will allow you to select a drug from the drug dictionary. For this option, you need to be specific about the drug you are selecting, and cannot enter a part drug name. Click on the Select Drug button, and choose a drug from the dictionary. The search will be on this one specific drug, form and strength eg, Is Equal to ATENOLOL tabs 25 mg. 84

85 The attribute of Drug READ code would be used for those using a READ drug dictionary. You can also search on the form of a drug, eg powder, using the Formulation of drug attribute, eg, enter POW in From to search for powder. 85

86 If you want to search by drug type, use Drug Class as the attribute: Click on the Select Drug Class button. This displays the Select Drug Class Code screen. 86

87 Either work your way down the hierarchical tree by double clicking on a yellow folder until you find the group you want; or enter a name in the Name window and click on Find. Note - the Template searches include a number of pre-defined Drug Searches Staff file When searching for staff, such as clinician, authoriser, prescriber, the list is filtered: to exclude GP2GP staff records created through Gp2GP filing to include only "Employed by practice - Yes" and to exclude "Employed by Practice - No" 87

88 It is advisable to make sure the Display Inactive box is unticked so that any inactive staff are not included in the displayed list. Some staff searches only include staff member with a type of GP, ie staff who are doctors and cannot by definition by employed outside the practice. These lists do not have the Employed boxes, by nature of their role: Patient Details search: CHD GP, Registered GP and Usual GP Therapy (acute and repeat): Clinician, Responsible Partner, GP who signed prescription IOS claims: GP making the claim 88

89 Note - you can select more than one staff at a time by clicking on each name so it is highlighted. From DLM 310, you can also Select to Search by Category. This is particularly useful if you want to search on data received via GP2GP transfer. Combination searches Once you have chosen a single Entity from Add Entity (page 56), you can then at this stage choose one or more further entities and do a combination search, where you want to find patients who have criteria under one condition as well as another. For example, patients with hypertension (Blood Pressure search) and also a high weight (Weight search). You can also select another entity in order to exclude these patients from the search see Include/Exclude Options (page 93). If you view the search criteria in some of the Template searches, you will see that often these include more than one entity in the search. 1. If required, click on Add Entity and choose the second search option. 2. Highlight this second entity then click on Selections to choose the specific criteria for this search. 3. You can, in fact, select as many entities as you like for a combination search, by repeatedly using Add Entity and then selecting another search entity. 89

90 Refer also to Match All or Any (page 96) and Include/Exclude Options (page 93) for further inclusion or matching options. Selecting the same entity twice If you select the same entity again for a search, this will then display a check message: [Entity, eg Weight] has already been selected; do you want to select it again for a cross entity search - to which answer either Yes or No. 90

91 For example, in the Template search : Patient who have had a first Hepatitis A vaccination after January 1997 but not yet have a second, Immunisations has been selected twice as an entity. The first will include patients who have had a hepatitis A in the date range, but the second Immunisations #2 has Not equal for 2nd hepatitis A. 91

92 A more complicated example is shown in the Template search Cytology no adequate search in last five years where the first entity of cervical cytology is excluded (ie patients with no smear record), the second Cervical Cytology #2 includes a smear record more than 5.5 years ago, and Cervical Cytology #3 with a smear record which is not adequate. The final steps of Search Details are: Include/Exclude Options (page 93) (the default is set to include the search details) Match All or Any (page 96). If you want to change your mind about one of the entities you have chosen, see Remove Entity (page 96). The next step after Search Details is Report Output (page 98). You will find that if you choose Count (page 102) in Report Output, this will show how many patients have been found for each of the searches, matching the criteria you choose. If, however, you choose a Summary Report, you will find that only those patients who meet the criteria in both reports will be displayed. 92

93 Include/Exclude Options If you highlight an entity within Search Details and select Options from the right mouse menu, you can choose to include or exclude patients, or exclude patients for whom records are found for this entity. For example, you may want to find from your group of diabetic patients, which have not had an HbA1c in the last year (see Diabetes - patients with no HbA1c in last year). Usually, by default, search details are set to Include, because you are trying to find patients with a particular entity. Include will include patients matching the specified criteria. Selecting Exclude will exclude patients matching the criteria. [Exclude] is shown by the entity on the Search Details screen. If you select Exclude, you can as well select Exclude patients with no records for this entity, which will in addition include patients with no records entered for the entity. Include Include will include patients matching the criteria. For example, look at the criteria of the template search IOS: Patients registered in the 2nd quarter 97 with a completed Registration Fee claim. 93

94 When you select an entity, by default it is set to Include. To check this, highlight the line Registration fee claim, and click with the right mouse, choosing Options. Include is selected, ie the search will include patients with a registration fee claim. Exclude To find patients with no record of a defined entity, use the Exclude option, ie you define the search criteria and particularly exclude these patients. For example, Patients registered in the 2nd quarter 97 without a completed Registration Fee claim. The criteria is similar to the above example (patients with reg. fee claim), except for the line Registration fee claim [Exclude]. Right mouse click on that line, Options, and see that Exclude is selected, so this will exclude any patients with a registration fee claim. Because there is no criteria for Registration Fee claim, the checkbox is hidden for Exclude patients with no records for this entity. 94

95 Exclude patients with no records for this entity (enabled) If you have chosen Exclude for an entity, where you have selected criteria (eg blood pressure as an entity, and diastolic greater than 120 as the criteria), then the box Exclude patients with no records for this entity will be enabled. Checking the box Exclude patients with no records for this entity will exclude patients who have no record for the entity, eg no BP record. Unchecking the box will include patients who have no record for the entity. For example: An entity of blood pressure, with a diastolic greater than 120, and with the default of Include, will find patients with a BP over 120. If you change to Exclude (click on Blood Pressure with the right mouse, and select Options, and Exclude) and make sure the box Exclude patients with no records for this entity is checked, then the search will find patients who do not have a blood pressure over 120. (Checking the box excludes all those with no BP record). If you now uncheck the box Exclude patients with no records for this entity, then in addition to finding patients who do not have a BP over 120, it will additionally find patients with no record of BP (ie no record for this entity of BP), as these patients are no longer excluded. A second example: if you want to find patients who have never had a consultation with Dr Jones: In Search Details, add an entity Consultation, and in Selections, specify Dr Jones as the clinician. Now click with the right mouse on Consultation, select Options, then Exclude. Make sure the box Exclude patients with no records for this entity is checked. This will find patients who have never had a consultation with Dr Jones. (It has excluded all those who have no record of any consultation). If you now check the box Exclude patients with no records for this entity is unchecked, this will find the same patients but in addition, it will also find those who have never had a consultation (ie no record for this entity Consultation). 95

96 The rules for whether the Exclude patients with no records for this entity checkbox is displayed or disabled is based on the following:- The checkbox is hidden if you have chosen an entity but not further qualified it with Selections, ie there is no criteria for the entity; see the example above of Patients without registration fee claim. The checkbox is enabled if the Exclude option is selected and there is criteria (Selections) for an entity (the exception is the Patient Details entity). The checkbox is disabled if the Patient Details entity has criteria selections, or the Include option is selected. Match All or Any In Match on all or any, if you are doing a combination search with more than one entity, for example, obesity and high BP, you can choose whether the search group includes: patients that are either obese or have high BP - ie obesity or high BP - select Match Any; patients that have both obesity and high BP - ie obesity and high BP - select Match All. For example, if the entities selected are Blood Pressure (over 130) and Smoking (more than 10 cigarettes a day): If Match Any is chosen, then patients will be found if they smoke more than 10 cigs. a day, or have a BP diastolic over 130. That is, either of the entities selected. If Match All, then the patients found will be those with both a BP of 130 and smoking 10 cigs. a day. That is, both the entities selected. Remove Entity You can remove an entity from a search, by highlighting in under Search Details, clicking with the right mouse and choosing Remove Entity. You will be asked if you also want to remove it from Report Details (see "Details on reports (page 119)"). If you answer Yes, the entity you are removing will not form part of the report, ie if you remove smoking from Search Details, then smoking is removed from Report Details, and no smoking data will be included in the Report Output. 96

97 Show Entity, Show Attribute or Show Criteria Using either the menu option of Edit from the Search criteria screen, or clicking with the right mouse, gives you three options of display on Search Details - Show Criteria is the default: Show Entity - list only entities in Search Details Show Attribute - list entities and any attributes selected in Search Details Show Criteria - list, entities, attributes and any criteria in Search Details 97

98 Report Output Report Output overview - searches On the Search Criteria screen, the Search Details (page 49) specify what is to be searched. This will potentially produce a group of patients once the search is run, if any match the criteria. What you now need to decide from the Report Output options is how the report of these patients is presented. The Report format can be edited (see "Edit Report Format (page 107)"), dependent on the currently selected format in Report Output. In Group Output (page 118), you can save the group of patients found in the search, which you can view at a later date, or use in the Patient Group and Recalls module. 1. Click on the arrow in the Report Output box to display the choice: 2. Select an option: View (page 100) -View is an on-screen display of search results and is the default for Report Output. You cannot print directly from this screen. Initially only registration details are shown, but clinical details can subsequently be viewed by double clicking on the patient name. The display can be sorted by highlighting the column heading and right mouse clicking to select a sort order. You cannot print directly from this screen. Count (page 102) - This is an on-screen display just showing the total numbers of both patients found in the search, and number of records for each of the selected reported details. There is no print option. If a combination search is made of, eg, BP and weight, the patients found in each category will be shown. Summary Report (page 102) Initially displayed on-screen, this is a printable landscape-format report which gives one line of registration information per patient found in the search. No clinical information or patient addresses can be displayed. You can specify the report format using Edit Report Format (page 107). Detailed Report (page 103) Initially displayed on-screen, this is a landscape-format printable report which contains all registration details of the patients found in the search, and displays full details of all other selected report details. This report type should only be selected if very detailed information is required. You can specify the report format using Edit Report Format (page 107). 98

99 Standard Report (page 105) This report is the most appropriate one when additional clinical information or patient addresses are required on the report. Initially displayed on-screen, this is a portrait-format printable report which shows one line of basic registration information plus all the selected report details for the patients found in the search. You can specify the report format using Edit Report Format (page 107). Age/Sex Report (page 106) - Initially displayed on-screen, this is a landscape-format printable report which provides a user-definable age-sex breakdown of the patients found in the searched. The age ranges can be changed by selecting Age Bands from the Maintenance menu. Export Data (page 111) (.DBF) - This produces three files -.dbf,.cdx.fpt - for each report detail option. Import this data into third-party software such as Access. Export Data (page 111) (Tab Separated) - This produces an ASCII file (.txt) for later export to third-party software such as Microsoft Excel directory. 3. The report format can be further altered using the Options button (see "Edit Report Format (page 107)") for all Report Outputs (except View and Count) - ie how the report is divided, for example, by registered GP or in males/females, and how the report is sorted, for example, in date of birth order. The reports are normally sorted alphabetically by surname. 4. To save the search as a group, double click in Group Output, type in a group name and description (see "Group Output (page 118)"). This group of patients can then be used later, for example, for recall from the Patient Groups module. 5. Once selected, proceed to "Report Details (page 119)". From here, you can choose which records to include in the report, and what clinical details are to be displayed for each patient. 6. Choose Run to start the processing of the search. 7. Once a report is displayed to screen, you can then choose to print, re-sort, page over etc. See Window view report on-screen. 8. Finally, use Save and Save As (page 124) to save the search criteria and any group formed from the search. 9. You can re-run the report again, and choose a different report output the second time. To save re-processing the report, choose the menu option of File - Report on last search. 99

100 View From Report Output, the default option is View which displays a list of any patients found in the search. You cannot print the report from this screen - to print a report, click on OK to close View, return to Report Output and re-select one of the printing options, eg Standard Report. The View report shows the registration details of patients. The number of records found in the search is listed at the bottom of the screen. 100

101 View search results Once the View report is displayed, you have various options, including displaying clinical details for each patient. Click on to maximise the screen, or double click on the title bar View of Patient Details. Use the horizontal arrows to move the screen display to the right and left, and the vertical scroll options to move up and down. Click on a column title, such as Date of Birth, so the whole column is highlighted. Then click with the right mouse button for the choice of Sort Ascending Order, or Sort Descending. This then sorts the patients, from oldest to youngest (Sort Ascending) or vice versa. If the patient has more than one line, you may sort these into ascending order or descending order as described above, for example, blood pressure records. Sorting will work at any level. Point to a patient, and when the pointer turns to a thick white cross, double click to display further clinical search details for the patient. Click on to return to the main report display. If there is more than one entity in Report Details (see "Details on reports (page 119)"), double click on a patient line to allow you to choose which clinical details to view (Select Entity to Expand). Click on one of the lines you want to view and click on OK. This can display clinical details other than those found in the search, for example, you could search patients with a weight problem, but display their blood pressure records. Click on to return to the main report display. You can change the size of the widths of columns by clicking on a column title, then moving the cursor to one of the vertical divider lines between two lines (cursor is a thin double cross), then dragging the line left or right. Click on OK to return to the main View screen. 101

102 Count From Report Output, click on Count for a screen display of the patient numbers in the search. Specify any other report details (see "Report Details (page 119)" on page ), click on Run. The search will be processed. If it is a combination search of, for example, BP and weight, the patients found in each category will be shown. The number of patients found is listed against Patient. The number of records found in each entity is then listed. If this is more than the number of patients, then one or more patients may have more than one record in this entity. Click on OK to close this screen. There is no print option. Figure 4: Search Count Summary Report Initially displayed on-screen, the Summary Report from Report Output is a printable landscape-format report which gives one line of registration information per patient found in the search. No clinical information or patient addresses can be displayed. Each report is titled with the Practice Name and address, the operator-id running the search, the date and time. The Summary Report displays patients in Vision identifier order. To change the order to any other (eg alphabetical by surname), select Report Output from the Edit menu and double click on the required sort criterion in the Report Sorting section (see "Edit Report Format (page 107)"). Included are the basic registration details: surname, forename, date of birth, NHS No, Sex, Date Accepted, Regd. GP and Registration Status. No clinical details are given. The number of patients in the report is totalled at the bottom. The initial display is condensed so use Zoom In to expand the view. The report is always initially displayed on-screen. From this view, there are the following options: Zoom In - enlarge the display. If the cursor changes to a magnifying glass symbol, clicking once will also expand the view. Zoom Out - reduce the size of the display. Once the view is at maximum expanded display, clicking once will reduce back to condensed view. Two Page - Put the display into a two-page view 102

103 One Page - Re-display as a one page view Next Page - Go to the next page (disabled if there is no next page) Prev Page - Go to the previous page (disabled if there is no previous page) Print - Print the report. A standard Print Report screen is first displayed, so you can select the number of copies etc. Click on OK to continue. Close - Close the report and return to the Search screen. Figure 5: Summary Report - on-screen Detailed Report The Detailed Report (from Report Output) is initially displayed on-screen. It is a landscape-format printable report which contains all registration details of the patients found in the search, and displays full details of all other selected report details chosen in "Report Details (page 119)". It includes unlimited free text added to a clinical record. This report type should only be selected if very detailed information is required as it produces at least a page per patient report. Each report is titled with the Practice Name and address, the operator-id running the search, the date and time. The report is always initially displayed on-screen. From this view, there are the following options: Zoom In - enlarge the display. If the cursor changes to a magnifying glass symbol, clicking once will also expand the view. Zoom Out - reduce the size of the display. Once the view is at maximum expanded display, clicking once will reduce back to condensed view. 103

104 Two Page - Put the display into a two-page view One Page - Re-display as a one page view Next Page - Go to the next page (disabled if there is no next page) Prev Page - Go to the previous page (disabled if there is no previous page) Print - Print the report. A standard Print Report screen is first displayed, so you can select the number of copies etc. Click on OK to continue. Close - Close the report and return to the Search screen. To change the order to any other (eg alphabetical by surname), or to give the report a title, select Report Output from the Edit menu and double click on the required sort criterion in the Report Sorting section (see "Edit Report Format (page 107)"). Figure 6: The same report in Detailed Report format - a page per patient - shown on-screen 104

105 Standard Report This Standard Report is the most appropriate one when additional clinical information or patient addresses are required on the report. Initially displayed on-screen, the Standard Report from Report Output is a portrait-format printable report which shows one line of basic registration information plus all the selected report details for the patients found in the search. Each search entity heading is followed by at least two lines of clinical data, depending on what has been chosen in "Report Details (page 119)". The report is titled with the Practice Name and address, the operator-id running the search, the date and time. Note - When printing a standard report for a patient who has more than one page of freetext in their journal, the comments section is truncated to fit on a single page and the following text is printed: "Some data has been truncated to fit page." Like the Summary Report, the standard report displays patients in Vision identifier order. To change the order to any other (eg alphabetical by surname), select Report Output from the Edit menu and double click on the required sort criterion in the Report Sorting section (see "Edit Report Format (page 107)"). From here you can also change the report title, grouping, sorting the data, as well as the patient format. The report is always initially displayed on-screen. From this view, there are the following options: Zoom In - enlarge the display. If the cursor changes to a magnifying glass symbol, clicking once will also expand the view. Zoom Out - reduce the size of the display. Once the view is at maximum expanded display, clicking once will reduce back to condensed view. Two Page - Put the display into a two-page view One Page - Re-display as a one page view Next Page - Go to the next page (disabled if there is no next page) Prev Page - Go to the previous page (disabled if there is no previous page) Print - Print the report. A standard Print Report screen is first displayed, so you can select the number of copies etc. Click on OK to continue. Close - Close the report and return to the Search screen. Figure 7: The same report as a Standard Report - viewed on-screen 105

106 Age/Sex Report Initially displayed on-screen, the Age/Sex Report from Report Output is a landscape-format printable report which provides a user-definable age-sex breakdown of the patients found in the searched. The age ranges can be changed by selecting Age Bands from the Maintenance menu. You may print or export the report, as described in Output of a Report. If Age/Sex is currently selected in Report Output, and you then select Edit - Report Output from the menu, options are given: Title Type in a title which will be displayed at the top of any printed age/sex report. Print Search Details on first page of report The first printed page includes the search criteria. Output Method - change from an initial Window (on-screen) display to either a Print or File option. 106

107 Edit Report Format If you select the Edit - Report Output, you have the opportunity to alter the Standard, Detailed or Summary report format by Report Title, Report Grouping, and Report Sorting (sort orders). For the Summary and Standard Reports only (but not Detailed), you can alter the Patient Format and column widths and print and file output methods. First select either of these outputs - Standard or Summary - in Report Output (page 98). If either View or Count is currently selected in Report Output, the Edit - Report Output will be disabled. If Age-Sex is currently selected in Report Output, then the option is given to create a title, print the search criteria on the first page of the report, and change from an initial Window (on-screen) display to a Print or File option (see Output of a Report). Altering the Report Format of Standard, Detailed or Summary Reports 1. From the Search screen, in Report Output, select the type of report for which you want to alter the format, either Standard, Detailed or Summary. 107

108 2. Click on Edit - Report Output to display the Report Format screen. Figure 8: Summary Report Figure 9: Standard Report uniquely has option: Print each patient on a new page 108

109 Figure 10: Detailed Report New Format and Edit Format buttons do not work 3. Report Title In the Title window and type in a free text title for your report. 4. Print Search Report Details on first page of report option If checked, then the criteria for the search are printed on the first page of the report. 5. Print each patient on a new page Only an option for the Standard Report (and not Detailed or Summary). By default, this is left unchecked. 6. Report Grouping - Choose to divide the report into sections (the default is undivided - None). Click on the selection arrow to select one of the following groupings: by DHA, by HA, by sex of patient, by Registered GP, by Usual GP, or by Registration status. 7. Report Sorting Each section can be sorted in the following order Choose from one of the following to change from the usual default of sorting the report alphabetically by surname: DHA, HA, Patient Accepted Date, Patient Applied Date, CHI number, Date of birth, Forename, NHS Number, Postcode, Sex, Surname, Registered or Usual GP, or Registration status. If you choose more than one, then report sorts by the first option, then by the second and so on. 8. Click on an option in the left window, eg Patient Date of Birth. 9. Click on Add. This option will now be displayed in the right window and the report will be thus sorted. (To remove an option, click on it in the right-hand window, and click on Remove). 10. You can add further options - as a second order sort, then a third order sort and so on. If you want to insert a new order, click on it in the left-hand window, then click in the right-hand window to highlight the option that will follow the new insert. Click on Insert. 109

110 Alter the Patient Format for Summary or Standard Reports 1. Patient Format You can select the print format for Patient details and column widths on the Standard and Summary Report, but not for the Detailed Report. The choice is Default: Summary Report Default A Summary Report will be printed with patient's Surname, Forename, Date of birth NHS Number, Sex, Date Accepted, Registered GP, Registration Status. Standard Report Default A Standard Report will be printed with patient's Title, Forename, Surname, Date of birth, Sex, NHS number, Registration Status. If you click on New Format, you can define your own format for printing, which can be used another time; or highlight an existing format and click on Edit Format. Name / Description Give the new format a name (up to ten characters) and a Description which you can choose another time from the Patient Format window as an alternative to the Default format. Available Attributes You can then pick as many registration details as you want. Note there is one group called Patient Title, Forename, Surname. Attributes will appear in the order you select them, unless you want to intersperse one. Remember that the page width will limit the number that can be viewed on one line. To add an attribute, highlight the first attribute and click on Add to place it in the right-hand window. As you do its column width is shown beside it in the right-hand pane, and a new Width box is shown at the bottom. Repeat adding attributes as required. To remove an attribute, highlight it in the right-hand window, and click on the <<Remove button. Column widths - You then have the choice to select the width of the column. Alter as required. They are in 100ths of an inch (0.01"), so multiple the figure by 0.01 to calculate the column width in inches, eg 180 x 0.01 = 1.8". 110

111 Click on OK to finish, and to exit from Report Format. What you set up in Standard can be selected from Patient Format as a format for Summary Reports as well. 1. Click OK to finish. 111

112 Export Data There are two options of Export Data from Report Output first, Export Data (DBF File) or Export Data (Tab Separated). Note - in order to see free text Comments of any entry in Vision on an extracted file, the tab separated format must be used, as in.dbf files, FoxPro is needed to view freetext data which is not visible in Excel. 1. Click on one of the Export Data options from Report Output. 2. If you do not want to specify any other "Report Details (page 119)", click on Run to start the search. This displays the Download screen. Figure 11: Download screen for Export Data 3. Select the directory to which the extract is being made - by default this is c:\extract. Click on OK or select another directory. The menu option of Edit - Report Output also reaches the Download screen to select the extract directory. 4. Click on OK to process the search. 5. You will be asked if you want to overwrite the (previous) patient file answer Yes. And then if you want to overwrite any (previous) second text file, eg therapy.txt, ie it only holds one file of each name. Each export creates at least a patient file - for the Export Data (Tab Separated) option, this is a patient.txt file. For the Export Data (DBF file) option, this is three patient files: patient.dbf, patient, cdx and patient, fpt. One or more additional files will also be created, relevant to what you were searching and what is in Report Details. For the Export to Tab Separated option, for example, a search for diabetic register patients (Report Details of Patient Details, Clinical - All, and HbA1C), this will produce four.txt files: patient.txt, reg_diab.txt, general.txt and HbA1C.txt. 112

113 For the Export to DBF file option there will be.dbf,.cdx and.fpt files for the each of the four - patient, reg_diab, general and HbA1C. 6. The files will later be found in the default directory of c:\extract, unless another directory has been chosen in Step

114 The following is a simple example of how to import the patient.txt file into Excel. Open up the third-party software, such as Microsoft Excel, and import the files one at a time, eg patient.txt, therapy.txt, from the c:\extract directory. In Excel, there should be no difficulty in importing more than one file, then moving the columns into one spreadsheet. First import patient.txt, then any clinical txt file.

115 8. At Text Import Wizard - Step 1 of 3, choose Delimited and click on Next. 9. At Text Import Wizard - Step 2 of 3, choose Tab and click on Next. 115

116 You need not import columns you don't want. Highlight any unwanted column by clicking on the column header, then check the box Do not import column (skip) (or you can just press the left/right cursor arrow key). Go along each column and mark each you don't want as Do not import column. Then click on Finish.

117 11. Once imported, highlight the whole table by clicking on the small square to the left of A and above 1. Then click on Format - Column - Autofit Selection. This makes it easier to read the data. You can delete any columns you don't want by clicking on the letter heading the column to highlight the column, then Edit - Delete. 12. On exported files, the patient may be identified with a pat_id. This is the Vision Identifier, a unique number of each patient on Vision. To find out which patients belong to a pat_id, on a Select Patient screen (within Consultation Manager or Registration), select Vision Identifier from the Search Attributes, and type the pat_id code in the Search Details. Click on Find. 117

118 Group Output Once Report Output has been chosen, you can optionally save the results of the search as a group in Group Output. Any groups saved will not just consist of a list of names, but will also contain all selected Report Details (page 119). Any saved group can be used later, for example, in the Patient Groups and Recalls module for recall, or for a further search (see "Search Input (page 43)"), or in Consultation Manager as a means of patient selection by group. You can also save a group BEFORE or AFTER running a report by clicking on Group Output. Note - you do not have to save the search result as a group; you can run a search and view or print out the result without saving as a group, but you will not be able to view the patients at a later date without re-running the search. 1. To save the search results as a group, first double click in the Group Output window in Report Output. This displays a list of available groups and has entries for a new group name and description. 2. Type in a Group Name, up to 10 characters, alphanumeric including spaces 3. Type in a Description of the group, in free text. This description will appear in the listing under the green heading Groups on the front Search and Reports screen. 4. Click on OK. 5. If you do not want to specify any other report details (see "Report Details (page 119)"), click on Run. The search will be processed. As well as appearing in the Groups list on the front Search and Reports screen, any search where a group has been saved as output will display the symbol by the 118

119 search description. Where you see this symbol, you can point to this, click with the right mouse and select View Patients, to list the patients in the group. See View and print patients in search group (page 126). 1. Report Details Having specified the Report Output (page 98), the Report Details part of the Search Criteria screen allows you to: Specify which of the search details are shown on the report (see Details on reports (page 119)). Decide on which records, if found, are displayed (see Option to display which records if found (page 121)). The clinical records that match the search criteria will be selected by default, for example, if you are searching blood pressure records, the Report Details will automatically include Blood Pressure as well as Patient Details. It is also possible to add further details to a standard report by clicking on Add Entity and selecting further entities in the same way as search entities are selected. Figure 12: Report Details Then start the search processing (see "Run the search (page 122)"). Before exiting, remember to save the search criteria ("Save and Save As (page 124)"). Details on reports The entities shown under Report Details are automatically those shown under Search Details, selected with Add Entity. For example, if weight has been chosen as a Search Detail, then it will also appear under Report Details, unless manually removed. Where an entity appears under Report Details, then Standard and Detailed Reports, which show clinical detail, will include a section on weight information for the patients found in the search. If Weight is included as an entity in Search Detail; and if Weight included as entity in Report Detail - Standard / Detailed Reports will show weight information Removing an Entity 1. You can remove entities from the Report Details, by clicking on the entity to highlight it, then clicking with the right mouse. 2. Select Remove Entity. 119

120 This would mean that, for example, if Weight were removed, the report would show the same patients, but there would not be an entry for weight. If Weight included as entity in Search Detail; but in Report Detail, if Weight removed as entity - then Standard / Detailed Reports do not Show weight information Add further Entities You can add further entities in Report Details, so, for instance, although you may have searched for a group of patients with high blood pressure, the report shows an entirely different piece of clinical information, for instance, smoking details. 1. To add an entity in Report Details, either click on the Add Entity button; or pointing within Report Details section, click with the right mouse and select Add Entity. You can also use the top menu Edit - Report Details - Add Entity. 2. Select the entity from the Select from Group screen (see "Add Entity (page 56)"). 3. This entity will now be shown under Report Details. For example, in the Template search : Patient who have had a first Hepatitis A vaccination after January 1997 but not yet have a second, Immunisations has been selected twice as an entity, the report details will display Immunisations - Matches for the first Immunisations entity (ie those who have had a first hepatitis A vacc.) but not those found in Immunisations #2 (those who have not had a second Hep.A) - Immunisations #2 (None). 120

121 Note - Add Entity and include Addresses and Communication Nos if you want the patients' address and phone numbers on the report Option to display which records if found You can further fine tune the records that the report shows as a result of a search using matching options. 1. Highlight an entity on the Report Details list, and click with the right mouse. 2. Select Options. 3. This displays a matching options screen, which is titled with the entity you selected. An example is shown on the screen where BP systolic over 150 is the search criteria and six different readings on six different dates are shown. As you click on each option on the Options screen, the correct records it reports on are shown in red at the top of the screen in the list of six records. All matches - The default is All matches, ie find all the records that match the criteria specified in Search Details. For example, if you wanted to find blood pressures over 150, then the search looks at all the patient's records, and reports on any that are over 150. None - This will not report on any records found for the highlighted entity. All - This will display all records, whether above or below BP 150. Before match, After Match and No matching - When you click on one of these, you next to select Earliest or Latest, and the number of records. 121

122 Note - The Before Match option enables you to limit the search to just the first or last X records BEFORE applying the search criteria useful for finding currently high records. The After Match option looks at the last/first x records that match your search criteria. The No matching option just lists the first and last x records regardless. Before match - If, for example, you specified Latest 1 Before match, then this limits the search to looking at the latest record only, and only displays it if the BP is more than 150. It ignores all the other records, even if they matched to the search criteria (ie more than 150). If, for example, you specified Latest 2 Before match, then this looks only at the latest two records and displays one or both of them only if they are over 150. Otherwise records are ignored. Earliest 1 Before match would only look at the earliest BP record for this patient, and only displays it if the BP is more than 150. After Match - If, for example, you specified Latest 2 After Match, the search would find the latest two records that match the criteria of BP over 150. This is regardless of the fact that there may be a later record with a BP below 150, which is not displayed. No matching - If, for example, you specified Latest 2, No matching, then the two latest records would be displayed, regardless of whether they matched the criteria of BP systolic greater than 150. Run the search 1. Finally, having chosen the Search Input (page 43), the Search Details (page 49), the Report Output (page 98), the Group Output (page 118) and the Report Details (page 119), click on Run at the bottom right to process the search. 2. A search has already been run. Are you sure you wish to continue? Yes/No - You may find this message if you have already run a search, for instance you are now choosing a different Report Output. If you answer Yes, the search will proceed and be processed again. If you answer No, the search will not be reprocessed - you can, however, choose File - Report on Last Search which will re-present the search in the format chosen in Report Output, without re-processing. 3. A progress bar shows the search time so far, and the estimated time remaining for the search processing. The Cancel button will let you abandon the search. 4. The search results will be presented depending on the selection made in Report Output (page 98). 122

123 No Matches Found from Search - If no patients are found in search that match the search criteria, then this message is displayed. Re-Run report with different Report Output - If you want to re-run the report, but this time with a different Report Output, close the current report if displayed on-screen, change the Report Output, then select File - Report on Last Search. This will save reprocessing the whole search again, and will present you with your newly selected report format. Group [name] already exists Continue? If you had saved the search as a group in Group Output, the following message is displayed: Group [title] already exists. Continue? If you answer Yes, then the group will have its format changed to the newly selected Report Output, ie you are bringing the group up-to-date. If No, the group will retain the previous Report Output. Change search criteria - You can change the search criteria by highlighting an entity and clicking on Selections (page 64), or adding a further entity, and then selecting Run again. A search has already been run. Do you wish to save the results of this last search to Group [title]? Yes / No If you have specified a group in Group Output (page 118), when you re-run the search, you may see this message. If you answer Yes, make sure the last search you ran accurately reflects the description you gave in Group Output. For instance, if you have amended the search criteria, this may now differ from your original intention, and Group description; in which case answer No. 123

124 Batching and Scheduling Note - you do not have to run searches manually, as long as you have saved the search criteria. They can be batched together into groups (see Batching), and then scheduled to run at some time automatically within the next 24 hours (see Scheduling). Save and Save As When you have finished running the search (see "Run the search (page 122)"), you should save the search if you want to re-run it at a future date, or if you want to retain the group found in a search. The button options at the bottom right of the Search criteria screen are: Save As - Use the Save As button if you want to save the search criteria with a different name and description, in addition to the original one. This could be either for your own defined search, or if you have amended the criteria for a template search where you are not allowed to save any amendments to the original criteria. Any search saved under Save As is found under the list of Ad-hoc Searches. Save - Use the Save button before exiting if you want to save the search criteria to re-use another time. This will save the search with whatever name was given it initially. This button is disabled (a) in Template Searches as you cannot amend these directly; and (b) with a new search. You need instead to use Save As, and give the search a name and description. New - Click on New to clear the current search criteria, and choose criteria to run another search. Confirm Yes that you want to clear the current search to the message The current search selections will be cleared. Continue? This saves exiting from Searches and re-entering to run another search. 124

125 Close - Use Close to exit. If you not saved the search criteria, you will see the message Are you sure you want to exit with unsaved search criteria. Continue? If you answer Yes, you will return to the front Search & Report screen and no search will be saved. If you answer No, you can then go on to save the criteria. 125

126 View and print patients in search group To view a list of patients If you have groups saved from searches and listed under the Group heading on the main Search screen, you can view these by clicking on the the right mouse and selecting View Patients). icon (or clicking with At the Group Viewer screen, Note - there are three frames the top left frame may be hidden. To reveal it, point to the horizontal divider line until the cursor changes to a parallel with a double-headed arrow. Hold the left mouse down so it "picks" up the line and drag the line down, releasing the mouse when the frame is the size you want. This top frame gives a count of the number of patients within the group. If you click on a search result line, it will list the patients beneath, and clicking on a patient line, shows the search details found. The bottom left frame lists the patients. Clicking on a line shows the search details in the right-hand frame. Figure 13: How this screen may appear at first until the top frame line is dragged down 126

127 To print a list of patients If you want to print a list of these patients, you need first to start a new ad-hoc search. 1. Click on. 2. At the Search Criteria screen, click on Select by the Group Input window under Search Input, and select the group you want to print. 3. In Report Output, select Standard Report. 4. Click on Run. 5. When the report is displayed on-screen, click on Print at the top left. To print a list of patients from a clinical audit search 1. To review audit groups, display the list of audit groups by switching to the Month/Year tab in Clinical Audit which lists the patients found on the currently highlighted audit line. Right click to save the group. 2. In the Patient Groups and Recalls module, find the group. 3. To display the patients within a group, find and click on an audit group line. 4. Click on the View Selected Group icon. 5. Right click and select Print This Group. 127